Exclusive Residential Solid Waste Collection Services and Related Services - RFP

City of Peachtree City
151 Willowbend Road
Peachtree City, GA 30269
Phone: 770-631-2515
Purchasing Department Fax: 770-631-2507
PeachtreeCityGA.gov
April 14, 2026
Ladies and Gentlemen:
The City of Peachtree City will be accepting sealed proposals (one original, four copies, and one thumb
drive) at the (temporary) office of the Purchasing Department, 209 McIntosh Trail, Peachtree City, Georgia
30269, from qualified and experienced firms to provide Exclusive Residential Solid Waste Collection
Services and Related Services as described in this Request for Proposals ("RFP") until 3:00 p.m. on
Thursday, May 14, 2026. The proposals will be opened at that time and place and the name of each
Proposer shall be announced.
The City expects to enter into an approximately five-year contract for services commencing October 1,
2026, with the option of extending the contract for additional one-year renewal terms as provided in the
RFP. (In accordance with Georgia law, the City will have the option of cancelling the contract, with 90
days' notice, every twelve (12) months.)
The specifications and requirements are available on the City's web site at www.peachtree-city.org.
Six copies of the design proposals (one original, four copies, and one thumb drive) and the separately sealed
price proposal are to be submitted in a sealed envelope, with the name of the project (Waste Services #26-
113PES) clearly marked on the face of the envelope. The date and time of opening are also to be included,
along with the name of the company submitting the proposal. Items to be included in the proposal package
are listed in the attached directions and specifications. The proposal made by any company or firm must be
signed in the name of such company or firm in a legal manner by a duly authorized officer, and the principal
place of business must be shown (no post office boxes).
Sealed price proposals shall accompany the sealed proposal.
It is the City's intention to have a panel review the sealed proposals. The panel will base its decisions on
the weighted criteria within the Scope of Work.
The City plans to shortlist approximately three to five firms based on the evaluation criteria; this may
involve interviews. The City will then open the price proposals of the shortlisted firms and make the final
selection. The City Attorney may review and approve any contract, and the Peachtree City Council, at a
regularly scheduled meeting, will award the contract.
No proposals may be withdrawn for a period of one hundred and twenty (120) days after the scheduled time
to receive the proposal. Any request for clarification must be made in writing (hand delivered, letter, fax,
or e-mail - aegan@peachtree-city.org) to Angela Egan, Purchasing Manager, by the close of business no
less than five business days prior to the submission of proposals. Any clarification issued will be in the
form of an addendum to the proposal instructions, plans, or specifications and will be issued to all potential
offerors not later than seventy-two (72) business hours prior to the time of submission of proposals. Any

addenda will also be placed on the City's web site at www.peachtree-city.org. Although the Purchasing
Department will endeavor to send any addendum to known firms, it is the proposer's ultimate
responsibility to ensure that it has all applicable addenda prior to submittal.
The City reserves the right to award the contract on the basis it deems to be in the City's best interest.
The City will choose the best responsible and responsive offer. The City will exercise its discretion in
awarding the contract to the offeror who best satisfies the needs of the City. The City also reserves the right
to reject any and all proposals and to waive any and all irregularities. The City's policy and procedures for
this process are available in the Purchasing Department for inspection.
Proposals will not be accepted from any person, firm, or corporation that is in arrears in any debt or
obligation to the City of Peachtree City or any other governmental entity.
Notice: The logo of the City of Peachtree City is protected and may not be used in submissions to the City.
When using a logo, proposers should use only their corporate logos.
Ownership of all data, materials, and documentation prepared for and submitted to the City in response to
this request for proposals shall belong exclusively to the City and will be considered a record prepared and
maintained or received in the course of operations of a public office or agency and subject to public
inspection in accordance with the Georgia Open Records Act, O.C.G.A. 50-18-70 et seq., unless otherwise
provided by law.
Sincerely,
Angela Egan
Purchasing Manager
Attachment
ARE - EXCLUSIVE RESIDENTIAL SOLID WASTE COLLECTION SERVICES - #26-113PAS
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CITY OF PEACHTREE CITY, GEORGIA
REQUEST FOR PROPOSALS (RFP)
EXCLUSIVE RESIDENTIAL SOLID WASTE COLLECTION SERVICES
Waste Services #26-113PES
SECTION 0: INSTRUCTIONS TO PROPOSERS
0.1 Proposal Submission. Proposals shall be submitted in the format required by this RFP. The City requires
one (1) original, four (4) hard copies, and one (1) electronic copy in searchable PDF format. Proposals shall
be sealed and clearly marked with the RFP number and title.
