Routing Software for Collections in Recycling, Commercial, Sanitation; with Cart Management Capabilities

Agency:	State Government of North Carolina
State:	North Carolina
Type of Government:	State & Local
NAICS Category:	541511 - Custom Computer Programming Services 541512 - Computer Systems Design Services 541611 - Administrative Management and General Management Consulting Services 562111 - Solid Waste Collection
Posted Date:	Jan 14, 2026
Due Date:	Feb 6, 2026
Solicitation No:	367-OC5470
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Solicitation Number:	367-OC5470
Project Title:	Routing Software for Collections in Recycling, Commercial, Sanitation; with Cart Management Capabilities
Description:	The purpose of this request for proposals is to obtain a highly qualified Contractor to provide routing software and associated equipment to Orange County Solid Waste Recycling, Commercial and Sanitation collection services. To provide associated equipment, installation, and training of said software and equipment services.
Opening Date:	2/6/2026 2:00 PM
Posted Date:	1/15/2026
Status:	Open
Department:	COUNTY OF ORANGE


Solicitation Number * 367-OC5470	Department COUNTY OF ORANGE	Status Reason Open
Opening Date 2026-02-06T14:00:00.0000000	Posted Date * 2026-01-14T18:26:44.0000000Z	Commodity Code Waste material handling and recycling systems
Mandatory Conference/Site Visit 2026-01-21T05:00:00.0000000Z	Special Instructions For additional information, https://www.orangecountync.gov/Bids.aspx	Solicitation Type * Select RFP IFB RFI
Owner Lenny Amaro
Description The purpose of this request for proposals is to obtain a highly qualified Contractor to provide routing software and associated equipment to Orange County Solid Waste Recycling, Commercial and Sanitation collection services. To provide associated equipment, installation, and training of said software and equipment services.

Attachments RFP367-OC5470 - NEW ROUTEWARE 2026 - FINAL.pdf (953.92 KB)

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Request for Proposals (RFP) No 367-OC5470 for Routing

Software for Collections in Recycling, Commercial,

Sanitation; with Cart Management Capabilities

RFP Circulation Date: January 14, 2026

Optional Pre-Bid Conference: January 21, 2026

Proposal Submission Deadline: February 6, 2026

Orange County North Carolina

Jovana Amaro

Finance Manager - Purchasing

finance-purchasing@orangecountync.gov

919-245-2651

Electronic responses ONLY will be accepted for this solicitation

1. GENERAL INFORMATION

1.1 INSTRUCTIONS TO BIDDERS

1.1.1 All proposals shall be for furnishing supplies, materials, equipment and/or work, labor,

and services in accordance with the applicable plans and specifications prescribed by

Orange County. Plans and/or specifications may be obtained at

https://www.orangecountync.gov/Bids.aspx

1.1.2 Orange County reserves the right to award the proposal that is in the best interest ofOrange

County or to reject any or all proposals and to waive minor irregularities.

1.1.3 The successful bidder shall comply fully with the requirements of General Statutes,

Section 143-129, as amended.

1.1.4 In the event of default by any Contractor Orange County may procure from other

sources whatever service or items is being proposed and hold the Contractor

responsible for any excess cost occasioned thereby.

1.1.5 Payment terms are net 30 days.

1.1.6 North Carolina sales and use tax shall not be included in the proposal amount.

1.1.7 Proposals submitted via facsimile or mail shall not be accepted.

1.1.8 Proposals received after opening date and time shall not be considered.

1.1.9 All proposals must contain an authorized original signature.

1.1.10 Attached is a copy of the County’s standardized contract (Attachment C). All insurance

requirements are contained therein. Please read the agreement carefully as that document

and this bid shall constitute the agreement. The cost of all insurance shall be included in

the price(s) bid.

1.1.11 The Contractor shall not commence work until he or she has obtained all the insurance

required in Attachment C. Insurance shall be maintained in full force and effect until the

Contract, from commencement of the contract and during the entire term of the contract,

has been fully and completely performed, as evidenced by final acceptance payment.

