Town of dumfries waste management services

The Town of Dumfries, Virginia is requesting proposals for comprehensive waste management services covering residential refuse, recycling, yard waste, and bulk item collection for approximately 1,600 service units, with proposals due August 3, 2026 at 2:00 p.m. and intent to award on August 10, 2026. Addendum #2 was issued July 31, 2026.

The scope includes twice-weekly curbside collection with Wednesday as a mandatory collection day and one additional day to be mutually agreed upon, year-round yard waste collection including Christmas trees from December 26 through January 10, bulk item pickup, electronic waste handling, and construction debris collection up to one cubic yard per week. Missed collections reported by 2:00 p.m. must be completed same-day; otherwise by 5:00 p.m. the following day. Collection hours are 7:00 a.m. to 5:00 p.m. The contractor must provide refuse and recycling containers with replacement protocols; Addendum #2 permits flexibility in cart sizes (64-gallon trash carts and 32-gallon or 18-gallon recycling containers) if systems adequately serve residents.

The contractor bears all tipping fees and disposal costs and must dispose of materials within an 18-mile radius of Town Hall. The Town receives credits against monthly invoices for net proceeds from e-waste and metal disposal. Fuel surcharges are prohibited; all costs including fuel must be included in firm pricing for the contract duration. Pricing shall be submitted as a monthly cost per service unit, with separate line items for increased landfill regulatory costs and customer replacement containers. For renewal periods, price increases are capped at the Consumer Price Index for the Washington-Baltimore area; no increase is permitted if CPI shows zero or negative change.

The initial contract term is three years with up to four one-year renewal options. The current contractor is Bates Trucking Company, Inc., which has provided services since 2016. The contractor must maintain an office within the Washington Metropolitan area with local phone and email contact and staffing during regular working hours (8:00 a.m. to 4:30 p.m.). Required insurance includes Workers' Compensation (statutory), Employers' Liability ($100,000/$100,000/$500,000), Commercial General Liability ($1,000,000/$2,000,000), and Commercial Automobile Liability ($1,000,000 combined single limit), with the Town named as additional insured. Liquidated damages are $50 per missed container; after three consecutive monthly deductions, the Town may terminate the contract. The contractor must comply with Virginia DEQ and OSHA standards and maintain a 24–48 hour emergency response plan capability.