0.2 Submission Deadline. Proposals must be received by the City no later than the date and time stated in
this RFP. Proposals received after the deadline may be rejected and returned unopened.
0.3 Questions and Addenda. All questions regarding this RFP shall be submitted in writing by email
(aegan@peachtree-city.org) to the City's designated point of contact no later than the question deadline.
Responses to substantive questions and any changes to the RFP shall be made only by written addendum
issued by the City. Oral interpretations or clarifications shall not be binding.
0.4 Addenda Acknowledgment. Proposers shall acknowledge receipt of all addenda in their proposal.
Failure to acknowledge addenda may render a proposal non-responsive.
0.5 Proposal Validity. Proposals shall remain valid for at least one hundred twenty (120) days following
the proposal due date unless otherwise extended by mutual written agreement.
0.6 Exceptions. Any exceptions to this RFP or to the City's proposed contract terms must be clearly
identified in a separate section of the proposal titled "Exceptions." Any exception not specifically identified
may be deemed waived. The City reserves the right to reject any proposal containing exceptions deemed
unacceptable.
0.7 Responsibility and Responsiveness. The City may reject any proposal that is incomplete, conditional,
obscure, irregular, non-responsive, or submitted by a proposer that the City determines is not responsible.
In determining responsibility, the City may consider financial capacity, relevant experience, safety history,
litigation history, references, prior performance, available staffing, equipment, and any other information
relevant to successful contract performance.
0.8 Reserved Rights. The City reserves the right to reject any or all proposals; waive technicalities,
informalities, and minor irregularities; request clarifications; request revised proposals or best and final
offers; negotiate with one or more proposers; award without discussion; and award in whole or in part in
the best interests of the City.
0.9 Open Records. All proposals submitted in response to this RFP are subject to the Georgia Open Records
Act, O.C.G.A. 50-18-70 et seq. Any proposer claiming that portions of its proposal contain trade secrets
or confidential commercial information must clearly identify those portions and provide a lawful basis for
withholding. Blanket confidentiality designations shall not be binding on the City.
0.10 Costs of Proposal Preparation. All costs incurred by the proposer in preparing and submitting a
proposal shall be the sole responsibility of the proposer.
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0.11 Cone of Silence / Non-Lobbying. From the issuance of this RFP until final award by the City, proposers
and their representatives shall not contact City elected officials, employees, or evaluation committee
members regarding this solicitation except through the designated point of contact, unless expressly
authorized by the City.
SECTION 1: OVERVIEW
The City of Peachtree City, Georgia ("City") is soliciting proposals from qualified and experienced solid
waste collection firms ("Proposers") to provide exclusive residential solid waste, recycling, yard debris,
and related services for approximately 13,716 households within the City limits.
The City seeks a contractor capable of delivering reliable, high-quality, and customer-focused services,
with strong operational performance, environmental responsibility, and transparent reporting.
This procurement is intended to establish a uniform, citywide, single-provider residential collection
program with predictable pricing, consistent service standards, clear customer accountability, and
measurable performance requirements. Except as otherwise specified by the City, the successful proposer
shall furnish all labor, supervision, vehicles, equipment, carts, containers, customer service, reporting,
billing support (if applicable), disposal, recycling, yard debris processing, and all other services necessary
to perform the work.
Residential solid waste collection service shall be mandatory for all occupied residential dwelling units
within the City's service area, except as otherwise approved by the City under the temporary suspension
provisions of the contract. Proposers shall clearly identify all assumptions regarding eligible dwelling units,
vacancies, backdoor service accounts, additional carts, and optional services.
SECTION 2: CONTRACT TERM
The anticipated service commencement date is October 1, 2026, or as otherwise determined by the City.
The contract shall be for an initial term of twelve (12) months, commencing October 1, 2026, or as
otherwise determined by the City.
The contract shall automatically renew for successive twelve (12) month terms, up to a total potential
contract duration of five (5) years, unless terminated by the City.
The City may terminate the contract for convenience at the end of any contract year by providing written
notice to the Contractor at least ninety (90) days prior to the expiration of the then-current term.
The Contractor shall not have the unilateral right to terminate the contract for convenience.
Renewal of the contract is subject to the availability and appropriation of funds and satisfactory
performance by the Contractor, as determined by the City in its sole discretion.
