Comprehensive Garbage, Recyclables, and Composting Collection Services

REQUEST FOR PROPOSALS (RFP)
FOR
COMPREHENSIVE
GARBAGE, RECYCLABLES, AND COMPOSTABLES
COLLECTION SERVICES
Proposal Issue Date: April 13, 2026
Proposal Submittal Due Date: June 8, 2026

TABLE OF CONTENTS
1. INFORMATION FOR PROPOSERS ...................................................................................... 1
1.1. Introduction ........................................................................................................................... 1
1.2. RFP Schedule .......................................................................................................................... 1
1.3. Date of Commencement of Service ....................................................................................... 1
1.4. City Contact Information ........................................................................................................ 2
1.5. Defined Terms ........................................................................................................................ 2
2. BACKGROUND AND EXISTING SYSTEM ............................................................................. 3
3. PRIORITIES AND REQUESTED SERVICES ............................................................................ 5
3.1. City Priorities .......................................................................................................................... 5
3.2. Base Contract ......................................................................................................................... 5
3.3. Rate Proposals ....................................................................................................................... 6
3.4. Alternatives ............................................................................................................................ 7
3.5. Proposer Variations................................................................................................................ 7
4. INSTRUCTIONS TO PROPOSERS ........................................................................................ 8
4.1. Request Proposal Documents ................................................................................................ 8
4.2. Examination of Proposal Documents ..................................................................................... 8
4.3. Interpretations ....................................................................................................................... 9
4.4. Representations ..................................................................................................................... 9
4.5. Modification or Withdrawal of Proposals .............................................................................. 9
4.6. Public Documents and Disclosure ........................................................................................ 10
4.7. Disclaimer of Costs ............................................................................................................... 10
4.8. Proposal Security Bond ........................................................................................................ 10
4.9. Process Integrity Requirements ........................................................................................... 11
4.10. Non-Collusion ....................................................................................................................... 12
4.11. Title VI .................................................................................................................................. 12
4.12. ADA Information .................................................................................................................. 12
5. PROPOSAL ..................................................................................................................... 12
5.1. Proposal Preparation Format ............................................................................................... 13
5.2. Submission of Proposals ...................................................................................................... 19
6. PROPOSAL EVALUATION ................................................................................................ 19
6.1. Proposal Responsiveness and Proposer Qualifications (pass/fail) ...................................... 20
6.2. Rate Evaluation (60 points) .................................................................................................. 20
6.3. Qualitative Review (40 points) ............................................................................................. 20
6.4. Process ................................................................................................................................. 21
7. APPENDICES .................................................................................................................. 22
City of Poulsbo Solid Waste Collection RFP i

1. INFORMATION FOR PROPOSERS
1.1. Introduction
The City of Poulsbo is requesting Proposals (RFP) from qualified firms for solid waste collection
services within the City Service Area (See Appendix A, Exhibit A). These services include single-
family, multifamily, and commercial garbage collection; single-family and multifamily recycling
and compostables collection; and the processing and marketing of collected recycling and
compostables. The contract term will be ten (10) years.
The City currently provides garbage service to residents and businesses using carts and detached
containers. The City currently contracts with Bainbridge Disposal for residential curbside and
multifamily recycling and yard debris service. The three-year contract with Bainbridge Disposal
expired February 28, 2025 and the City has exercised its option two times to extend the contract
for one year each, which will run through February 28, 2027. All other services are open market.
The City is seeking a comprehensive solid waste collection contract to bring all services under
one contract with one provider. The City seeks continuation of most service standards with some
minor revisions and improvements as described in the attached draft Base Contract. The City also
seeks proposed revenue impacts for one alternative, as listed in the Priorities & Requested
Services Section.
The RFP process is described in detail in the Instructions to Proposers Section. Proposers should
submit their Proposal, based on the attached Base Contract, with the revenue impacts of the
alternative separately identified on the specified Price Proposal Form.
1.2. RFP Schedule
The City has set the following schedule for receipt and review of the Proposals. The City reserves
the right to modify this schedule if deemed necessary. All times shown are Pacific Standard Time.
Event Date or Time Frame
Release Final RFP Monday, April 13, 2026
Proposer Questions and Comments Due Monday, May 11, 2026 by 3 PM
Proposals Due Monday, June 8, 2026 by 3 PM
Proposal Evaluation, Interviews, and Selection June - July 2026
Finalization of Contract August - September 2026
Council Process September - October 2026
City Executes Contract Wednesday, October 7, 2026
Date of Commencement of Service Monday, March 1, 2027
1.3. Date of Commencement of Service
The Contractor shall start the Services under the Contract on March 1, 2027.
City of Poulsbo Solid Waste Collection RFP 1

