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RFP #3817

City of Portland, Maine


Request for Proposals
CURBSIDE COLLECTION SERVICE OF SOLID WASTE,
RECYCLABLE MATERIAL, YARD WASTE,
AND FOOD SCRAPS
The City of Portland seeks proposals from qualified firms interested in providing curbside
collection services to residents of Portland under contract with the City beginning in July
2017. (This RFP is for collection on the mainland only. Collection services for Portlands island
communities are not included.)
In 1999 the City began its curbside recycling and Pay as You Throw (PAYT) program.
Residents receive weekly curbside collection of recyclables and solid waste. In order to
participate; residents set their recyclables out in a 16 18 gallon bin provided by the City.
They set their trash out in a PAYT trash bag that can be purchased from a local retailer.
While the program has helped Portland achieve a curbside recycling rate of nearly 40%, the
City seeks opportunities to make improvements and increase efficiencies. This is in line
with City Manager and City Council objectives to modernize the collection system, reduce
litter, and explore options for providing collection of food scraps. While the City has
traditionally provided collection services with its own staff and equipment, this RFP seeks
to determine whether a private sector partner (or partners) can leverage advances in
technology and collection equipment to offer residents improved service at an affordable
price. This document includes detailed information about how the City currently provides
service but firms proposing for any or all of the requested options should not feel limited to
that approach. Proposers should instead consider alternative collection schedules,
collection routes, equipment, and staffing levels that would cost effectively meet the service
objectives.
The City of Portland reserves the right to accept or reject any or all proposals, should it be
deemed in the best interest of the City, or waive any minor discrepancies or technicalities.

RFP #3817

SUBMISSION INFORMATION
Sealed proposals for furnishing the City with said services will be received by the Purchasing
Office, City Hall, Room 103, 389 Congress Street, Portland, ME 04101, on or before
3:00 p.m. Tuesday, January 10, 2017, at which time they will be publicly opened. Late,
faxed, e-mailed and or unsigned proposals shall not be accepted. All proposals shall be held
open to acceptance for sixty days from their opening.
Five (5) complete copies/sets of the proposal, and related documentation, shall be submitted
along with an electronic copy on a thumb drive. The original shall be so marked. All City
provided forms shall be properly executed and included as part of the proposal package. The
City's declaration form, and any and all addenda, shall be signed with the firm's name and
bear the hand written signature of an officer or employee having authority to bind the
company to a contract by his/her signature. Each proposal shall include the legal name of
the organization and a statement as to whether or not it is a sole proprietorship, a
partnership, a corporation, or any other legal entity. A proposal by a corporation shall also
give the state of incorporation (all businesses must be licensed to do business in Maine).
The firm selected must be duly licensed by the State as may be applicable.
Proposals from vendors not registered with the Purchasing Office may be rejected; receipt of
this document directly from the City of Portland indicates registration. Should a vendor
receive this Request from a source other than the City, please contact 207-874-8654 to
ensure that your firm is listed as a vendor for this RFP
Mandatory Pre-submission Conference
A mandatory pre-submission conference will be held in Room 209 of City Hall on Friday,
December 9, 2016 at 10:00 a.m. City representatives will review the R.F.P. document and
will be available to receive and answer questions at that time. Only those firms represented
at this review will be allowed to propose for this project. Sub-consultants are not required to
be present at this mandatory conference. To make favorable use of this time, potential
respondents are encouraged to review the Request and submit specific questions in writing
prior to the scheduled meeting. During the meeting City of Portland officials will distribute
detailed information about existing services including maps of current routes. The City of Portland
disclaims any and all responsibility for injury to consultants, their agents or to others while
examining the job site or at any other time.
QUESTIONS
All questions, excluding those entertained at the pre-submission conference noted above,
shall be directed in writing only to the Purchasing Office, City Hall, Room 103, 389
Congress Street, Portland, Maine 04101, e-mail mff@portlandmaine.gov or fax 207-8748652 and be received by 12 noon at least five (5) City business days prior to the opening
date. Questions received after this time will not be addressed. Written addenda may be
issued when changes, clarifications, or amendments to this document are deemed necessary
to document holders registered in the Purchasing Office.

