RFP 26039 - Solid Waste Services - FINAL.pdf

REQUEST FOR PROPOSAL

Notice is hereby given that proposals will be received by the City of Bellevue, Washington for:

RFP # 26039

Solid Waste Services by filing with the City electronically through the Public Purchase portal (www.publicpurchase.com) until:

Date: 10/12/2026

Time: 2:00 pm

Proposals submitted after the due date and time will not be considered. The proposing party accepts all risks of late delivery of mailed proposals regardless of fault.

Detailed Request for Proposal (RFP) information including general information, general terms and conditions, requested services, proposal requirements and evaluation process is available on the City’s website at www.bellevuewa.gov, by clicking on Menu, Doing Business, Doing Business with Bellevue, Solicitations for Bids, RFPs and RFQs.

The City of Bellevue reserves the right to reject any and all submittals and to waive irregularities and informalities in the submittal and evaluation process. This RFP does not obligate the City to pay any costs incurred by respondents in the preparation and submission of a proposal. Furthermore, the RFP does not obligate the City to accept or contract for any expressed or implied services.

The successful party must comply with the City of Bellevue equal opportunity requirements. The City is committed to a program of equal employment opportunity regardless of race, color, creed, sex, age, sexual orientation, gender identification, nationality or disability.

It is the City of Bellevue's policy to assure that no person shall, on the grounds of race, color, national origin or sex, as provided by Title VI of the Civil Rights Act of 1964, be excluded from participation in, be denied the benefits of, or be otherwise discriminated against under any of its federally funded programs and activities.

Dated this 4th day of August http://www.publicpurchase.com/ http://www.bellevuewa.gov/

City of Bellevue Request for Proposals

Request for Proposals Information: Submit Proposals to:

RFP Number: 26039

August 04, 2026

Jon Gire

JGire@bellevuewa.gov

October 12, 2026 @ 2:00 pm

Physical Address:

Submit proposals online via Public Purchase.

RFP Title:

Date Issued:

Contact Person: Mailing Address:

Submit proposals online via Public Purchase.

Email Address:

Backup Contact Person:

Online Submittal: Responses can be submitted online through the City's eProcurement system Public Purchase. To register, go to www.publicpurchase.com.

Backup Email:

Proposals Due:

Section 1 - General Information

NOTICE: Notice is hereby given that proposals will be received by the City of Bellevue, Washington, for RFP # 26039 - Solid Waste Services by filing with the City at the above location.

mailto:JGire@bellevuewa.gov

BACKGROUND INFORMATION:

INTRODUCTION

The City of Bellevue (the “City”) is requesting competitive proposals from qualified firms for solid waste collection services within the City Service Area. These services include: residential and commercial garbage, recycling, and organics (yard debris and food scraps) collection, the delivery of garbage to a King County facility per the City’s interlocal agreement, and the processing and marketing of collected recyclables and organics. The initial contract term will be for ten (10) years, from July 1, 2028 to June 30, 2038, with a City option for an extension of up to two (2) years.

Terms used in this RFP that are defined in the Contract have the meanings assigned to them therein. Defined terms are applicable to both the singular and plural.

EXISTING COLLECTION SYSTEM

This section generally describes the existing solid waste collection system operated under the current contract. Carefully review Brief Scope of Services, Attachment “A”, and the draft 2028 Contract (Exhibit A) to determine the scope of operations envisioned under the new Contract. The City’s current contract with Republic Services is available to Proposers upon request.

The City of Bellevue has a residential population of approximately 158,000 with approximately 30,800 single-family residential customers and approximately 2,000 multi-family, commercial, and drop-box accounts. The existing collection system is operated under contract with total contractor billings of approximately $37 million in 2025. Garbage collection is voluntary for generators within the City.

Single-family Collection

Single-family residences are provided weekly garbage collection under a variable rate structure.

Under the new contract, Residents will be required to use a contractor-provided garbage cart for basic service, but may use their own containers for extra material. There are approximately 200 single-family residential customers who currently use their own container who will need to transition to a contractor-provided container.

Weekly single-family recycling collection is included as part of garbage collection service. Most recyclable materials are placed in the recycling cart except for small appliances and electronics, textiles, and large metal items.

Weekly single-family organics (i.e., yard debris and food scraps) collection is also included as part of basic collection services, through the use of 96-gallon carts. Customers may also use Kraft bags and place bundled or boxed materials at the curb as well as rent additional yard debris carts from the Contractor if more than one cart is needed. Customers may set out up to 192 gallons of material per collection, with additional materials accepted for a charge.

Non-garbage customers may also subscribe to either or both recycling and organics collection services on a fee-for-service basis.

The City has an assignable right to the carts used under the current contract and will assign the ownership of those carts to the Contractor performing services under the new contract.

As described in Section 4.1.3 of the draft 2028 Contract (Exhibit A), bill assistance is to be provided to eligible single-family residential customers by the Contractor billing these Customers a reduced percentage of the regular rate for the subscribed service level. The estimated approximate number of eligible Single-family Residential customers and respective rate reductions are:

• 70% Rate Reduction: 450 Single-family Residential customers (Senior (62+) households at 50% or less of area median income).