1.4. City Contact Information
All communication regarding this RFP must be through the City contact listed below:
April Zieman
Contract Administrator Manager
City of Poulsbo
200 NE Moe St, Poulsbo, WA 98370
360-394-9746
azieman@cityofpoulsbo.com
1.5. Defined Terms
Terms used in these Proposal Documents that are defined in the RFP and/or Base Contract have
the meanings assigned to them as follows. Defined terms are applicable to the singular and plural,
and all pronouns.
* Base Contract: The Comprehensive Garbage, Recyclables, and Compostables Collection
Services Contract, to be the basis for the Contract entered into by the City and the
Selected Proposer after completion of the RFP process and is to be the basis for all
Proposer Rate Proposals. A copy of the Base Contract is attached to this RFP.
* Base Proposal: The Proposal submitted by a Proposer based on the Base Contract and
that meets the requirements of the RFP.
* City: The City of Poulsbo, in Kitsap County, Washington.
* City Contact: The City staff who all communication regarding this RFP must be through.
* City Service Area: The area within the incorporated boundaries of the City that is specified
as the Contractor's service area.
* Contract: The contract executed by the City and the Selected Proposer for the Services.
* Contractor: The Selected Proposer that has entered into the Contract with the City related
to the Services.
* Date of Commencement of Service: March 1, 2027, which is the date that the Contractor
agrees to commence the provision of Services as described throughout the Base Contract.
* Day or Days: Calendar days unless otherwise specified.
* Proposer: A vendor that submits a Proposal to the City in response to this RFP.
* Proposal: A formal response to the RFP submitted by a Proposer to the City. A Proposal
will only be deemed a Responsive Proposal if, at the City's sole discretion, it includes all
necessary documents, information, security, rates, and proposed modifications to the
Base Contract in compliance with the RFP.
* Proposal Documents: The Advertisement for Proposals and the Request for Proposal,
including any attached or referenced appendices, exhibits, or addenda.
City of Poulsbo Solid Waste Collection RFP 2

* RFP: This Request for Proposal procurement document including any attached or
referenced appendices, exhibits, or addenda.
* Selected Proposer: means the Contractor to whom the City makes an award as provided
in the Award of Contract section of these Instructions to Proposers.
* Services means all collection and processing services and associated functions specified
in the Base Contract, including any changes made to its executed final form, the Contract.
Some minor differences in defined terms or word usage may exist between this RFP and the Base
Contract. Please note that the RFP is describing existing conditions, data reported by the existing
contractor, potential RFP alternative, and other narrative text that is not specific contract
language. The Base Contract is the Contract document that the Selected Proposer is expected to
execute, and thus the definitions and usage in that document represent the technical definitions
that will be used over the Contract term.
2. BACKGROUND AND EXISTING SYSTEM
This section generally describes the existing solid waste collection system. Carefully review the
draft Base Contract (Appendix A) to determine the scope of operations envisioned under the new
Contract.
The City of Poulsbo's population is approximately 13,000 according to the Washington State
Office of Financial Management. If current growth rate trends continue as outlined in the City's
comprehensive plan, the City's anticipates a population of approximately 17,000 in 2036.
All previous annexation areas will be part of the new collection contract. The future annexation
area is in the Urban Growth Area (UGA) adjoining the city limits. The UGA and City limits are
shown in Exhibit A of the Contract. The City does not have any pending annexations, but the UGA
is the area where annexations would be allowed over the next 20 years. The UGA may be
modified over time through our comprehensive plan amendment process.
Appendix B includes current customer rates, current recycling contract rates, historical tonnage
data by material stream and customer sector, current container counts, current service at City
facilities, and more. Recycling and yard waste container counts and services have been provided
by the City's current hauler and have not been verified by the City. The City encourages Proposers
to perform their own investigation to confirm data as desired.
Additional information about current services may be obtained at:
https://cityofpoulsbo.com/public-works-solid-waste/
Mandatory Service: Single-family homes, multifamily properties, and businesses have
mandatory garbage collection under Poulsbo Municipal Code 8.16. Exemptions are available for
vacant houses and lots, or when tenants are away and water is turned off.
Single-Family Collection: The City currently provides service to 3,994 residential accounts.
Garbage service includes embedded every-other-week collection of recyclables in a 64-gallon
cart provided by Bainbridge Disposal. Every-other-week compostables collection is by
City of Poulsbo Solid Waste Collection RFP 3