RFP #3817

SELECTION CRITERIA
Selection will be made on the following basis and weighted in accordance with specific and
separate criteria in each of the following areas with primary emphasis on airport
capabilities.
Criteria
Business Plan and Technical Proposal
Cost Proposal
Relevant Experience, Qualifications and References
Total

Weight
40
40
20
100

The selection team shall select the firm(s) which, in its own opinion, is/are the best suited
for further or final consideration. Interviews may be conducted with a short list of selected
firms to clarify submitted information. The City reserves the right to negotiate with the
selected firm(s) as to the terms of a contract, including, but not limited to, the scope of
services and price, whether or not those proposals are the lowest cost to the City.
Negotiations are intended to lead to a binding contract.
EQUAL EMPLOYMENT OPPORTUNITIES
Vendor shall comply fully with the Nondiscrimination and Equal Opportunity Provisions of
the Workforce Investment Act of 1998, as amended (WIA, 29 CFR part 37); the
Nontraditional Employment for Women Act of 1991; title VI of the Civil Rights Act of
1964, as amended; section 504 of the Rehabilitation Act of 1973, as amended; the Age
Discrimination Act of 1975, as amended; title IX of the Education Amendments of 1972, as
amended; and with all applicable requirements imposed by or pursuant to regulations
implementing those laws, including but not limited to 29 CFR part 37 and all other
applicable laws, including the Maine Human Rights Act, ordinances and regulations
regarding equal opportunity and equal treatment.
PERMITS, LICENSES AND CERTIFICATES
The successful proposer shall furnish all labor, materials and equipment necessary to do the
work which shall be conducted in accordance with the best professional practice. Any
administrative or support work shall be considered the responsibility of the consultant and
incidental to the contract.
The contractor shall, as part of their contracted cost and as may be required, obtain all
required permits, licenses, certificates and inspections, both permanent and temporary, and
shall make all necessary arrangements to properly prosecute the work.
The contractor shall comply with all State and Federal Laws and regulations, including all
E.P.A., OSHA and D.O.T. regulations and any applicable City ordinances relating to the
collection and transportation of Solid Waste.

RFP #3817

INSURANCE REQUIREMENTS
The Contractor awarded this bid will procure and maintain Automobile Insurance and
General Public Liability Insurance coverage in amounts of not less than Four Hundred
Thousand Dollars ($400,000.00) per occurrence for bodily injury, death and property
damage, naming the City as an additional insured thereon, and also Workers
Compensation Insurance coverage to the extent required by law. With respect to the
General Liability and Automobile Liability Insurance, the Contractor shall name the City as
an additional insured for coverage only in those areas where government immunity has
been expressly waived by 14 M.R.S. A. 8104-A, as limited by 8104-B, and 8111. This
provision shall not be deemed a waiver of any defenses, immunities or limitations of liability
or damages available under the Maine Tort Claims Act, other Maine statutory law, judicial
precedent or common law. With respect to the Liability Insurance, the Contractor will
provide the City a certificate of insurance evidencing such coverage, in this way: certificate
must say either: A) "the policy has been endorsed to name the City of Portland as an
Additional Insured" and a copy of the endorsement must come to the City of Portland with
the certificate, or B) "the policy already includes an endorsement, such as the General
Liability Extension Endorsement, by which the City of Portland is automatically made an
additional insured." A Certificate which merely has a box checked under "Addl Insr," or
the like, or which merely states the City of Portland is named as an Additional Insured, will
not be acceptable. The Workers Compensation insurance shall include an endorsement
waiving all rights of subrogation against the City of Portland, its officers or employees. The
Contractor shall furnish the City and thereafter maintain certificates evidencing all such
coverages, which certificates shall guarantee thirty (30) days' notice to the City of
termination of insurance from insurance provider or agent.
BOND REQUIREMENTS - PERFORMANCE and PAYMENT BONDS
The contractor shall furnish, at the time of the signing of the contract, both:
1) a Performance bond, for the faithful performance of this contract.; and,
2) a Payment Bond, to insure payment of all persons performing labor and furnishing
materials and equipment in connection with the contract. Said bonds shall be executed
yearly, shall be obtained prior to the execution of the initial contract, and shall be a
condition precedent to the execution of the contract and each and any renewal thereof.
All bonds shall be in a form acceptable to the City, executed by a surety company duly
authorized to do surety business in the State of Maine, and each in the amount of one
hundred percent (100%) of the annual sum of the contract for each Fiscal Year.
ASSIGNMENT OF CONTRACT
The contractor shall not assign the contract or any part thereof, or sublet or delegate it or
any part thereof, or assign any monies due or to become due to him thereunder or any other
rights against the City without previous written consent of the City, which shall not be
reasonably withheld.