• 35% Rate Reduction: 1,250 Single-family Residential customers (80% or less of area median income).

Commercial and Multi-family Collection

Multi-family complexes are provided with commercial garbage services, as well as a recycling and organics program that accepts most of the same materials handled by the single-family recycling program.

Commercial and Multi-family Complex garbage collection is provided through the use of customer-owned containers and drop-box compactors, as well as contractor-owned carts, detachable containers, and drop-boxes. A range of sizes and collection frequencies are available.

Commercial and Multi-family Complex customers currently are provided unlimited recycling and one hundred ninety-two gallons (192) of organics collection per week, via cart service, per garbage container.

The City anticipates offering a bill assistance program for multi-family residents. The planned program has a rebate structure and will be funded and directly implemented by the City. There are no rate reductions for the Contractor to implement in regard to this multi-family resident bill assistance program.

Disposal

All collected garbage is currently delivered to the King County Disposal System per the City/County Interlocal Agreement.

Administration

The City is responsible for overall solid waste program administration, including managing the collection contract and providing solid waste education and promotion to the public. These activities are funded through an administrative fee and targeted program fees paid to the City, as provided for in the current contract. This system of funding will change under the new contract to a single annual contract fee paid by the contractor to the City. These programs have traditionally been performed through in-house staff or the use of consultants. The solid waste collection contractor is responsible for providing all services, including, but not limited to, customer service, customer billing, distributing public notices about collection service and schedule changes, such as holiday hours, billing adjustment notices, and other service-related communications, as described in the draft 2028 Contract (Exhibit A).

RFP Exhibits:

• Exhibit A provides the draft 2028 Contract, which details all the services expected to be performed by the future contractor.

• Exhibit B provides 2025 collection data by sector/collection program and customer container counts.

• Exhibit C provides 2026 rates charged by the current contractor to all sectors of customers.

Proposal Form 2A provides a listing of service levels desired under the new Contract and customer counts (where available) for services provided under the current contract. The customer counts provided on Form 2A have been reported by the current contractor, and unless noted otherwise in the instructions or footnotes to Proposal Form 2A, are accurate to the best of the City’s knowledge.

RFP OBJECTIVES

The City has identified the following objectives for future solid waste services:

• Alignment with best practices

• Responsive to community needs: reliability, affordability, user experience

• Compliance with state laws and local policy

• Leverage technology and data

Along with these objectives, the City also intends to maintain key contract elements, including weekly collection services for single-family residents and an embedded rate structure.

The RFP structure and terms, sample base contract, proposed alternatives, and evaluation process are intended to support these objectives.

BRIEF SCOPE OF SERVICES (Additional Detail listed in Attachment "A"):

The City is requesting competitive Proposals for the solid waste collection services described in the draft 2028 Contract.

These services include, but are not limited to:

• Single-family, Multi-family Complex, and Commercial Garbage, Recyclables, and Organics collection

• Litter collection

• Emergency services

• Delivery of all Garbage through the King County Disposal System

• Processing and marketing of collected Recyclables and Organics

• Customer service and billing

• Program administration funding

The descriptions of services and responsibilities included in this RFP are not meant to be exhaustive, and Proposers are responsible for reviewing and understanding the terms and scope of services and responsibilities set forth in the draft 2028 Contract (Exhibit A).

DURATION OF SERVICES:

The approximate term of the awarded Contract will be from 7/2028 to 6/2038

Prior to the expiration of the term of the awarded Contract, or any renewals or extensions thereof, the City may, in its sole discretion, renew the Contract for 1 period of up to 2 years, with the same terms and conditions.

RFP SCHEDULE:

(These dates are estimates and subject to change by the City)

Event Date

RFP Release:

Pre-Submittal Meeting:

Vendor Questions Due:

Responses to Vendor Questions:

Proposal Responses Due:

Submittal Evaluation Complete:

Announce Short-Listed Firms:

New Contract in Place:

August 04, 2026

August 19, 2026 11:00 AM August 26 2026 @ 5:00 PM September 09, 2026 October 12, 2026 @ 2:00 pm

April 2027

PRE-SUBMITTAL MEETING:

A pre-submittal meeting for this RFQ will be held at the following location and time: Virtual on August 19, 2026 at 11:00 a.m PST.

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/259560553232733?p=WeWJuXmKNyE0zDSvTz Meeting ID: 259 560 553 232 733 Passcode: 4ME3cF3f

Need help? | System reference Dial in by phone +1 206-452-7011,,18903167# United States, Seattle Find a local number Phone conference ID: 189 031 67# For organizers: Meeting options | Reset dial-in PIN In compliance with City of Bellevue policies, the use of AI bots or automated virtual assistants during city-hosted Microsoft Teams meetings is prohibited for non-public meetings unless an exception has been approved. Please ensure that any AI bots are removed.