subscription directly through Bainbridge Disposal. Residents must prepay for tags if they wish for
extra garbage to be picked up. 34 low-income senior and disabled citizens currently receive a
30% discount on garbage service which is expected to continue in the new contract.
The City currently has approximately 20 customers with 10-gallon micro can service level which
is not expected to continue in the new contract. The City also provides dumpster service to three
single-family residences which is not expected to continue in the new contract.
The City currently offers an annual residential cleanup program where single family residences
are allowed to receive a 1-yard dumpster for removal of unwanted garbage. This program is not
expected to continue in the new contract. Single family residences may also rent temporary
front-load dumpsters for excess garbage.
Multifamily Collection: Multifamily residences are currently defined as all sites with multiple
attached or unattached dwellings billed collectively for collection service. The City currently
provides garbage service to 45 multifamily accounts. Multifamily residences are offered
embedded recyclables service provided by Bainbridge Disposal. The multifamily recycling
program generally accepts the same materials handled by the single-family recycling program.
Cart-based compostables are subscription-based at an additional charge directly through
Bainbridge Disposal.
Commercial Collection: The City currently provides service to 344 commercial garbage accounts.
Recyclable service, compostables service, and drop-box services are not provided under the
current City service or contract.
The City provides temporary dumpster service on an as-needed basis for local businesses and
organizations to handle garbage at very large special events such as Viking Fest and the 3rd/4th
of July celebration.
Containers: The cost of containers for regular service is included in current Customer rates. The
City owns the residential garbage carts and steel detachable garbage containers which will be
provided to the new hauler as part of the contract. Bainbridge Disposal owns all recyclable and
compostable containers in which they provide regular service which will not revert to City
ownership at the end of the contract.
The City provides 32-gallon and 64-gallon carts for residents, but residents must provide their
own 10-gallon or 20-gallon container. The City provides 32-gallon and 64-gallon carts and 2-yard,
4-yard, 6-yard, and 8-yard dumpsters for multifamily and commercial customers. Residents can
choose the number of carts for weekly garbage collection, and multifamily and commercial
customers can choose the number of containers and service frequency.
All residential carts are grey with colored lids: blue for recycling, green for compostables, and
gray for garbage. Detachable containers are gray for garbage and blue for recycling.
Collection Vehicles: The City currently utilizes five collection vehicles for garbage service. These
vehicles may be transferred to the new hauler or surplused, and is discussed under the
Alternatives Section of this RFP.
City of Poulsbo Solid Waste Collection RFP 4