RFP #3817

The contractor shall give its personal attention constantly to the faithful prosecution of the
work, shall keep the same under its personal control, and shall not assign by power of
attorney or otherwise, or sublet the work or any part thereof, without the previous written
consent of the City.
INVOICES AND PAYMENT
The contractor shall deliver to the Citys Department of Public Works a monthly invoice on
or before the fifteenth day of each month for the preceding work period. All monthly
invoices shall be subject to the Set-off provisions stated below. Payment by the City, subject
to Set-off, shall be made within thirty (30) days from the date of the receipt of each invoice
as it is the custom of the City of Portland, Maine to pay its bills 30 days following receipt of
correct invoices for all items covered by the contract. In submitting a proposal under these
specifications, offerors should take into account all discounts; both trade and time allowed
in accordance with this payment policy and quote a net price. The City is exempt from the
State's SALES AND USE TAX as well as all Federal Excise taxes.
If your organization prefers to receive payment via electronic transfer rather than by check,
please see the web link below* and include that EFT form with your bid submission.
* http://www.portlandmaine.gov/DocumentCenter/Home/View/817
Pursuant to City procurement policy and ordinance, the City is unable to contract with
businesses or individuals who are delinquent in their financial obligations to the City. These
obligations may include but are not limited to real estate and personal property taxes and
sewer user fees. Bidders who are delinquent in their financial obligations to the City must
do one of the following: bring the obligation current, negotiate a payment plan with the
Citys Treasury office, or agree to an offset which shall be established by the contract which
shall be issued to the successful bidder.
November 22, 2016

Matthew F. Fitzgerald
Purchasing Manager

RFP #3817

1.0 DESCRIPTION OF CURRENT SERVICES


Curbside Waste Collection: The Department of Public Works (DPW) currently provides
curbside collection to approximately 15,000 individual buildings that house approximately
24,000 units (over 70% of all housing units in the city). DPW provides this service Monday
through Friday, using three rear-loading rubbish packers, with a crew of two on each truck.
By ordinance, all single-family homes and all multi-family buildings with fewer than ten
units receive sanitation services provided by the City. In 2009 the City Council amended
the ordinance to allow most multi-unit apartment buildings to opt-in to the City solid waste
program, provided they subscribe to all of the services offered. At the same time, the
Council allowed condominium associations to opt into City services if they agree to
indemnify the City against property damage if collection vehicles must traverse private ways
to access the property. Approximately 1,000 condominium and apartment units have
subscribed to the City's collection program since the ordinance was amended. The City
does not provide solid waste services to Portland Housing Authority units. Several
buildings with more than 30 units participate in the Citys curbside collection program.
PAYT Program: The City of Portland has operated a PAYT trash collection program since
1999. To participate, residents must set their trash at the curb in special City trash bags,
available for purchase at retail outlets throughout the Greater Portland area. At this time,
the cost per 30-gallon bag is $2.70 and $1.35 per 15-gallon bag. This program provides
residents with a financial incentive to recycle and provides revenue that contributes to the
cost of providing solid waste services.
Recycling: Residential Curbside Collection: The City provides weekly curbside recycling
Monday through Friday to the same households that receive trash collection. Recycling
collection and trash collection occur on the same day in each collection route. The three
rear-loading packer trucks DPW uses for recycling pick-up are identical to the trucks used
for trash collection, and each carry a two-person crew. Since 2007, the City has offered a
single-sort program that allows residents to commingle all of their recyclables in a single
container.
The City provided each participating household with a 16- or 18-gallon blue recycling bin
when the curbside program began in 1999 or when the household subscribed to City
services. Residents may purchase additional bins from DPS for $10 each. Many residents
set their recyclables out in multiple bins or use larger containers purchased by their
household because the volume of material they generate each week exceeds the capacity of
a single recycling bin.
The City will be purchasing recycling carts for all residential recycling customers in
conjunction with this RFP. Contractors proposing for this service shall incorporate use of
these carts into their proposal. The cart will be compatible with automated and semiautomated collection. The specifications will be included with the information packet
distributed at the pre-bid meeting.