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SUBMITTAL REQUIREMENTS: Responses to this RFP must include the following:

• Response to Submittal Requirements document o To include completed Proposer Experience Form

• A completed and signed RFP Proposal Form

• A completed Cost Form 2A.xlxs

• A completed Cost Form 2B.xlsx

• A completed and signed Non-Collusion Certificate

• A completed and signed Affidavit of Equal Opportunity & Title VI Compliance Form

• A completed and signed Proposer Qualification Certificate

REQUIRED NUMBER OF PROPOSALS: One completed electronic proposal(s), in text & searchable .pdf format, must be received by the proposal due date and time. The City at its discretion may make additional copies of the proposal for the purpose of evaluation only. The original proposal will include original signatures by authorized personnel, on all documents that require an authorized signature.

SHARED PROCUREMENT PORTAL PARTNERS: The City is a member of the Shared Procurement Portal Partner cooperative which uses a shared website (www.sharedprocurementportal.com) to advertise solicitations. This RFP is made available through the City’s online vendor roster system Public Purchase and all Proposers are required to apply on this roster system. Any Proposer not approved on the roster before the proposal due date may, at the City's discretion, be considered non-responsive. To apply to the roster, before the due date, go to: www.publicpurchase.com and select “Go to Register” under the Free Registration.

EVALUATION PROCEDURES: Proposals will be evaluated by the Selection Committee. The Selection Committee will consider the completeness of a Vendor’s proposal and how well the proposal meets the needs of the City. In evaluating the proposals, the City will be using a criteria evaluation process.

EVALUATION CRITERIA: Proposals will be evaluated by City staff based upon the responsiveness of the Proposal to this RFP, which may be weighted by the City in any manner it deems appropriate. Interviews, if considered necessary, will be held with selected Vendors based on an evaluation of the proposals. All proposals will be evaluated using the criteria listed below:

The highest ranked Proposer will be based on the Proposer receiving passing scores for both subsections (1) and (2), and receiving the highest combined score for sub-sections (3) and (4).

Nothing in this RFP prohibits the City from opening discussions with the Selected Proposer, to negotiate modifications to either the proposal or the Contract terms and conditions, in order to align the proposal or the Contract to best meet City needs within the scope sought by this RFP.

In the event that an agreement cannot be reached with the Selected Proposer or Proposers, Contract negotiations will cease and an offer for the opportunity to reach an agreement may be made to the next highest ranked Proposer.

(1) Responsiveness/Completeness (pass/fail)

Each proposal will be reviewed based on responsiveness to the information required. All forms must be completed, all questions answered, and all information supplied in the format requested. Proposers must have complied with the Code of Conduct Policy included in this RFP. The City may disqualify any Proposer not meeting these initial requirements. Proposers meeting these initial criteria may be contacted by the City to provide specific clarifications.

(2) Minimum General Qualifications (pass/fail)

Proposers will be evaluated on their: financial strength; compliance with laws and contractual requirements (i.e., the City may disqualify a Proposer on the basis of past legal violations if those violations demonstrate a recurring disregard for laws and contractual obligations); and experience operating garbage, organics, and recycling programs in similar-sized jurisdictions with an equivalent range of services.

http://www.sharedprocurementportal.com/

Proposers must have demonstrated knowledge, skills, creativity, experience, and capacity to design, deliver, manage, and improve all aspects of customer service, operations, maintenance, outreach and education, marketing, procurement, financial management, contingency planning, sustainability performance, and other aspects associated with the provision of services under the Contract. Proposer’s proposed staffing commitments must meet minimum requirements as described in RFP section 2b. Resumes.

Proposers who do not clearly outline their proposed services, equipment and approaches, do not clearly demonstrate their financial strength, and/or who fail to clearly demonstrate their ability to perform under the Contract shall be determined to “fail” meeting the Minimum General Qualifications, and shall not be considered further.

(3) Quantitative: Rate/Cost Evaluation (55 points) Proposals will be scored according to the following formula: Proposer’s Proposal Score = (Lowest Proposal Total/Proposer’s Proposal Total) x 55 points.

(4) Qualitative: Reliability; Contract Implementation/Compliance and Policy Compliance; User Experience;

Technology and Data (45 points)

Proposers must have recently demonstrated knowledge, skills, experience, creativity, corporate citizenship, and capacity to design, deliver, manage, and improve all aspects of customer service, operations, maintenance, outreach and education, marketing, procurement, financial management, contingency planning, sustainability performance, and other aspects associated with the provision of services under the draft 2028 Contract (Exhibit A).

Proposers may be evaluated on the basis of Proposals submitted, including approach to Alternative Options, as well as references, interviews with Proposer staff, and site visits. The evaluation will include, but is not limited to, a review of the Proposer’s proposal in alignment with the RFP objectives, including:

a. Best Practices and Reliability – Proven ability to provide high-quality solid waste services.

