Residential Solid Waste and Recyclables Collection and Transportation Services

REQUEST FOR PROPOSALS
#2026-015
RESIDENTIAL SOLID WASTE AND RECYCLABLES COLLECTION
AND TRANSPORTATION SERVICES
FOR THE CITY OF DERBY, KANSAS
May 1, 2026
The City of Derby, Kansas (hereinafter referred to as the "City") invites proposals from qualified vendors
to provide residential solid waste and recyclables collection and transportation services in the City of
Derby, Kansas.
Please carefully review this document. If you are interested in making a proposal consistent with the
conditions, instructions, requirements, and specifications contained herein, submit three (3) copies of the
Proposal Response Form together with attachments in a sealed envelope no later than 12:00 p.m. Tuesday,
June 2, 2026. The outside of the envelope should be clearly marked with the Proposer's name and address
and identified as "Submission of Proposal- Residential Solid Waste and
Recyclables Collection." The sealed envelope should be addressed as follows:
City of Derby
Assistant to the City Manager
611 N. Mulberry Road, Suite 300
Derby, KS 67037
RFP # 2026-015
All proposals must be valid for 120 days. It is the sole responsibility of the proposer to see that its
response and the appropriate documents are delivered on time. Any response received after the
scheduled closing time for receiving proposals will be returned to the proposer unopened and will not
be considered. It is the responsibility of the proposer to check Derby's website for information and
updates and acknowledge all addenda in its response.
Proposed pricing and contract terms of service may be disclosed at a public meeting during the review and
approval process. Other information provided in your response will be considered proprietary and will not be
divulged during the proposal review process unless otherwise required by law. Part or all of the successful
proposal, as well as a resulting contract, will likely be public records within the meaning of the Kansas Open
Records Act. Prior to acceptance of a proposal, the information contained in each proposal will be used for
evaluating the proposer's ability to handle the scope of services and, unless otherwise required by law, will
not be shared with persons not involved in the evaluation of proposals.

1. ABOUT THIS DOCUMENT
This document is a Request for Proposals. It differs from a Request for Bids/Quotations in that the City is
inviting proposals for residential trash and recycling services that are most advantageous to Derby, in Derby's
sole.
This is not a bid/quotation meeting firm specifications for the lowest price, and as such, the lowest price
proposed will not guarantee an award recommendation. Competitive sealed proposals will be evaluated
based upon criteria formulated around the most important features of the service(s), of which quality,
references, availability or capability, may be overriding factors.
Proposal evaluation criteria will be used as standards by which to measure how well a proposer's approach
addresses Derby's objectives and needs. Criteria that will be considered in evaluating proposals are set forth
in this RFP. Derby will thoroughly review all proposals received by the deadline and may conduct an
interview process for top proposals and to further discuss services and pricing. A proposer's initial offer should
therefore be based on the most favorable terms available from a price and technical standpoint. Derby reserves
the right to conduct discussion or negotiation with any proposer regarding any proposal Derby deems
competitive. Derby may also request best and final offers from any proposers and make an award or conduct
negotiations thereafter. Derby reserves the right to select and recommend for award the proposal which best
meets its required objectives and needs, in the sole discretion of Derby, or to reject all proposals.
2. BACKGROUND
The City of Derby is a fast-growing, progressive community located 10 minutes south of Wichita. The City
of Derby has approximately 26,000, 8,584 residential trash customers (and growing), and is a full-service city
providing water, sewer, police, fire and other municipal services in the metropolitan area of south-central
Kansas. The City of Derby is served by two major north/south traffic corridors. The City operates under a
mayor/council/manager form of government.
3. PROJECT OVERVIEW
Broadly stated, the City is desirous of receiving proposals from qualified contractors capable of providing
required services associated with all labor, equipment, and materials necessary to serve as an exclusive
provider of residential municipal solid waste ("MSW") and recyclables collection and disposal. The City is
seeking a long-term partner-not simply a service provider-who can deliver reliable, cost-effective, and
customer-focused waste and recycling services that reflect the expectations of a growing community. The
City places a high value on responsiveness, transparency, and continuous improvement. City priorities and
goals for a franchise trash service include the following:
* Cost stability and predictability for residents
* High customer satisfaction (quick response time for issues)
* Scalable service for growth
* Operational transparency and data reporting
* Sustaining clean, well-maintained neighborhoods
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Proposals will be evaluated on experience, quality, price, and turnaround time, as well as criteria outlined in
Section 9 - Selection Criteria. The City desires a contract with a service provider with an initial contract term
of 7 years with the potential for three optional 1-year extensions based on acceptable performance.