Contractor shall provide Certificate of Insurance reflecting the aforementioned coverages

as proof of coverage. The Certificate of Insurance shall provide for a thirty (30) day written

notice to the County in the event of any modifications, cancellation, or expiration of said

policies. Work shall not commence until the Contractor has obtained all required insurance

and the County has approved verifying certificates of insurance in writing.

1.1.12 Any and all changes or alterations to this RFP shall be made in the form of written

addendums.

1.1.13 Please direct any questions concerning this RFP367-OC5470, to Jovana Amaro, Finance

Manager -Purchasing, at email: finance-purchasing@orangecountync.gov

1.1.14 Please be advised that an optional pre-bid virtual conference will be held by the Orange

County Solid Waste Department on January 21, 2026, at 1:00 PM

1.1.15 The attached RFP is included to describe the services desired. During the pre-bid

conference, county staff will further describe the services desired and will entertain

suggestions, comments and questions. All interested Contractors should be prepared to

discuss the RFP during the pre-bid conference. If required, an addendum will be issued to

more accurately define the desired services.

1.1.16 E-VERIFY HB786 § 143-48.5 imposes E-Verify requirements on contractors who

enter into certain contracts with state agencies and local governments. The

legislation specifically prohibits governmental units from entering into certain

contracts “unless the contractor and the contractor’s subcontractors comply with the

requirements of Article 2 of Chapter 64 of the General Statutes.” (Article 2 of Chapter

64 establishes North Carolina’s E-Verify requirements for private employers). It is

important to note that the verification requirement applies to subcontractors as well

as contractors. The new law(s) specifically prohibits governmental units from entering

into contracts with contractors who have not (or their subs have not) complied with

E-Verify requirements. A Completed E-Verify affidavit must be included in your

submittal. The electronic version is acceptable.

1.2 DEFINITIONS

AGREEMENT: The Contract and any supplemental procedures or Standard Operating

Procedures that are agreement upon by all parties.

CONTRACTOR: The applicant, vendor, proposer, provider and entity providing the services

requested and outlined in the request for proposal and contract.

COMPLETE OPERATIONS MANUAL: A document written to provide information to properly and

operate the installed software and associated equipment provided by the contractor.

CONTRACT: A binding document between the county and contractor.

CONTRACTOR PROJECT MANAGER: The County’s main contact, employed by the Contractor that

will be responsible for communication between the County and Contractor personnel.

COUNTY: Orange County, North Carolina, the County’s representative outlined in the

request for proposal and contract.

COUNTY’S RESPRESENTIVE- The main contact person between the Contractor and the County

relates to contract management, issues, scheduling, questions, etc.

PROPOSER: Person or entity submitting a bid to the RFP. The successful proposer will

become the Contractor.

REQUEST FOR PROPOSALS (RFP): This document detailing the software and equipment that will

be provided as in the scope of work for Orange County, North Carolina.

1.3 GENERAL REQUIREMENTS

1.3.1 Living Wage

Orange County is committed to providing its employees with a living wage and

encourages agencies it funds to pursue the same goal.

1.3.2 Regulations

The contractor will comply with all federal, state and local laws, rules and regulations and

ordinances as applicable to the project.

1.3.3 Contract Award

Awarded contractor(s) must accept the terms of the sample contract in Attachment C.

1.4 ELIGIBLE CONTRACTOR

Eligible Contractors will meet the following requirements:

• A business license to operate in NC

• Minimum of three years’ experience performing collection routing software and equipment.

• Upon award, meet Orange County Insurance requirements as set forth in Attachment C.

• Orange County reserves the right to reject all proposals and may select multiple

Contractors to provide service.

1.5 SCHEDULE

A detailed schedule can be found in Section 1.12 of this RFP

1.6 APPLICATION SUBMISSION PROCESS

One electronic response, and all relevant materials, must be received by February 6th, 2026,

by 2:00 PM. Faxes are not accepted. The electronic copy should be submitted by e‐mail to

finance-purchasing@orangecountync.gov. When submitting materials by e‐mail, you must

have a reply from Orange County acknowledging receipt of materials.