Disposal and Processing: All collected garbage is transloaded at the City's decant facility which
will not be available for use under the new contract. Garbage is then delivered to the Olympic
View Transfer Station in the Kitsap County Disposal System per the City/County Interlocal
Agreement. Collected recycling is taken to WM's JMK in Tacoma. Collected compostables are
delivered to North Mason Fiber.
Collection Schedule: The City and Bainbridge Disposal provides collection around the City each
weekday. Collection currently occurs on all holidays, but is expected to change to the day after
in the new contract.
Customer Service and Collection Support: The City is responsible for the customer service, billing,
public notices, and communications related to single family, multifamily, and commercial
garbage service, similar to other utilities. The cost of single family and multifamily recycling is
embedded in the garbage service, but customers are directed to contact Bainbridge Disposal for
related customer service and education. Bainbridge Disposal is responsible for customer service,
billing, and communications related to yard waste service and all other services outside the
current contract.
Staffing: The City currently has five employees dedicated to solid waste collection. All of these
employees will be staying with the City, working in different positions.
3. PRIORITIES AND REQUESTED SERVICES
3.1. City Priorities
The City has begun exploring outsourcing solid waste collection service after its financial
consultant established that it would be more cost effective to the customer. The City wishes to
maintain reliable collection service and responsive, local customer service while minimizing rate
increases in a new contract. The City is also very interested in increasing diversion through
increased education and outreach.
The City completed a community survey regarding solid waste collection services in January 2026
in which 44 residents responded. Over 80% of the respondents reported being satisfied or very
satisfied with service. Respondents also reported that cost was the most important element of
collection service with customer service in relatively close second place. Education and outreach
were listed as important to residents, but contract benefits like embedded bulky item service was
rated as less important.
3.2. Base Contract
The City is requesting Proposals from qualified Proposers for solid waste collection services
within the Service Area. These Services include: garbage, recyclables, and compostables
collection for single family and multifamily customers and garbage service for commercial
customers; the disposal of all garbage through the Kitsap County Disposal System; and the
City of Poulsbo Solid Waste Collection RFP 5

processing and marketing of collected recycling and compostables as seen in the attached Base
Contract.
The Contractor selected through this RFP process shall be responsible for all aspects of the
contracted-for Services, including but not limited to the comprehensive provision of equipment,
labor, supervision, and supplies necessary to perform the Services. The Contractor shall be
responsible for providing carts, detachable containers, and drop-boxes necessary for all
collection Services to customers in the Service Area. In addition, the selected Contractor shall
produce and distribute public information about recycling, collection schedule changes (such as
holiday hours), and the promotion of new collection Services. Although the Contractor will have
primary responsibility for all customer materials (subject to City review), the City may on occasion
choose to develop some materials for the Contractor to print and distribute to customers.
The Contractor shall be responsible for providing all customer service functions relating to service
delivery including but not limited to: informing customers of potential service levels and charges,
receiving and resolving customer complaints, dispatching drop-box container pick-ups and
special collections, and directly billing all residential and commercial customers.
The City intends to procure the Services required as part of the Base Proposal for the collection
system and other Services as described in the Base Contract. Proposers responding to this RFP
should provide Proposals that meet the requirements of this RFP, including the Base Proposal
requirements as set forth in the Base Contract. The description set forth in the Background and
Existing System Section is a general overview and summary of the City's Priorities and Requested
Services Section and shall not be the basis for any dispute over the City's requirements for either
its Base Proposal or selection of a Contractor. The specific Base Contract provisions for the Base
Proposal are not repeated in this RFP; Proposers must carefully review the Base Contract for
specific requirements.
3.3. Rate Proposals
The Proposal prices shall be inclusive of all costs of providing the Services, labor, and equipment
required under the Contract. The City may, at its sole discretion, deem any Proposal non-
responsive to the Base Proposal that contains omissions, erasures, alterations, or additions of
any kind, or prices uncalled for, or unbalanced, or any Proposal that in any manner fails to
conform to the conditions of this RFP. The City may, at its sole discretion, reject any or all
Proposals or waive irregularities in any or all Proposals.
Each Proposer's Proposal should provide unit prices for all service levels indicated on the
appropriate Proposal forms. All Proposal rates shall be provided in year-2027 dollars. A County
tipping fee change aligned with the Contract will be applied to the final contract rates prior to
the roll-out of the new contract. This is intended to reduce the Proposer's risk of inflation
between the time rate are proposed and the start of Services.
The Proposal unit prices shall be used, in part, to determine the Selected Proposer as described
in the Proposal Evaluation Section. All costs, including overhead and profit, and non-itemized
taxes, fees or surcharges imposed by federal, state, or local authorities, for which the Proposer
City of Poulsbo Solid Waste Collection RFP 6