RFP #3817

Drop-off Recycling (silver bullets): In addition to the curbside program, Portland residents
and businesses may drop off their recyclables in one of the silver bullet recycling
containers located on Commercial Street. A DPW employee is responsible for emptying
the containers at the ecomaine recycling facility using a roll-off truck. The silver bullets are
open 24 hours each day, and accept all of the materials collected at the curb. The majority
of Silver Bullet containers are located in a parking lot at the intersection of Commercial
Street and High Street known as Angelos Acres. Riverside Recycling Facility at 910
Riverside Street also hosts a container.
City and School Buildings: DPW provides recycling collection for City and School
Department buildings on a weekly or twice weekly basis, depending on the need for service.
Each participating building has a number of 96-gallon wheeled carts for storing recyclables
that accumulate between collections. School buildings also have rear load dumpsters for
their recyclables. The collection service for recyclables at public buildings is provided by the
three residential recycling trucks as part of their normal routes.
Public Space Trash/Recycling Collection: DPW operates a collection route for collecting
waste from trash receptacles in parks and public spaces as well as street-side receptacles
throughout the City. The receptacles are a mixture of Big Belly Solar Compactors (about 60
units), pop top receptacles where an employee must lift the lid to access the liner, side
opening receptacles, where an employee opens a door on the side of the receptacle to access
the liner, and a small number of repurposed 55 gallon drums. In open spaces approximately
20 of the trash receptacles are accompanied by a recycling receptacle. These containers are
currently served by a residential recycling truck before it leaves its route for the day. (Note:
it is a City goal to expand recycling opportunities in public spaces.)
Public space collection occurs year round but it has a seasonal aspect. During the warmer
months, the City offers collection daily, Monday Sunday. During the winter months
service is Monday Friday. Crews remove many receptacles from parks during the winter
and return them in the spring.
2.0

SCOPE OF WORK/BID OPTION DESCRIPTIONS

The City anticipates offering a contract or contracts with duration of 10 years. All services
described are for the mainland only, not for any of the island communities.
Respondents may propose for any option individually or for a combination of options. The
City will select the most suitable proposal or proposals. (Multiple proposals may be
accepted.)
Option 1 Curbside Recycling (cart based): Residential recycling collection (single
stream) in carts provided by the City. Successful bidder will be responsible for providing
recycling service to public buildings.

RFP #3817

Option 2 Curbside Trash Collection (no cart): Residential solid waste collection
in official City trash bags (PAYT). Residents purchase the bags at local retailers.
This is the existing condition.
Option 2A Curbside Trash Collection (cart based): Residential solid waste
collection (in PAYT bags) in 64(+/-) gallon carts provided by the contractor.
Proposals for this option shall include the cost of providing carts to Portland
residents. Carts shall be a universal model compatible with both semi-automated
and automated collection equipment.
Option 3 - Household Food Scraps Collection: Residential curbside collection of
food scraps. Acceptable material shall be food scraps accepted by the ecomaine
program. Proposals for this option shall describe a container residents shall use
when setting material at the curb. The cost of providing these containers to residents
shall be included in the proposal.
Option 4 Leaf and Yard Waste Collection: Residential curbside collection of leaf
and yard waste. Each household shall receive at least two collections between the
third full week in April and last full week of May. Each household shall receive one
collection per month between June through October. Each household shall receive
at least four collections between November 1 and the second full week of December.
The collections shall occur during different weeks but the service may be provided
on Saturdays. Residents shall be responsible for purchasing Kraft paper yard waste
bags at local retailers and using them to contain the leaf and yard waste they set out
at the curb.
Option 5 -- Roll off Service: Regularly transport the drop off recycling containers
(silver bullets) to ecomaines recycling facility and return them to the drop off
recycling collection points. Containers are currently located on Commercial Street
at the intersection of High Street and at Riverside Recycling Facility. Service shall
also include delivering and emptying roll off containers on an on call basis to
support construction projects in City and school facilities. Additionally, service shall
include emptying the compactor unit at the Portland Expo on an on call basis.
Option 6 Public Space Trash/Recycling Containers: Provide regular collection of
material in trash and recycling receptacles located in public spaces (parks, open
spaces, and street side).
The City is interested in innovative proposals that provide excellent service to residents and
offer efficiencies that control collection costs. In that light, firms may offer proposals that
modify existing collection routes and/or modify existing collection schedules. Firms may
specify the types and quantity of equipment they feel will be most effective. This could
include split body vehicles that can collect multiple streams in one pass, automated
collection vehicles, or other suitable equipment. The City is open to proposals that involve
firms joining forces to offer responses to multiple options in a partnership or subcontracting
basis.