GENERAL INFORMATION
Starting December 1, 2009, Derby has contracted for curbside recycling and trash pickup services to serve
residents of the entire City. The current contract with Waste Connections of Kansas, Inc. ends on
December 31, 2026. Copies of the current agreement are attached in Appendix A. Priorities for Derby
continue to include that residents have the option of at least two trash cart sizes and rates so residents who
produce less trash can pay less for pick-up service. Key information related to the current contract includes
the following:
Trash: 8,584 customers as of April 1, 2026
2025 Trash totaled 8927.75 tons
Routes cover a total of 10.29 square miles, are picked up weekly and run Monday through Friday (See
Appendix B for route information). Three trash cart sizes are available, and Derby residents are not subject
to fuel surcharges. All rates include bi-weekly recycling.
* $55.04/quarter for 95-gallon cart, with up to 10 extra bags free (6,811 customers)
* $48.55/quarter for 65-gallon cart, plus $1 per extra bag (1,279 customers)
* $42.05/quarter for 35-gallon cart, plus $1 per extra bag (494 customers)
Single Stream Recycling: 7,369 customers as of April 1, 2026
2025 Recycling totaled 1199.08 tons
Recycling routes are picked up bi-weekly, and all items go into one 95-gallon cart.
* Cardboard and books * Office paper, newsprint, paper bags
* Glass bottles & jars (rinse) * Plastics #1-4
* Junk mail, magazines, phone books * Cans: steel, tin, aluminum, aerosol
Two free bulky waste services each year per customer
* Customers are provided either two bulky item curbside collections or one curbside collection
and one pickup truck load taken to the transfer station. Scheduling is arranged by the customer
contacting WCI.
Free roll-out (carry out) service for disabled or elderly individuals ages 65+
* Customers who qualify for free roll-out service bring their Driver's License to City Hall to be
scanned and sent to Waste Connections.
* A total of 256 trash customers are currently utilizing rollout services. Of these, 241 are disabled
or elderly, and the remaining fifteen (15) are paying an extra 50% for the service.
Free Service for City-owned facilities (see Appendix C for list of city facilities)
Service Expectations:
* The City of Derby expects services to proceed smoothly, including billing, distributing carts,
providing replacement containers, changing pickup days, changing the scope of services, and
responding to customer complaints and inquiries. . Missed trash or recycling pickup services
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should be rectified within 24-48 hours.
* The contractor will, at all times, provide courteous service to customers and shall promptly and
thoroughly investigate and resolve complaints alleging discourteous behavior by its employees or
agents.
* The contractor will keep accurate and complete records of all services provided and commit to
timely submission of required reports, as well as inspections or audits by the City, including
franchise fee audits.
* The contractor will keep City staff informed in a timely manner of anticipated delays in
service.
The City of Derby will provide:
* Consumer Education Support: The City of Derby uses its monthly Derby News insert in all
water bills, as well as its website and social media platforms to keep residents informed.
Educational content related to free bulky waste services, rollout services, holidays, recycling or
other aspects of the contract may be published at no charge.
* Rollout Service Review: Customers requesting rollout services will visit City Hall, where staff will
evaluate eligibility for free rollout requests and handle scanning and copying of Driver's Licenses.
* Contract Management: The City of Derby will appoint a staff member as a liaison for questions
or concerns that may arise in the course of carrying out this contract. Currently, Assistant to the
City Manager Hannah Baker is the appointed staff liaison.
Additional Information:
* Additional documents and information may be located in the Appendices of this document and on
the City of Derby website.
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4. MINIMUM QUALIFICATIONS
Respondents must possess the following minimum qualifications:
1. At least two (2) Key Personnel, each with at least 5 years of experience in MSW collection services.
2. At least 5 years of experience in residential curbside refuse and recyclables collection similar to the
program described herein.
3. No administrative or judicial sanctions by Sedgwick County, any other Kansas county, or the State
of Kansas or any of its agencies within the last 3 years for violation of a law or regulation pertaining
to collection, transportation or disposal of solid waste.
4. Ability to provide a performance bond or other required financial security acceptable to the City (see
Section 25 of Appendix A for more information).
If the City determines that a Respondent does not meet these minimum qualifications, the City need not
further review such Respondent's proposal.
5. CONFIDENTIAL MATTERS
Anyone submitting a proposal agrees that all data, records and information which proposer, its agents and
employees obtain access to, create, and which are the subject of this proposal, remain at all times
exclusively the property of Derby. Anyone submitting a proposal also agrees that all such data, records and
information constitute, at all times, proprietary information of the City and that proposer will not disclose,
provide or make available any such proprietary information in any form to any person or entity.