Recently demonstrated experience in serving similar sized jurisdictions. Recently demonstrated expertise, experience, procedures, and policies to ensure safe, effective, efficient, and reliable day-to-day operations. Recently demonstrated experience, procedures, protocols, and approach to ensure reliable collections, minimal missed collections, and promptly resolve missed collections.

b. Contract and Policy Compliance – Procedures, protocols, and approach to ensure contract compliance. Environmental and sustainable improvements in management and operations, including the proven ability to increase landfill diversion over the term of contracts.

Demonstrated ability in providing effective and innovative public educational materials to increase participation in diversion programs and reduce contamination of collected Organics and Recyclables. Proven ability to meet regulatory requirements, including all state and local recycling and organics diversion requirements.

c. User Experience – Extensive experience and established methodologies for delivering high‑quality customer service and ensuring customer satisfaction. Demonstrated responsiveness through clear communication, timely follow‑up, consistent follow‑through, and active engagement with customer feedback. Proven ability to design and manage customer service solutions that provide a convenient, user‑friendly experience across all contact channels—including phone, web, and email—and support effective self‑service options. Strong track record of resolving issues promptly, minimizing service disruptions, and maintaining excellent call center performance. Proven capability to serve a diverse community and provide multilingual service options.

d. Leverage Technology and Data – Proven ability to use technology to innovate and provide value above and beyond the basic standards for service included in the RFP and draft 2028 Contract (Exhibit A), including but not limited to the ability to easily and transparently share data with the City and with the public. Proposed approach demonstrates the ability to leverage technology in an ethical way to ensure high-quality operations and customer service. Proven ability to offer strong cybersecurity protocols and protect customer information.

QUESTIONS: Questions regarding this project may be submitted electronically through Public Purchase. Unauthorized contact regarding this RFP with other City employees may result in disqualification. Any oral communications will be considered unofficial and non-binding on the City.

Any questions will be answered in writing and posted on the City’s website at www.bellevuewa.gov under Menu, Doing Business, Doing Business with Bellevue, Vendor Services/Purchasing and Procurement, Solicitation for Bids RFPs and RFQs, Open Bids and RFPs. It is the responsibility of individual firms to check the website for any amendments or Q & A’s to this

RFP.

CODE OF CONDUCT POLICY - COMPETITIVE SOLICITATIONS:

Definitions:

• Solicitations: method of acquiring goods, services, and construction for public use in which offers are made to the City between two or more sources. Typical documents used by the City are titled: Invitation to Bid, Invitation to Quote, Request for Proposals, Request for Qualifications Request for Information, or any other method of obtaining competitive offers.

• Blackout Period: The period between the time a solicitation is issued by the City and the time the City awards the contract.

• Lobbying: The attempt to persuade or influence any City employees, officials, or representatives responsible for reviewing, evaluating, ranking or awarding the work or contract for goods or services for or against any solicitation; provided, however, that lobbying shall not include the submission of required materials in direct response to the solicitation according to the instructions to respondents in such solicitation.

Conduct of Participants: After the issuance of any solicitation, all bidders, proposers, contractors, consultants or individuals acting on their behalf are hereby prohibited from lobbying any City employee, official or representative at any time during the blackout period.

Sanctions: The City may reject the submittal of any bidder, proposer, contractor and/or consultant who violates the policy set forth herein.

REJECTION OF PROPOSALS: The City reserves the right to reject any and all Proposals and to waive irregularities and informalities in the submittal and evaluation process. This RFP does not obligate the City to pay any costs incurred by Vendors in the preparation and submission of their Proposals. Furthermore, the RFP does not obligate the City to accept or contract for any expressed or implied services.

RFP ADDENDA: The City reserves the right to change the RFP schedule or issue addenda to the RFP at any time. The City also reserves the right to cancel or reissue the RFP. All such addenda will become part of the RFP.

In the event that it becomes necessary to revise any part of this RFP, the City will issue the addenda on the City’s website (www.bellevuewa.gov) under Menu, Doing Business, Doing Business with Bellevue, Vendor Services/Purchasing and Procurement, Solicitation for Bids RFPs and RFQs, Open Bids and RFPs. It is the Vendor’s responsibility to confirm as to whether any addenda have been issued.

PROPOSAL MODIFICATION & CLARIFICATIONS: The City reserves the right to request that any Vendor clarify its proposal or to supply any additional material deemed necessary to assist in the evaluation of the proposal.

Modification of a proposal already received will be considered only if the modification is received prior to the submittal deadline. All modifications must be made in writing, executed and submitted in the same form and manner as the original proposal.

EXCEPTIONS: The City welcomes any proposed modifications/exceptions from the described base and alternate services in the attached draft 2028 Contract (Exhibit A) as part of the RFP addenda (“Q&A”) process. The City will make final determination on whether the exception is granted via the addenda process.

PROPOSAL VALIDITY PERIOD: Submission of a proposal will signify the Vendor’s agreement that its proposal and the content thereof are valid for 180 days following the submission deadline unless otherwise agreed to in writing by both parties.

The proposal will become part of the Contract that is negotiated between the City and the successful Vendor.