RFP #3817

Schedule
In all cases, the successful contractor(s) shall deploy adequate staff and equipment to ensure
that residential collection routes are completed during regular working hours which shall be
defined as Monday Friday between 6:30 AM 5:00 PM except Leaf and Yard Waste
collection may also occur on Saturday between 7:00 AM 5:00 PM. Public Space
Trash/Recycling Containers may be collected in commercial areas beginning at 4 AM,
Monday Sunday. Collection in parks or other open spaces in residential neighborhoods
shall not occur before 6:30 AM, Monday Sunday.
3.0

QUALIFICATIONS OF BIDDERS

No agreement shall be awarded to any Contractor who, as determined by the City, is not
qualified to perform satisfactory service due to an unsatisfactory record or inadequate
experience, or who lacks the necessary capital, organization and equipment to conduct and
complete the services in strict accordance with the specifications.
All bidders hereunder must furnish satisfactory evidence to the City that they have
operated, presently operate, or have the ability to operate in the area that the Contractor is
submitting a bid on. Proposers shall submit a list of communities where they are providing
service. The list shall include length and type of contract, name and size of municipality,
and name of contact person at the community. The City reserves the right to inspect the
service and to query individuals in the listed communities.
Each proposal shall include the name and address of the owner, all principals and/or
partners, and all stockholders holding greater than ten (10%) percent of authorized and
issued stock.
Each bidder, if a corporation, shall include the state of incorporation and its principal
officers. Each bidder, if it is not a Maine corporation, must include a certified copy of the
certificate to do business in the State of Maine.
All bidders shall be required to demonstrate to the satisfaction of the City that they have
adequate financial resources, experienced personnel and expertise to perform services
required by the specifications and shall furnish such information and/or proof of these
qualifications, including the qualifications of the person(s) that the bidder will make its
manager and contact person, with their proposals.
Proposals may describe partnerships, subcontractors, or other relationships that may be
proposed to execute the work described in this document. After entering into an agreement
with the City, Contractor may not assign, sublet, or transfer responsibilities without the
written consent of the City.

RFP #3817

3.1

INVENTORY OF EQUIPMENT

Firms proposing to provide service under this agreement shall supply with their proposal a
detailed inventory of all their equipment to be dedicated to the performance of this Contract
showing each type by model, year of manufacture, anticipated remaining useful life and all
accessories for each piece listed. All leased equipment shall be separately listed and the
time remaining on each leased machine shall be shown as well as any options of renewal.
Delivery guarantees by manufacturers of new equipment that is to be purchased shall be
provided to the City within 60 days of the award of the bid. Failure to provide the
documentation may constituent a default.
All equipment used to perform work in relation to this contract shall be kept in good
working order, shall be cleaned regularly, and kept in good appearance.
The Contractor shall supply all equipment, materials, and labor required to complete the
work. The cost and expense of all the necessary labor, tools, material, and equipment
required to complete the work shall be included in the prices stated in the proposal.
3.2

BIDDER RESPONSIBLE TO LEARN LOCAL CONDITIONS

Bidders are cautioned to examine carefully the conditions affecting the collection and
transportation of municipal solid waste and recyclables and to acquaint themselves with the
quantity and character of the material to be handled under this Contract.
In the City of Portland, residential properties are eligible for curbside residential municipal
solid waste and recyclable collection service. The total number of collection stops per week
is approximately 15,000 but due the number of multi-family buildings, the total households
served is approximately 24,000. The annual weight of Municipal Solid Waste (MSW)
collected is approximately 9,500 tons. A complete summary will be provided at the preproposal meeting.
Each proposer is cautioned to become fully familiar with the City of Portland and all the
physical characteristics of the City which in any way affect the proposal and all services
contemplated herein. Submission of a proposal shall be deemed conclusive evidence that
the proposer is fully acquainted with and shall be fully responsible for any restrictions,
constraints, or any physical difficulties inside the municipal boundaries of the City of
Portland, including the site(s) to which the waste and recyclables shall be delivered and
processed. It is the proposers responsibility to base their proposal upon conclusions that
are drawn from their own investigations.
No equipment used to perform work in fulfillment of the obligations in this Contract shall
commingle solid waste, recyclables, yard waste, or food scraps collected from any
establishment other than those described in this Contract. The Contractor shall not allow
source separated material to be commingled in a collection vehicle. (Example: trash and
recyclables shall not be mixed in a singled load.) No material collected as part of this
agreement shall be mixed with material from entities outside of the City or any other

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location. All material collected under this agreement (except Leaf and Yard Waste) must
be delivered to facilities owned by ecomaine, 64 Blueberry Road, Portland, ME, unless
otherwise directed in writing by ecomaine or the City of Portland. Leaf and yard waste
must be delivered to Riverside Recycling, 910 Riverside Street, Portland, ME unless
otherwise directed in writing by the City of Portland.
It shall be the responsibility of the Contractor to adhere to all applicable sections of
Portlands Ordinances unless specified otherwise in this Contract.
3.3