In addition, anyone submitting a proposal agrees that it will not use any names or addresses contained in
such data, records, and information for the purpose of selling or offering for sale any property or service to
any person or entity who resides at any such address in such data; that it will not sell, give or otherwise
make available to any person or entity any names or addresses contained in or derived from such data,
records or information for the purpose of allowing such person to sell or offer for sale any property or
service to any person or entity named in such data. Anyone submitting a proposal further agrees that it will
take reasonable steps and the same protective precautions to protect Derby's proprietary information from
disclosure to third parties as with the proposer's own proprietary and confidential information and that all
data, regardless of form, that is generated as a result of this RFP is the property of Derby.
6. MANDATORY REQUIREMENTS
This section is provided to assist participating proposers in forming a thorough response for services
outlined in this document. Proposals submitted must reflect in detail the inclusion of these items as well as
the degree to which they can be provided. The successful proposal shall:
1. Submit the name of the lead person from your firm who will be responsible for managing this work
for Derby together with a brief biography detailing experience of said person and general
information about proposer's company.
2. Provide a statement of the respondent's background, experience, and understanding of services
required. If available, submit examples of experience with similar projects for municipal
governments, including contact information.
3. Submit a statement describing the proposer's present and projected workload, staffing, and ability
to provide prompt, quality services at competitive rates.
4. Disclose all fees or other compensation to be paid to or on behalf of the proposer by Derby for
services and/or goods provided.
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5. Provide three references for past projects within the last three years having a scope of services similar
to those requested by Derby (include location, contact person, telephone number, e-mail address,
length of contract, and any other pertinent information related to this type of project)
6. Submit a statement disclosing any current, pending, or potential disciplinary action or complaint(s)
or other like proceedings, including regulatory or licensing proceedings and/or any claims in
arbitration, mediation, or litigation, against the firm, entity, or any partner or associate of your firm
or team.
7. Disclose any actual or potential conflicts of interest with the City, its officers, elected officials,
agents or employees.
8. Conform to the requirement to maintain strict confidentiality about all matters of this project.
9. Describe any partnerships with any organizations/subcontractors/suppliers that will play a role in
this project.
10. Provide a copy of your certificate of insurance verifying professional, commercial general,
pollution, automobile liability, workers' compensation and umbrella liability insurance coverage
with minimum policy limits as detailed in this RFP. The coverage must be maintained and carried
in force for the duration of any contract.
11. The proposal should contain detailed information regarding the contractor's proposed schedule
and order of work, as well as pricing, in a manner that meets or exceeds the following minimum
requirements and specifications. The City reserves the absolute right in its obligation to the public
to accept the proposal that it determines in its sole discretion best serves the public interest. All
proposals must address the following items:
* Include detailed information regarding the contractor's proposed schedule for
implementation of services.
* Summarize proposer's fleet availability including Automated collection vehicles for
weekly collection of residential refuse and biweekly collection of commingled
recyclables.
* Detailed pricing information for weekly service including base rate by cart size.
Please note if there are any anticipated fuel adjustment formulas or CPI-based
increases proposed or anticipated in the rates.
* Provide pricing for collection of abandoned waste, additional bags (if needed),
cart replacement costs, bulk item pricing rolloff service, regular and ADA
portable restrooms and handwashing station service within the City.
* Specify criteria and notification process for adjustment of customer service rates and charges.
* Address franchise administration fee of 5% of gross revenue. Franchise fees for 2025 services
totaled $89,855.40.
* Provide descriptions and photos of trash and recycling carts. Waste Connections, the current
provider, will not sell its carts to another provider. Therefore, a successful proposal will provide
a detailed outline for the provision of carts and transition of service in a manner designed to
ensure minimal service disruption for Derby residents.
* List recyclable items, program description, and how recyclables will be disposed of.
* A transition plan should be given for new service providers. That plan should include cart delivery
timelines, route transition information for pickup, and a customer communication plan.
* Details on the provider's commitment and resources to provide high-quality customer service and
recycling education.
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12. Any additional information believed necessary to assist the City in evaluating your proposal may
also be submitted.
7. TIMELINE
The following dates are provided to assist interested firms in planning participation in the project described
herein. The dates listed, however, are in no way guaranteed and are subject to change without notice.