Rate Adjustment Methodology
The Year 1 price shall be fixed. Adjustments for Years 2 through 5 shall be calculated annually based on
the following formula:
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Annual Adjustment Factor =
(0.80 x CPI-U Change) + (0.20 x Fuel Index Change)
Where:
* CPI-U is the Consumer Price Index for All Urban Consumers (U.S. City Average, All Items)
* Fuel Index is the U.S. Department of Energy On-Highway Diesel Fuel Price Index
The adjusted rate shall be calculated as:
Adjusted Rate = Prior Year Rate x (1 + Annual Adjustment Factor)
Annual increases shall not exceed three percent (3%) and shall not be less than zero percent (0%) unless
otherwise approved by the City.
No other escalation shall be permitted unless expressly authorized by the contract.
SECTION 2A: DEFINITIONS
"Backdoor Service" means collection service provided from a location other than the curb for qualified
residents approved by the City.
"Bulk Waste" means oversized household items, including furniture and appliances, that do not fit within
the standard collection cart, but excluding household hazardous waste, construction and demolition debris,
automobile parts, tires unless expressly accepted, and any other excluded materials.
"Cart (Solid Waste)" means a new 96-gallon wheeled container with attached lid provided for residential
solid waste collection.
"Cart (Yard Debris)" means a separate new 96-gallon wheeled container, visually distinct in color and
clearly labeled "Yard Debris Only," used exclusively for yard debris collection.
"Contamination" means the placement of unacceptable materials in recycling or yard debris containers or
set-outs.
"Failure to Respond to Complaint" means failure to acknowledge or take action on a complaint within the
required Response Time.
"Liquidated Damages" means the monetary amounts assessed for failure to meet performance standards.
"Missed Pickup" means failure to collect properly prepared, properly placed, and acceptable material
scheduled for collection on the resident's designated service day.
"Property Damage Claim" means any claim related to damage caused by the contractor's operations.
"Response Time" means the time between receipt of a complaint or service request and the contractor's
acknowledgment or corrective action, as applicable under the contract.
"Route Completion" means completion of all assigned stops on a scheduled collection route for a given
service day.
"Residential Unit" means an occupied dwelling unit eligible for curbside collection service under the City's
program.
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"Service Day" means the scheduled day of collection assigned to a specific route or residence.
"Yard Debris" means leaves, grass clippings, brush, trimmings, and small limbs generated from
normal residential yard maintenance. Yard debris shall normally be placed inside the designated
yard debris cart. Small limbs may also be placed curbside for collection, provided they are neatly
stacked and do not exceed six (6) feet in length or four (4) inches in diameter. Limb set-outs
shall not include stumps, root balls, logs, or debris generated by land clearing, tree removal, or
commercial operations.
SECTION 3: SERVICE SCENARIOS
Proposers must submit separate pricing and service descriptions for each of the following scenarios; each
scenario includes a 96-gallon solid waste collection cart and weekly recycling:
Scenario 1: Base Service. Weekly curbside solid waste collection using one (1) new 96-gallon solid waste
cart per residence.
Scenario 2: Enhanced Service. Includes Scenario 1 plus curbside yard debris collection every two (2)
weeks using one (1) separate 96-gallon yard debris cart per residence. Yard debris carts shall be a different
color from solid waste carts and shall be clearly labeled "Yard Debris Only." Yard debris service includes
carted yard debris plus compliant curbside limb collection.
Scenario 3: Full Service. Includes Scenario 2 plus on-call bulk item collection initiated by the resident.
Proposers shall identify the response timeframe, which shall not exceed three (3) to five (5) business days
absent unusual circumstances, and shall identify accepted and excluded materials, service limits, applicable
fees, and disposal or recycling methods.
Recycling Service (Included).
The contractor shall provide curbside recycling service as a standard component of residential solid waste
services. The cost of recycling service shall be included in the base monthly service rate and shall not be
offered as a separate subscription or optional add-on.
Participation in recycling service by individual households shall not be mandatory; however, the
contractor shall make recycling service available to all residential customers and shall provide all
necessary equipment and collection services.
Recycling collection shall occur on a weekly basis on the same day as solid waste collection, unless
otherwise approved by the City.
SECTION 4: SERVICE REQUIREMENTS
Collection Frequency
Trash: Weekly
Recycling: Weekly collection for all residential units, regardless of participation.
Yard Debris: Every two (2) weeks
Bulk: On-call
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Service Days and Routing. Proposers shall clearly define collection days and routing zones and provide a
route structure designed to minimize missed pickups, reduce service disruptions, and optimize operational
efficiency.