WORK TO BEGIN and CONTRACT PERIOD

The City desires that services awarded as part of this RFP begin on July 3, 2017 and expects
the Contractor(s) selected to work diligently to achieve this goal. If circumstances beyond
the control of Contractor(s) make this unachievable, the City and the Contractor(s) shall
negotiate a mutually agreeable start date as close to July 3 as possible.
The contract period for all options will be for ten (10) years with a five (5) year renewal,
subject to mutual agreement.
3.4

CONTRACT ADMINISTRATION

The City of Portland, through the Director of Public Works or his designee, shall
administer the provisions of this Contract. The collection schedules, methods of collection,
and the transportation of material collected must all be in a manner satisfactory to the
Director of Public Works or his designee. Decisions of the Director of Public Works or his
designee will be final.
3.5

INVOICE AND PAYMENT

The contractor shall be entitled to payments to be made in the following manner:


Invoices: Each monthly invoice shall be for one twelfth (1/12) of the annual contract
price for work completed during the prior month.
Payment: Payment by the City to the contractor shall be made within thirty (30)
days from the date of receipt of invoice, subject to deductions and claims based on
contractors failure to perform work as specified.
The Contractor and the City of Portland shall have the right to negotiate regarding
stop count changes each year. Stop count change data shall be tabulated on two
separate dates mutually agreed upon and averaged.

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4.0

COLLECTION PROCEDURES
Definitions:
1. Acceptable Waste shall mean MSW, recyclables, food scraps, or yard and leaf
waste properly set at the curb for collection under the provisions of this contract.
2. City shall mean the City of Portland, a body corporate and politic of the State of
Maine and shall include all streets and ways and all buildings and improvements
within the City boundaries as set forth on an official map filed in the office of the
City Clerk.
3. Municipal Solid Waste (MSW) shall mean all Municipal Solid Waste as defined in
all applicable State Law and Rules for which the City accepts responsibility for
collection, transportation, and disposal.
4. Recyclables shall mean all components of Municipal Solid Waste as defined in all
applicable State Law and Rule for which the City accepts responsibility for
collection, transportation and which may be processed as recyclables according to
the City Ordinance and the Citys waste handling agreement with ecomaine.
5. Automated Collection shall mean a collection system consisting of specially
designed, wheeled carts and refuse and/or recycling collection vehicles that are
equipped with automated arms.
6. Food Scraps shall mean the scheduled collection of Residential household kitchen
waste on a regular or consistent manner. Schedule shall be approved by the Director
of Public Works or designee in accordance with the terms and conditions of these
specifications.
7. Leaf and Yard Waste shall mean leaf material, garden waste, and sticks or limbs no
greater than 4 long and 1 in diameter.
8. Holiday for Portland - If a holiday falls on the scheduled collection day, the
Contractor shall schedule a make-up of solid waste collection, recycling collection,
and food scrap collection for the holiday on a day approved by the Public Works
Director.
No collection occurs on Thanksgiving or the day after Thanksgiving.
Collection for Christmas and New Years Day will be negotiated. Service may be
performed on a Saturday.

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These days are collected on the designated Holiday:

Martin Luther King Day


Presidents Day
Patriots Day
Memorial Day
Independence Day (may be negotiated for collection before the holiday)
Labor Day
Columbus Day
Veterans Day

9. Ecomaine shall mean the waste handling facilities at 64 Blueberry Road in Portland.
Residential waste shall be delivered to this address per the Citys waste handling
agreement.
10. Riverside Recycling shall mean the City owned waste handling facility located at
910 Riverside Street, Portland, ME.
4.1

Curbside Collection:
1. Collection procedures shall be as stipulated by the Citys Ordinances and the
Director of Public Works or his designee. A copy of the Ordinance is available
upon request. The City-supplied "Unable to Collect" sticker shall be utilized by the
Contractor when, in the opinion of the Contractor, the Recycling or Solid Waste is
not in a PAYT-approved City bag at a particular residence should not be collected
because of a violation of the Portland Ordinances. The Contractor shall have the
ability to photograph any solid waste or recyclables not in compliance for automated
pick up.
2. No collection will be required from inside any building.
3. Solid waste and recyclables shall be placed at the curb in accordance with the
Ordinances and Policies of the City no later than 6:30 A.M., prevailing time, on the
day of collection and the Contractor shall commence collections at that time.
Collections shall end no later than 5:00 P.M. without the Director of Public Works
or his designees approval.
4. If during collections, materials are spilled onto a street, sidewalk or private property,
or if at any time materials are spilled or dumped out of a collection vehicle prior to
disposal, the contractor shall immediately cause the spilled material to be cleaned up
and placed in the collection vehicle before the vehicle proceeds to the next stop on
the collection route or shall promptly make all other necessary arrangements for its
immediate cleanup.