RESPONSE FORMAT: Proposals should be prepared simply, providing a straightforward, concise delineation of the approach and capabilities necessary to satisfy the requirements of the RFP. Technical literature and elaborate promotional materials, if any, must be submitted separately. Emphasis in the proposal should be on completeness, clarity of content, and adherence to the presentation structure required by the RFP.

Vendor proposals must be submitted in the format specified below. Vendors that deviate from this format may be deemed non-responsive. Faxed proposals will not be accepted.

COMPLETENESS OF PROPOSAL: The Vendor must submit a completed RFP Proposal Form (included in this RFP) signed by a Vendor representative authorized to bind the proposing company contractually.

PROPOSAL RESPONSE DATE AND LOCATION: Proposals must be submitted no later than October 12, 2026 2:00 PM.

All proposals and accompanying documentation will become the property of the City and will not be returned. Vendors accept all risk of late delivery of mailed proposals regardless of fault.

PROPOSAL SIGNATURES:

• An authorized representative must sign proposals, with the Vendor's address, telephone and email information provided. Unsigned proposals may not be considered.

• If the proposal is made by an individual, the name, mailing address and signature of the individual must be shown.

• If the proposal is made by a firm or partnership, the name and mailing address of the firm or partnership and the signature of at least one of the general partners must be shown.

• If the proposal is made by a corporation, the name and mailing address of the corporation and the signature and title of the person who signs on behalf of the corporation must be shown.

• The City reserves the right to request documentation showing the authority of the individual signing the proposal to execute contracts on behalf of anyone, or any corporation, other than himself/herself. Refusal to provide such information upon request may cause the proposal to be rejected as non-responsive.

CONTRACT NEGOTIATION: The City reserves the right to negotiate with the highest ranked firm that, in the opinion of the City has submitted a proposal that is the “best value” to the City. In no event will the City be required to offer any modified terms to any other firm prior to entering into an agreement with a proposer and the City shall incur no liability to any proposer as a result of such negotiation or modifications. It is the intent of the City to ensure it has the flexibility it needs to arrive at a mutually acceptable agreement. Negotiations may include, but not be limited to, matters such as:

• Contract details

• Contract payment details

• Service requirements

• Minor changes to the scope of services

CONTRACT AWARD: The City reserves the right to make an award without further discussion of the submittals.

Therefore, the proposal should be initially submitted on the most favorable terms the Vendor can offer. The Vendor selected as the apparently successful Vendor will be expected to enter into a contract with the City.

A sample draft 2028 Contract is provided as Exhibit A.

The general conditions and specification of the RFP and the successful Vendor's response, as amended by Contract between the City and the successful Vendor, including e-mail or written correspondence relative to the RFP, will become part of the Contract documents. Additionally, the City will verify Vendor representations that appear in the proposal.

Failure of a Vendor to perform services as represented may result in elimination of the Vendor from further competition or in Contract cancellation or termination.

Once the City and Vendor have reached an agreement on the scope of services, a final contract will be prepared by the City. The foregoing should not be interpreted to prohibit either party from proposing additional contract terms and conditions during the negotiations of the final Contract. If the selected Vendor fails to sign the Contract within ten (10) business days of delivery of the final Contract, the City may elect to negotiate a Contract with the next-highest ranked Vendor. The City shall not be bound, or in any way obligated, until both parties have executed a Contract. No party may incur any chargeable costs prior to the execution of the final Contract.

The City further reserves the right, at its sole option, to award more than one contract or split a contract among multiple Vendors, or use a contract different from the sample City contract.

PAYMENT OPTIONS: The City encourages our vendors and suppliers to enroll in one of two automated payment options to optimize payment efficiency and reduce fraud. Go to www.bellevuewa.gov, click on Menu, Departments, Finance, Doing Business with Bellevue, Vendor Services/Purchasing and Procurement, Vendor Payment Information - to see the options for automated payments.

INVASIVE SPECIES MANAGEMENT: N/A

END OF SECTION 1 - GENERAL INFORMATION

Section 2

TERMS & CONDITIONS

EQUAL OPPORTUNITY EMPLOYMENT: The successful Contractor or Contractors must comply with the City of Bellevue equal opportunity requirements. The City of Bellevue is committed to a program of equal employment opportunity regardless of race, color, creed, religion, gender, age, national origin, pregnancy, genetic information, marital status, sexual orientation (including gender identity), or the presence of any sensory, physical, or mental disability.

TITLE VI: The City of Bellevue in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C. 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, subtitle A, Office of the Secretary, Part 21, nondiscrimination in federally assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all proposers that it will affirmatively insure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises as defined at 49 CFR Part 26 will be afforded full opportunity to submit proposals in response to this request and will not be discriminated against on the grounds of race, color, national origin or sex in consideration for an award.

INSURANCE REQUIREMENT: The selected Vendor, or Vendors, shall maintain insurance that is sufficient to protect the Vendor’s business against all applicable risks, as set forth in Section 7.3 of the draft 2028 Contract (Exhibit A). Please review insurance requirements prior to submitting a proposed insurance coverage in submittal as an Exception. Standard requirements may be negotiated if it is in the best interest of the City.