Collection shall occur during ordinary business hours, except that no collection shall begin before 6:00 a.m.
or continue after 7:00 p.m., unless otherwise approved by the City for emergency or unusual conditions.
Proposers shall describe holiday schedules, route completion procedures, and service recovery plans for
holidays, severe weather, vehicle breakdowns, staffing shortages, blocked access, and other service
disruptions.
The contractor shall clean up any material spilled during collection and shall return carts to an upright
position in a reasonably neat and accessible location near the point of collection.
The contractor shall notify the City promptly of any route interruption, service disruption, or inability to
complete scheduled service on any route segment.
In addition to yard debris placed in the designated yard debris cart, the Contractor shall collect
small limbs placed curbside if prepared in a safe and orderly manner. Limbs must be no greater
than six (6) feet in length and four (4) inches in diameter and shall be neatly stacked parallel to
the curb so as not to obstruct sidewalks, streets, drainage facilities, carts, or mailboxes. The
Contractor may reject limb set-outs that are unsafe to collect, mixed with other waste streams, or
clearly generated by tree-removal contractors, land clearing, or other non-routine activities.
SECTION 4A: CART SPECIFICATIONS AND CART MANAGEMENT
The contractor shall provide each residential unit with one (1) dedicated recycling cart. Recycling carts
shall be of uniform size, color, and design, clearly distinguishable from solid waste and yard debris carts.
All recycling carts shall be new, not refurbished, and shall remain the property of the contractor.
The contractor shall provide, deliver, maintain, repair, and replace one (1) new 96-gallon solid waste cart
and one (1) new 96-gallon yard debris cart for each residential dwelling unit receiving service. Yard debris
carts shall be a different color from solid waste carts and shall be clearly labeled "Yard Debris Only."
All carts shall be factory-new, unused, and free from defects, and shall not be refurbished, reconditioned,
or previously deployed in another service area.
The contractor shall make available one (1) additional solid waste cart upon request. The monthly cost for
a second solid waste cart shall be fifty percent (50%) of the base residential service rate.
The proposal shall identify the timeframe for initial cart delivery, the process for new account setup, the
process for cart exchange requests, and the contractor's responsibility for ordinary wear-and-tear
replacement and damage repair. Proposers shall clearly state whether carts remain the property of the
contractor or transfer to the City at contract expiration or termination.
SECTION 5: FLEET REQUIREMENTS
Proposers shall provide separate collection vehicles for trash and recycling under normal operating
conditions, unless otherwise approved by the City for efficiency or emergency operations; number of trucks
dedicated to the City of Peachtree City; age and type of fleet; collection method (automated, semi-
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automated, or manual); availability of backup equipment to ensure uninterrupted service; and technological
capabilities of trucks and fleet for efficiencies.
Proposers shall identify all primary and reserve vehicles proposed for use under the contract, including
make, model, year, body type, ownership status, and intended use. Proposers shall describe preventive
maintenance practices, backup fleet availability, route management technology, GPS capability, camera
systems, and any other operational technologies that support reliability, safety, and accountability.
Trash and recycling shall not be commingled in the same vehicle except with prior written approval of the
City for emergency or extraordinary conditions.
The contractor shall utilize fleet technology capable of supporting real-time service monitoring, route
verification, and customer service accountability.
At a minimum, all primary collection vehicles shall be equipped with:
* Global Positioning System (GPS) tracking
* Onboard camera systems capable of documenting service events
* Route management and service verification technology
The contractor shall provide the City with access to real-time or near real-time GPS data sufficient to
verify route completion, service times, and vehicle location.
Upon request, the contractor shall provide data exports or system access necessary for the City to review
service performance, including route logs, stop-level service confirmation, and exception reporting.
The contractor shall maintain all operational data generated under the contract and shall provide such data
to the City upon request in a usable electronic format.
All data generated in connection with the performance of this contract shall be considered public record to
the extent permitted by law.
SECTION 6: STAFFING PLAN
Proposers must provide a detailed staffing plan including key personnel, required information for each role,
organizational structure, local presence, continuity of service, backup personnel, staffing contingency plans,
and training programs.
Proposers shall also describe driver qualification standards, commercial licensing requirements, safety
training, onboarding procedures, retention practices, after-hours management coverage, and expected
supervisory response times for field issues arising within the City.
SECTION 7: CUSTOMER SERVICE REQUIREMENTS
The contractor shall provide live customer support (phone and online access), a service request tracking
system, and missed pickup response within one (1) business day.