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The Contractor shall make all collections in covered recycling vehicles, trucks or
other collection vehicles as were proposed by the contractor and as were approved by
the City. The lids, doors and other openings of the collection vehicles shall remain
closed between stops and all waste shall be securely stored and covered in a
collection vehicle prior to the removal of such materials from Portland.
In emptying containers placed at the curbside, the contractors employees shall not
drop the Containers on sidewalks or other places and shall not handle the Containers
so as to allow damage to them, and once emptied, shall place them at least two (2)
feet off the traveled traffic way.
No Acceptable Waste shall be left in the containers.
No truck shall be emptied or partially emptied, or its load transferred, in any street in
the City or at any other place within the City, without prior written approval of the
Director or designee. Incidental amounts of Acceptable Waste may be transferred
between a collection vehicle and a supervisory or customer service vehicle. For
example, a supervisor may pick up a missed stop or collect several stops in a
construction area and transfer it to a collection vehicle.
All Acceptable Waste collected pursuant to the contract shall be collected by vehicles
which shall be empty and devoid of all waste prior to commencement of a collection
day route. The contractor may be required, at the sole discretion of the City, to
undergo spot checks of his vehicle or vehicles, and to cross a scale designated by the
City prior to commencement of collection of a day's route and/or at the time of
departure to the facilities at ecomaine or Riverside Recycling. The contractor may
also be required to establish tare weights at the commencement of the contract. The
contractor shall collect, transport and dispose of the City's Acceptable Wastes only.
5. The Contractor shall be responsible for repairing or replacing any damaged solid
waste or recycling carts if the damage is caused by Contractor. The Contractor shall
replace any carts if, in the opinion of the Director of Public Works or his designee,
the collectors did not exercise sufficient care. Any damage to the carts by City plow
trucks will be addressed by the City.
6. Under Option 2A, Contractor will deliver or cause to be delivered carts to each
home or residential building designated by the City. The price of the carts shall be
included in the cost proposed for service and, as such, shall be the property of the
City. Contractor shall have the carts hot stamped with information provided by the
City and shall ensure that each cart has an RFID tag embedded that can
communicate with a RFID tag reader. Cart shall be substantially similar to the carts
purchased by the City to contain Recyclables.
7. All solid waste and recyclables collected pursuant to these Specifications shall be
collected by vehicles which shall be empty and void of all solid waste or recyclables

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or other material prior to the commencement of a days collection route. No out-ofCity solid waste or commercial solid waste or any other material shall be mixed with
Citys residential solid waste collection by the Contractor.
8. All Acceptable Waste collected by the Contractor shall be transported on the same
day it is collected by the Contractor, unless permission is received from the Director
of Public Works or his designee to do otherwise. All collection trucks provided by
the Contractor shall be covered and have bodies designed to prevent spillage and
shall be maintained at all times in a clean and sanitary condition. The Contractor
shall comply with all State and Federal Laws and Regulations and City Ordinances
relating to the collection and transporting of solid waste and recyclables.
9. Direction/Supervision: The operation of collecting municipal solid waste and
recyclables shall be administered under the direction of the Director of Public Works
or his designee. A sufficient number of employees shall be employed by the
Contractor to efficiently do the work. The Contractor shall immediately rectify all
complaints of operation received by the Director of Public Works or his designee or
the Contractor.
10. The Contractor shall annually report to the City annual tonnage amounts on
recyclable materials and solid waste disposal. The Contractor will supply additional
reports as necessary.
11. In the event of breakdowns, the Contractor shall have access to spare equipment
within 24 hours or an alternate solution acceptable to the City to maintain
continuity of service.
12. The Contractor for Option 3, Food Scrap Collection will maintain and service all
containers for the length of the contract.
4.2

DISPOSAL AND RECYCLING

The Contractor shall be responsible for assuring that Acceptable Waste is collected and
disposed of consistent with the terms of Portlands Solid Waste Ordinance and waste
handling agreement with ecomaine. Consequently, all solid waste, recyclable material, or
food scraps shall be delivered to ecomaine facilities located on Blueberry Road in Portland
unless otherwise directed in writing by ecomaine or the Director of Public Works or
designee. Leaf and yard waste collected under this agreement shall be delivered to Riverside
Recycling, 910 Riverside Street unless otherwise directed in writing by the City. Contractor
shall be responsible for maintaining the quality of the recyclable material and making every
attempt to minimize contamination of said recyclable material. The Contractor at the
Contractors sole expense shall dispose of any recyclable material that is contaminated
during the collection process and is unacceptable for processing at ecomaine.
Ecomaine shall be the final authority on recyclable material that is deemed to be
contaminated and unacceptable for processing.