INDEMNIFICATION: See Section 7.5 of the draft 2028 Contract (Exhibit A) for indemnification provisions.

PREVAILING WAGE: N/A

BUSINESS REGISTRATION AND TAXATION: The Vendor or Vendors awarded the contract will be subject to City of Bellevue Business Registration and Business Taxation as presented in the Bellevue City Code. Questions about the City’s Business and Occupation (B&O) tax should be directed to the City’s Tax office at 425-452-6851.

NON-ENDORSEMENT: As a result of the selection of a Vendor to supply products and/or services to the City, Vendor agrees to make no reference to the City in any literature, promotional material, brochures, sales presentation or the like without the express written consent of the City.

NON-COLLUSION: Submittal and signature of a Proposal swears that the document is genuine and not a sham or collusive, and not made in the interest of any person not named, and that the Vendor has not induced or solicited others to submit a sham offer, or to refrain from proposing.

COMPLIANCE WITH LAWS AND REGULATIONS: In addition to nondiscrimination and affirmative action compliance requirements previously listed, the Vendor or Vendors ultimately awarded a contract shall comply with federal, state and local laws, statutes and ordinances relative to the execution of the work. This requirement includes, but is not limited to, protection of public and employee safety and health; environmental protection; waste reduction and recycling; the protection of natural resources; permits; fees; taxes; and similar subjects.

EXPANSION CLAUSE: Any resultant contract may be further expanded to include any other item normally offered by the vendor, as long as the price of such additional products based on the same cost/profit formula as the listed item.

OWNERSHIP OF DOCUMENTS: Any reports, studies, conclusions and summaries prepared by the Vendor shall become the property of the City.

CONFIDENTIALITY OF INFORMATION: All information and data furnished to the Vendor by the City, and all other documents to which the Vendor’s employees have access during the term of the Contract, shall be treated as confidential to the City. Any oral or written disclosure to unauthorized individuals is prohibited.

INFORMATION SECURITY REQUIREMENTS: N/A

PUBLIC RECORDS: Under Washington state law, the documents (including but not limited to written, printed, graphic, electronic, photographic or voice mail materials and/or transcriptions, recordings or reproductions thereof) submitted in response to this RFP (the “documents”) become a public record upon submission to the City, subject to mandatory disclosure upon request by any person, unless the documents are exempt from public disclosure by a specific provision of law. The City assumes no contractual obligation to enforce any exemption.

COOPERATIVE PURCHASING: RCW 39.34 allows cooperative purchasing between public agencies (political subdivisions) in the State of Washington. Public agencies that file an Interlocal Joint Purchasing Agreement with the City of Bellevue may also wish to procure the goods and/or services herein offered by the selected Vendor. The selected Vendor shall have the option of extending its offer to the City of Bellevue to other agencies for the same cost, terms and conditions.

The City of Bellevue does not accept any responsibility for agreements, contracts or purchase orders issued by other public agencies to the Vendor. Each public agency accepts responsibility for compliance with any additional or varying laws and regulations governing purchase by or on behalf of the public agency. The City of Bellevue accepts no responsibility for the performance of the Vendor in providing goods and/or services to other public agencies, nor any responsibility for the payment price to the Vendor for other public agency purchases.

END OF SECTION 2 - TERMS AND CONDITIONS

ATTACHMENT “A”

SCOPE OF WORK

The City is requesting competitive Proposals for the solid waste collection services described in the draft 2028 Contract (Exhibit A).

Contracted services include, but are not limited to:

• Single-family, Multi-family Complex, and Commercial Garbage, Recyclables, and Organics collection

• Bulky item collection

• Litter collection

• Emergency services

• Delivery of all Garbage through the King County Disposal System

• Processing and marketing of collected Recyclables and Organics

• Customer service and billing

• Program administration funding

The descriptions of services and responsibilities included in this RFP are not meant to be exhaustive, and Proposers are responsible for reviewing and understanding the terms and scope of services and responsibilities set forth in the draft 2028 Contract (Exhibit A).

The City Service Area is the entire incorporated municipal limits of the City of Bellevue.

The Contractor shall be responsible for providing equipment, labor, facilities, supervision, and supplies necessary to perform the contracted services. The Contractor shall own and provide micro-cans, carts, detachable containers, and drop-boxes in the sizes, color, and number necessary to provide the collection services to City customers, as required during the term of the Contract.

The customer rates specified in the Contract for each Garbage collection service level will be billed by the Contractor to its customers. The Contractor will be responsible for billing, receiving payments, and collecting bad debt for Contract services. The Contractor will be responsible for all customer service, and will receive billing, subscription level, and other service-related calls directly from customers.

The City envisions the following base proposal collection system, subject to the specific requirements contained in the Contract:

Single-family Residential Collection Garbage, Recyclables, and Organics (i.e., Yard Debris plus food waste) collection shall occur on the same day for each Single-family Residence. The Contractor shall provide four (4) collection services:

(1) Weekly Garbage collection of the range of container sizes and contractor-owned Garbage Containers specified in the Contract. Customers may provide their own Containers.