Issue Request for Proposals .................................................................................May 1, 2026
Questions Due...................................................................12 p.m., May 11, 2026
Addenda Posted to City Website... ......................................................................May 20, 2026
Proposals due.............................................................................................12 p.m., June 2, 2026
8. QUESTIONS
1. Respondents shall direct questions and correspondence regarding this RFP by 12 p.m. on Monday May
11th to:
Hannah Baker, Assistant to the City Manager
611 Mulberry Rd, Derby, KS 67037
Phone: 316-788-1519, Ext. 1265
Email: HannahBaker@derbyks.gov
2. All questions regarding this RFP shall be submitted in writing, preferably by e-mail. The City will
consider all questions and communicate the questions and answers to all known Respondents by
written addendum to this RFP by May 20, 2026. The City will be bound only by answers
communicated by a written addendum to this RFP.
3. Respondents shall not contact City elected officials or officers or employees other than the Assistant
to the City Manager with questions or suggestions regarding this RFP without first obtaining written
approval from the Assistant to the City Manager. Any unauthorized contact may be cause for
disqualification of the Respondent or rejection of a proposal.
4. Respondents who received notification of this RFP by means other than e-mailing from the City of
Derby shall contact the Assistant to the City Manager to request to be added to the mailing list.
Inclusion on the mailing list is the only way to ensure timely notification of addenda that may be
issued prior to the proposal submittal date. It is the Respondent's responsibility to ensure that it
receives addenda for this RFP by informing the Assistant to the City Manager of its e-mail address,
phone number, and mailing address.
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9. SELECTION CRITERIA
The selection process will be based on responses to this RFP, verification of references and any interviews
required to verify the ability of proposer to provide services in response to this document. The City Manager's
Office will review all proposals and make a recommendation to the City Council in accordance with Derby
policies and the following criteria:
1. Demonstrating clearly and completely Respondent's ability to meet all RFP conditions, Minimum
Qualifications, and miscellaneous instructions as outlined herein;
2. Demonstrating the skill and experience necessary to meet Derby's needs;
3. Demonstrated ability to implement and operate a high-quality customer service program and
respond promptly and courteously to any and all customer inquiries and/or service requests.
4. Meeting Mandatory Requirements outlined herein;
5. Proposing services described herein with the most advantageous and prudent methodology and cost
to Derby;
6. Providing references reflecting projects having a scope of services similar to those requested by
Derby within the last three years (include location, contact person, telephone number, e-mail
address, length of contract, and any other pertinent information related to this type of project);
7. Demonstrated efforts to comply with or exceed all applicable federal and state laws pertaining to
nondiscrimination and equal opportunity;
8. Documented success in contributing to the quality of life of the residents of the community (e.g.,
environmental policy and compliance record); and
9. Documentation necessary to demonstrate that proposer will be able to provide a performance bond
equal to 100% of the contract sum for an initial term of five (5) years. Performance bond
requirements in the current contract are contained in Section 25.
10. Provision of a certificate of insurance by the successful proposer evidencing insurance coverage for
all work and services to be performed as part of the contract award in amounts not less than the
following:
Comprehensive General Liability Coverage: $1,000,000 Each Occurrence
$2,000,000 General Aggregate
Pollution Legal Liability Coverage $2,000,000 Each Occurrence
Automobile Liability $2,000,000 Each Accident
Workers Compensation Workers' Compensation-Statutory
$1,000,000 Each Accident
$1,000,000 Disease-Policy Limit
$1,000,000-Each Employee
Excess Liability $2,000,000 In Excess of Underlying General
Liability, Pollution Liability, Auto Liability, and
Employer Liability
The above amounts are the minimum insurance requirements necessary to comply with the
submission requirements for this RFP and may be achieved through the use of an umbrella or
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excess coverage policy. Said certificate of insurance shall be written by a reputable insurance
carrier approved by Derby and the final certificate will name Derby as an additional insured on
general liability, pollution liability, excess liability, and automobile liability coverages.
NO NEGOTIATIONS, DECISIONS OR ACTIONS SHALL BE INITIATED BY ANY FIRM OR
PROPOSER AS A RESULT OF ANY VERBAL DISCUSSION WITH ANYONE, INCLUDING CITY
EMPLOYEES, PRIOR TO COMPLETION OF THE RFP PROCESS.
Derby reserves the right to select the proposal which best meets, in its sole discretion, its required needs,
budget constraints, quality levels, and administrative expectations. Due to the importance of this project,
Derby also reserves the right to select one or more firms to accomplish this task or to reject all proposals.
10. CONTRACT PERIOD and PAYMENT TERMS
The contract form will be provided by the City and is anticipated to be similar in form to the current contract
with WCI which is provided in Appendix A. Respondent should include information in its proposal regarding
any contract terms or format of Derby's current contract with WCI with which it takes exception or is not
willing or able to agree to. If an alternative provision is requested, please provide the requested alternative
for consideration as part of the proposal.