The contractor shall maintain a customer service system capable of receiving, documenting, tracking, and
resolving service requests, complaints, missed pickups, cart issues, billing inquiries (if applicable), and
special service requests. Proposers shall identify hours of operation for live customer support, average or
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target call response times, online or mobile service request capabilities, and procedures for escalating
unresolved issues.
The contractor shall maintain a complaint log and service request log showing the date received, customer
address, issue category, action taken, and date resolved.
The contractor shall serve as the primary point of contact for resident service issues. The City's Public
Works Department shall serve as the City's contract administrator.
SECTION 8: PERFORMANCE STANDARDS AND ENFORCEMENT
The contractor shall perform all services in accordance with the standards set forth in this RFP and
resulting contract.
The contractor shall meet or exceed the following minimum performance standards. Failure to meet these
standards may result in the assessment of liquidated damages as set forth in Exhibit A or other remedies
available to the City.
* Route Completion
The contractor shall achieve a minimum route completion rate of ninety-nine percent (99%) on
each scheduled service day.
Route completion shall be measured as the percentage of total scheduled stops successfully serviced
on the assigned service day.
Any route not completed on the scheduled service day shall be considered a service failure unless
completed within twenty-four (24) hours.
* Missed Pickups
Missed pickups shall not exceed one percent (1%) of total scheduled stops per month.
The contractor shall correct all verified missed pickups within one (1) business day
* Customer Service (Call Center KPIs)
The contractor shall maintain the following minimum customer service performance standards:
At least ninety percent (90%) of incoming calls shall be answered within thirty (30)
o
seconds.
Call abandonment rate shall not exceed five percent (5%).
o
Customer complaints shall be acknowledged within one (1) business day and resolved
o
within two (2) business days unless otherwise approved by the City.
* Recycling Contamination
The contractor shall implement a contamination monitoring and tagging program.
The contractor shall track and report contamination rates and shall work with the City to maintain
contamination levels below industry-acceptable thresholds.
The City may establish contamination reduction targets during the contract term. Failure to
demonstrate reasonable progress toward such targets may result in corrective action requirements.
Liquidated damages applicable to this contract are set forth in Exhibit A: Liquidated Damages Schedule,
which is incorporated herein by reference.
Liquidated damages are intended to compensate the City for administrative costs, service disruption, and
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loss of service quality and are not intended as a penalty.
The City shall not assess multiple liquidated damages for the same underlying service failure unless
distinct and separate violations have occurred.
Repeated or systemic non-performance may result in corrective action, increased oversight, or
termination.
The contractor shall provide and maintain a performance bond in an amount equal to one hundred percent
(100%) of the estimated annual contract value.
Total liquidated damages assessed in any single calendar month shall not exceed fifteen percent (15%) of
the contractor's total monthly invoice, except in cases of willful misconduct, gross negligence, or failure
to perform essential services, including widespread route non-completion.
SECTION 9: REPORTING REQUIREMENTS
The contractor shall provide monthly reports including total tonnage (trash, recycling, yard debris), missed
pickups, customer complaints and resolutions including recycling contamination rates and participation
levels. The contractor shall also provide supporting data derived from onboard technology systems,
including GPS route data and service verification records, upon request by the City.
Monthly reports shall also include route completion data, complaint categories, average response times,
bulk pickups completed, backdoor service accounts served, cart deliveries and replacements, contamination
tags issued, disposal or processing facilities used, service disruptions, property damage claims, safety
incidents, and any other data reasonably requested by the City to monitor performance.
All reports shall be submitted to the City's Public Works Department.
The City shall have the right to request supporting data, audit invoicing and service records, and require
additional reporting reasonably related to contract administration and performance oversight.
SECTION 10: DISPOSAL AND PROCESSING PLAN
Proposers must identify and describe all facilities used for solid waste, recycling, yard debris, bulk waste,
and cleanup events, including landfill name, location, distance, haul time, tipping fees, backup facilities,
MRF information, end markets, processing methods, disposal locations, and regulatory compliance.
Proposers shall provide sufficient detail to demonstrate secure and lawful access to all proposed disposal,
transfer, recycling, and processing facilities. Proposers shall identify contingency facilities and procedures
in the event a primary facility becomes unavailable. The City reserves the right to request supporting
documentation regarding disposal and processing arrangements.
SECTION 11: ADDITIONAL SERVICE REQUIREMENTS
Backdoor Service
Backdoor service must be available for ADA-qualified residents, qualifying elderly residents, and
qualifying temporary cases, as determined by the City. The proposer shall define pricing if any additional
charge is proposed.
The City, not the contractor, shall determine eligibility for backdoor service.
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