(2) Weekly Recyclables collection through use of the existing in-place Recycling Carts, and newly distributed Recycling Carts, as necessary to meet Customer needs.

(3) Weekly Organics collection through use of the existing in-place Organics Carts, and newly distributed Organics Carts, as necessary to meet Customer needs, of up to 192-gallon capacity per week.

(4) On-call bulky item, small electronics, small appliances, and textiles collection services for Single-family Customers.

Multi-family Complex and Commercial Collection The Contractor shall make available daily (Monday through Saturday) Multi-family Complex and Commercial Customer Garbage collection through the range of Containers specified in the Contract. Multi-family Complex and Commercial Customers may determine their preferred frequency of collection, ranging from once-per-week to daily (Monday through Saturday). These Customers may also subscribe to on-call detachable and drop-box container service. The Contractor shall provide three (3) collection services to City Multi-family Complexes and Commercial Customers:

(1) Commercial-style Garbage collection as described above and in the next Section, Compactor Drop-box and Drop-box Collection.

(2) Weekly or more frequent (if needed) cart-based or detachable container-based commingled Recyclables collection.

(3) Weekly or more frequent (if needed) cart-based Organics collection.

The Contractor shall be responsible for supporting and expanding participation in recycling collection and organics collection at all Multi-family Complexes and Commercial sites. Recycling and organics collection shall be offered at no additional cost to Multi-family Complex and Commercial customers as detailed in the draft 2028 Contract (Exhibit A).

Compactor Drop-box and Drop-box Collection The Contractor shall provide scheduled and/or on-call collection of open and compactor drop-box containers to City residential and commercial customers.

Container Ownership and Responsibility Provisions about Commercial and Multi-family Containers are described in Sections 3.1.15, 3.2.4, 3.2.5, 3.2.6, and 3.2.7 of the draft 2028 Contract (Exhibit A). Customers may own or separately rent from the contractor (or any other party) compacting detachable containers and compacting or un-compacted drop-boxes. All in-place Containers used in a bundled service, purchased or otherwise acquired by the Contractor during the term of the Contract shall become the property of the City, at the City’s option, upon termination of the Contract.

Maintenance of all Contractor-owed carts, detachable containers, and drop-boxes shall be the responsibility of the Contractor, with on-going costs incorporated into Garbage collection fees, except in cases where damage is clearly due to customer negligence.

Recycling and Organics Marketing The Contractor shall be responsible for the processing, marketing, and sale of Recyclables collected from all customers, and shall receive all applicable proceeds or pay all fees associated with those Recyclables. Processing residuals shall be disposed of through the King County Disposal System, unless otherwise agreed by the City. Disposal fees for contaminants collected with Recyclables shall be the responsibility of the Contractor.

The Contractor shall be responsible for the processing and marketing of Organics, provided that this function may be subcontracted to a fully permitted processing/composting facility subject to the City’s prior written approval. The Contractor shall receive all applicable proceeds or pay all fees associated with collected Organics. Disposal fees for contaminants collected with Organics shall be the responsibility of the Contractor.

Billing The Contractor shall be responsible for billing and collecting all customer charges, as well as remitting business taxes due and paying contract fees to the City. Single-family Residential, Multi-family Residential, Commercial, and Drop-box customers shall be billed monthly.

Reporting The Contractor shall provide reports as detailed in Section 3.3.4 of the draft 2028 Contract (Exhibit A).

Public Awareness The Contractor shall be responsible for providing customer service information, rate modification notification, and other support as directed by the City.

Customer Service Support The Contractor shall provide customer service to City customers and City staff. The Contractor shall be the primary point of contact for all billing and service-related questions. A Contractor website shall also be provided to expedite customer access to material preparation requirements and other relevant service information. Specific customer service support requirements are addressed in several sections of the draft 2028 Contract (Exhibit A).

Emergency Response The Contractor shall provide emergency support services to the City in the event of a natural or other disaster. These services shall include labor and equipment as directed by the City, paid at

Contract rates.

Alternative Options The City is considering adding the following new or enhanced services under the Alternative Options section of this RFP:

(1) Electric Vehicles (EVs).

(2) Bulky item collection embedded in the base rate for Single-family Residential Customers and Commercial and Multi-family Complex Customers.

(3) Enhanced diversion and outreach.

Term of the Contract The Contract services shall start on July 1, 2028, and end on June 30, 2038, with a City option for an extension of up to two (2) years with replacement of collection vehicles, as described in the draft 2028 Contract (Exhibit A).

Compensation The Contractor’s entire compensation shall be customer charges collected by the Contractor that are paid based on each customer’s level of Garbage collection service, plus any additional services (e.g., extra Garbage, etc.), as listed in Proposal Form 2A and shown in the current rates (Exhibit C). Attachment A of the Contract will be the Proposer’s fees submitted on Proposal Form 2A through this RFP process, subject to negotiated changes for incorporation of alternative options and modifications prior to the execution of the Contract.