11. PROPOSAL CONDITIONS
In submitting a response to this RFP, proposer hereby understands and acknowledges the following:
1. Any response not received by the City prior to the deadline date and time will not be considered.
2. Derby reserves the right to:
a. Cancel the RFP process or the work described herein prior to issuance and acceptance of any
final agreement even if the Derby City Council has formally accepted a recommendation and
authorized execution of an agreement;
b. Accept or reject any and all responses;
c. Request additional information or clarification from those submitting responses and allow
corrections to errors and omissions. Clarifications to a proposer's response shall be signed
by an officer of the proposer authorized to commit the proposer to all terms and conditions
contained in the response;
d. Disregard responses that do not meet the stated requirements as determined by Derby.
Responses which are non-responsive, conditional or not in compliance with the information
requested in this RFP will be disqualified unless Derby waives such non-compliance;
e. Waive any technicalities or irregularities involving any response, including noncompliance;
f. Select the proposer that will best meet the needs of Derby; and
g. Negotiate with the proposer submitting the best response to obtain an eventual agreement to
provide the requested services.
3. Derby will not pay for any information requested herein, nor is it liable for any costs incurred by
those submitting proposals.
4. All responses and related information submitted in response to the RFP will become the property of
Derby and will not be returned. Each proposer submitting a response waives any right of
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confidentiality to the proposal documents. If a proposer submitting a proposal considers certain
material in the response to be proprietary information, it should clearly designate those portions of
the response it wishes to remain confidential. As a public entity, Derby is subject to making records
available for public disclosure as required by law. Derby will make reasonable attempts to maintain
the confidentiality of material marked proprietary; however, it cannot guarantee information will not
be made public. By submission of a response, each proposer certifies that:
a. The proposer has not paid nor agreed to pay any person, other than a bona fide employee or
subcontractor, a fee or a brokerage commission resulting from award of the contract.
b. Derby may, by written notice, cancel any award under this RFP if it is found by Derby that
gratuities in the form of entertainment, gifts or otherwise were offered or given to any
representative of Derby with a view toward securing the award of a contract or other
favorable treatment with respect to this RFP.
5. Derby reserves the right to make any agreements subject to the provisions of the Kansas Cash Basis
Law (K.S.A. 10-1112 and 10-1113) and the Kansas Budget Law (K.S.A. 79-2935). Agreements shall
be construed and interpreted so as to ensure that Derby shall at all times stay in conformity with such
laws, and as a condition of agreements, Derby reserves the right to unilaterally sever, modify, or
terminate agreements at any time, if in the opinion of its legal counsel the Agreement may be deemed
to violate the terms of such law(s).
6. The ultimate agreement will be subject to the provisions of the Kansas Tort Claims Act (K.S.A. 75-
6101, et seq.) and no provision of the Agreement shall be interpreted or given effect to attempts to
require the City of Derby to defend, hold harmless, or indemnify any contractor or third party for any
acts or omissions or which would result in liability of the City of Derby in excess of those limits
defined in the Kansas Tort Claims Act.
7. All project participants, consultants, and contractors must comply with applicable Federal, State,
County, and local municipal laws pertaining to contracts entered into by governmental agencies,
including non-discrimination in employment, the provisions of the Kansas Act Against
Discrimination (K.S.A. 44-1001 et seq.), the provisions of K.S.A. 44-1030, and the following terms
which will be included in the ultimate agreement:
a. The contractor will observe the provisions of the Kansas Act Against Discrimination and
shall not discriminate against any person in the performance of work under this project
because of race, religion, color, sex, disability, national origin, or ancestry;
b. In all solicitations or advertisements for employees, the contractor shall include the phrase
"Equal Opportunity Employer," or a similar phrase to be approved by the Kansas Human
Rights Commission;
c. If the contractor fails to comply with the manner in which it reports to the Kansas Human
Rights Commission in accordance with state law, the proposer will be deemed to have
breached its contract with Derby and the contract may be canceled, terminated, or suspended,
in whole or in part, by Derby.
d. If the contractor is found guilty of a violation of the Kansas Act Against Discrimination under
a decision or order of the Kansas Human Rights Commission which has become final, the
proposer will be deemed to have breached its contract with Derby and the contract may be
canceled, terminated, or suspended, in whole or in part, by Derby; and
e. The successful contractor will include the provisions of the above subsections (a) through (d),
inclusive, of this paragraph in every subcontract or purchase order so that such provision will
be binding upon such subcontractor or contractor.
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