1.7 NORTH CAROLINA PUBLIC RECORDS-Confidential Information

All Proposals received by Orange County shall be considered public information subject to lawful

disclosure under North Carolina Public Records Law. Any proposal material deemed by the

vendor to constitute either proprietary or trade secret material shall be designated as such, and

each page or section of a page containing such material shall be marked by the vendor. In

addition, it shall be the sole responsibility of the vendor to demonstrate to a court of competent

jurisdiction that their designation is proper.

1.8 REQUESTING ADDITIONAL INFORMATION AND QUESTIONS

Orange County will respond to questions submitted ONLY via e‐mail to finance-

purchasing@orangecountync.gov. The deadline for questions is 5:00 PM on January 23, 2026.

All questions and responses will be posted on the Orange County website. Neither Orange

County staff nor Commissioners will answer questions directly.

Critical updated information may be included in Addenda to this RFP. It is important that all

Consultants proposing on this RFP periodically check the Orange County’s website

https://www.orangecountync.gov/bids.aspx. for any Addenda that may be issued prior to the

bid opening date. All Consultants shall be deemed to have read and understood all the

information in this RFP and all Addenda thereto.

1.9 PROPOSAL SELECTION PROCESS

In addition to the details listed in Section 3 of this RFP, proposals will be reviewed to ensure that

the application is received on time. The submission deadline for this RFP is February 6, 2026 at

2:00 PM, submitted via electronic mail. All forms and signatures are due at the time of submission.

In addition to timeliness, submissions will be reviewed to ensure the submission is substantially

complete and meets other eligibility requirements. If these standards are not met, the proposal

will not receive further consideration. Proposals will not be returned to the applicant. General

selection review will include:

• Timeliness: Proposals will be reviewed to verify submission by the submission deadline.

Orange County will reject proposals that do not meet the submission deadline.

• Completeness: Proposals will be reviewed to verify completeness. Orange County will

reject proposals that do not address all items in these sections and are thus materially

incomplete.

• Criteria Review: Proposals will be rated and ranked based off submittal requirements set forth

in this RFP.

• Eligible Contractor: Proposals will be reviewed to verify the eligibility of the contractor.

• Appeals Process: There will be no appeals process.

1.10 CORRECTIONS TO DEFICIENT APPLICATIONS

After the proposal’s due date, no unsolicited information will be considered. However, Orange

County staff may contact the Contractor to correct non‐substantive deficiencies.

1.11 OPTIONAL PRE-PROPOSAL CONFERENCE

A non-mandatory pre-proposal conference is scheduled to be held virtually on January 21, 2026,

at 1:00 p.m. by the Orange County Solid Waste Administration Department. Below is the link to

join the Microsoft Teams meeting:

Join the meeting now

Meeting ID: 216 630 581 297 77

Passcode: xn62Sz98

At the conference, representatives of the County will be available to answer and explain the intent

of this RFP. To the extent possible, the County will answer questions and concerns raised at that

time.

1.12 PROCUREMENT SCHEDULE

The County plans to adhere to the following procurement schedule to the extent possible.

Changes to the procurement schedule shall be at the sole option of the County. Table 1 provides

the major milestones of the RFP process.

Table 1

Procurement Schedule

Activity

Date

RFP Released

January 14, 2026

Optional Pre-Proposal Conference January 21, 2026, at 1:00 PM

Last Day to Submit Questions

January 23, 2026, by 5:00 PM

Addenda to RFP Issued

(Anticipated and if necessary)

Proposals Due

Interview Qualified Contractors

Recommendations to the Board of

County Commissioners

Award of Agreement

Transition Period

Start Services

January 30, 2026

February 6, 2026, at 2:00 PM

TBD

This page summarizes the opportunity, including an overview and a preview of the attached documents.

* Disclaimer: This website provides information about bids, requests for proposals (RFPs), or requests for qualifications (RFQs) for convenience only and does not serve as an official public notice. Individuals who wish to respond to or inquire about bids, RFPs, or RFQs should contact the relevant government department directly.

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Routing Software for Collections in Recycling, Commercial, Sanitation; with Cart Management Capabilities

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