The draft 2028 Contract (Exhibit A) includes an annual contract fee paid by the Contractor to the City, described in Section 4.2 of the draft 2028 Contract (Exhibit A). Please review the draft 2028 Contract (Exhibit A) carefully to fully understand all costs and to ensure that those costs are properly included in your proposed rates.

All Garbage collection fees charged under the Contract shall incorporate the cost of Recyclables collection and Organics collection as specified in the Contract for that collection sector. The Contractor shall not be separately compensated for those services by the City or the City’s customers unless specifically allowed by the Contract.

For Contract administration purposes only, total Garbage collection fees for each sector and for each container size shall be divided into a collection fee (that includes the cost of providing Garbage collection and other services appropriate to that sector), and a disposal fee (that reflects the Garbage disposal costs for that particular container size). The collection service fee component shall be annually adjusted by the local Consumer Price Index, while the disposal fee component shall be adjusted only in accordance with changes in the disposal fees at King County disposal facilities, unless prohibited by law or a vote of the people. Compensation is specifically addressed in Section 4 of the draft 2028 Contract (Exhibit A).

Contract Style and Organization Prior to Contract execution, the City may revise the style and organization of the Contract to improve readability and overall flow of the document. If the City makes this update, the City will provide a crosswalk to the draft 2028 Contract (Exhibit A) to the successful Proposer.

Submittal Requirements

1) Executive Summary: Provide a brief overview of the entire Proposal and highlight the key aspects of the Proposal (maximum five (5) pages, including the cover letter). In the executive summary, please confirm receipt of any RFP addenda received and considered during the development of your Proposal.

Your executive summary should indicate the community benefits of contracting with your company. These community benefits could include (but are not limited to) additional solid waste services provided to the community at no cost or other benefits you would bring to the community. These benefits will be considered as part of the qualitative proposal assessment described under the Evaluation Criteria of this RFP.

2) Management and Qualifications

a. Proposer: State the name of your company, home office address, Washington business address, and the name, address, phone number, e-mail address, website address, and title of the person to be contacted concerning the Proposal. If the Proposer is a subsidiary, state the name of the parent company, the home office address, telephone number, and website address of the parent company, and describe the parent company's relationship to the Proposer. State whether the person signing the documents has the authority to sign on behalf of the Proposer. State also the names of companies that will share significant and substantive responsibilities with you, as joint venture partners or in another manner, in performing under the Contract, excluding subcontractors. Include documentation that the Proposer is duly organized and validly existing as a corporation or partnership in good standing, and licensed to do business in the City. If the Proposer is not licensed to do business in the City, then the Proposer must provide a sworn statement that it will take all necessary actions to become so licensed if chosen as the Selected Proposer.

b. Resumes: Supply the names and resumes of the principal officers, partners, or other officials of each company involved in performing substantive responsibilities required under the Contract and provide the names and resumes of the individuals who will be responsible for implementation of the Contract. Describe the ownership, managerial, and/or fiduciary role of each of the participating companies, excluding subcontractors. Include the names, company affiliation, office address, telephone numbers, and e-mail addresses of key individuals integrally involved in the Proposal. Provide an organization chart or other means of explaining the interrelationships between the team members.

Each Proposer must confirm that it will provide a District Manager and an Operations Supervisor (or similar roles) that will be accessible to the City at all times during the term of the Contract. Each Proposer must provide information demonstrating that these employees satisfy the following experience criteria:

Both of these employees must have at least five (5) years of experience working in a similar role on a comparable project. For the purposes of this paragraph, a comparable project means one that includes: (1) the collection of garbage, recyclables, and organics from at least thirty thousand (30,000) single family homes at curbside and (2) the collection of same from at least two thousand (2,000) multi-family and commercial entities.

c. Litigation: List any company, partner, holding company, or subsidiary involved in the

Proposal, or any corporate officer that has been involved within the past five (5) years in litigation where: (a) a civil, criminal, administrative, bankruptcy or other similar proceeding was filed against the Proposer, if such proceeding arises from or is related to a dispute concerning the Proposer's rights, remedies or duties under a contract with a city, county, or other governmental entity for providing solid waste services; and (b) a city, county, or other governmental entity that terminated a contract with the Proposer concerning solid waste services.

Describe the basic facts concerning any litigation instances described above, including the names of the parties, and the current status of the case to the extent authorized by the non-disclosure provisions (if any).

List administrative fines, liquidated damages, performance fees, or other fees that total fifty thousand dollars ($50,000) or greater in any one (1) calendar year during the last five

(5) years that have been paid by your company to a public agency as a result of solid waste management services provided by your company. The list shall include the name of the government entity; the date and amount of the liquidated damages, fines, or other fees; and the reason the public agency assessed the liquidated damages, fines, or other fees.

Each Proposer also shall identify instances when the Proposer paid more than one hundred thousand dollars ($100,000) to settle a dispute with a governmental entity concerning the Proposer’s performance under a solid waste services contract and such…