expects to receive payment as a result of the Services shall be included in the unit prices, unless
otherwise specifically directed.
The data on the existing Services concerning number of customers and collection tonnages
should be viewed as the best available data accessible to the City and are presented solely as the
basis for calculations on which the award of the Contract will be made. Actual results experienced
during the operation of the Services may differ.
By submitting a Proposal, the Proposer is committing to commencement of collection Services
by Date of Commencement of Service and compliance with each term of the Contract and
corresponding portion of its submitted Proposal.
3.4. Alternatives
The City has identified one contract alternative for which it seeks pricing. Pricing of the alternative
is not considered in the Rate Evaluation but may be considered in the Qualitative Aspects.
Omitting pricing may result in a determination that the Proposer's Proposal is non-responsive.
A cell is provided at the end of the Proposal Price Form for entering a proposed rate modification
for the alternative. Reductions in the revenue requirement shall be expressed as a negative
number and increases in the revenue requirement shall be expressed as a positive number. If the
alternative is selected, the amount listed on the Proposal Price Form shall be added or subtracted
from the annual revenue requirement.
1. Collection Vehicle Transfer: The Base Contract requires the new Contractor to provide all
collection vehicles. Under this alternative, the City would transfer all five collection
vehicles to the new Contractor. Please provide the change in annual revenue associated
with this alternative.
3.5. Proposer Variations
The City encourages Proposers to submit and describe potential variations from the described
base and alternate terms, and from the attached draft Base Contract, that the Proposer
anticipates could reduce costs or improve services for the City's customers. The City seeks
variations to capture innovation, risk mitigation, partnership, and approaches to allow the City
and the Contactor to more effectively achieve the City's priorities.
The City will consider proposed variations during the proposal evaluation process and may wish
to discuss desirable variations during interviews and include desired variations in the final
contract, as negotiated.
City of Poulsbo Solid Waste Collection RFP 7

4. INSTRUCTIONS TO PROPOSERS
4.1. Request Proposal Documents
Proposers should email the City Contact a request for the Proposal Documents and confirm the
name, email address, and phone number for the Proposer's employee to whom RFP addenda
and related information should be directed. The City may not provide addenda or other
information to any Proposer that has not provided written notice as required.
4.2. Examination of Proposal Documents
It is the responsibility of each Proposer to do the following before submitting a Proposal:
* Examine the Proposal Documents.
* Become familiar with local conditions that may affect costs, implementation, progress,
performance or furnishing of the services or equipment required.
* Consider federal, state, and local laws, statutes, ordinances, regulations, and other
applicable laws that may affect costs, implementation, progress, performance, or
furnishing of the services or equipment required including, but not limited to, applicable
regulations concerning: industry wage rates; nondiscrimination in the employment of
labor; minority-and women-owned business enterprise requirements; protection of
public and employee safety and health; environmental protection; protection of natural
resources; fire protection; emergency preparedness; solid waste handling facility
standards and permits; and other permits, taxes, and fees.
* Submit any questions in writing to the City by the deadline in order that the questions
may be answered in an addendum to be issued by the City.
* Notify the City in writing of any conflicts, errors, omissions or discrepancies in the
Proposal Documents.
* Obtain all required signatures on the Proposal Forms.
Before submitting a Proposal, each Proposer shall, at the Proposer's own expense, make or
obtain any additional examinations, investigations, research and studies, and obtain any
additional information and data that may affect costs, implementation, progress, performance,
or furnishing of the services or equipment required that the Proposer deems necessary to
determine its Proposal.
Proposers are expected to be knowledgeable about the service area, to understand the City's
terrain, streets and alleys, and to be knowledgeable concerning the locations for cans, carts,
detachable containers, and other receptacles used for garbage collection. Proposers are
expected to determine if and specify to the City that their equipment can make the collections
and provide the service called for in the Proposal Documents.
City of Poulsbo Solid Waste Collection RFP 8