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Any fees for disposal, now or within the Contract period, and any extension thereof, shall
be the responsibility of the City for all municipal solid waste, recyclables, yard waste, or
food scraps collected under this Contract. The Contractor shall be responsible for any
recyclable material that is deemed contaminated and unfit for acceptance as a recyclable
material by ecomaine due to the Contractors negligence in sorting and/or safeguarding the
recyclable material while in his possession. The Contractor shall be responsible for all
licensing and permitting as required by State, Federal and local regulations.
4.3

COLLECTION ROUTES

The City will provide a route map for showing existing collection routes and schedules for
the collection of solid waste and recycling. Contractor may propose changes to the existing
routes and schedules if this creates efficiencies, improved service, or lower costs. Upon
acceptance of proposed routes, future changes shall be submitted to the Director of Public
Services for approval. Contractor may propose a reduction in route days collected provided
all pick up stops are achieved within the ordinance timeframe. Substantive changes to
the routes will require 60 days for approval by the Director of Public Works.
4.4

O.S.H.A. REGULATIONS

The Contractor shall, at all times, comply with O.S.H.A. regulations and enforce any SubContractors to abide accordingly. Any violation either by the Contractor or his/her SubContractors shall be the sole responsibility of the Contractor.
5.0

PROPOSAL FORMAT

Proposers are requested to utilize the proposal format presented in this RFP. The items
listed below, and the designated locations thereof, should be included in the proposal and in
the order shown. Each section should be clearly labeled with pages numbered and
separated by tabs. Failure by a Proposer to include information requested in this RFP may
result in the rejection of its proposal.
Tab I - Qualifications and Experience

Provide a cover letter indicating the underlying philosophy of the Proposer in


providing the service.
Provide information that documents the Proposers qualifications and current
experience to produce the required outcomes, including ability, capacity, skill, and
financial strength of both Proposer and Guarantor.
Attach resumes of all managers and senior-level supervisors who will be involved in
the management of the services.

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Tab II - Business Plan and Technical Proposal

Description of the Proposers team and the role of each member of the proposed
team in performing the proposed service.
Proposed team organizational structure, interrelationships and interactions
Proposed sub-contractors, if any and a description of their role in the proposed plan.
Detailed plan of approach (including major tasks and sub-tasks) in performing the
service proposed
Listing and description of equipment to be used by Proposer for services proposed.
Note the age and condition of equipment. Describe the plan to assure that
equipment shall be available to meet the service needs at all times. Describe how
leakage or debris from Vehicles will be minimized and/or handled
Quality control methods, complaint management and resolution procedures
Any complementary or additional services available to improve the value taxpayers
are receiving or to enhance their quality of life or address special needs
Methods for ensuring customer satisfaction and service quality and copies of related
company policies
Worker training and incentives

Tab III - Exceptions to the Terms and Conditions of Contract

Fully describe any exceptions to the general terms and conditions of the RFP.

Tab IV - References and Compliance

Proposer shall include three references receiving services from the Proposer that are
generally similar to those described in this RFP. Name of community, contact,
address and phone number shall be provided for each reference.
Describe any regulatory complaints or violations related to Proposers operations
received within the last five (5) years involving any company, partner, holding
company, or subsidiary; any partner or subcontractor on their proposal team.
Proposer shall describe any claims or litigation, if any, occurring within the last five
years, which are pending against it. State the nature of the claim(s), the parties
involved and its (their) status.

Tab V - Financial Stability and Ability to Obtain Insurance and Bonding

Proposer shall highlight data that demonstrate financial strength and stability.
Proposer shall also demonstrate the ability to obtain and maintain all bonding and
insurance as required in the RFP and described in Section 1.6.

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RFP #3817

Tab VI - Other Special Features

The City encourages Proposers to submit innovative ideas not otherwise specified in
other sections of the Proposal which will benefit the City. Proposer may include any
other information in this section that it feels will aid the City in evaluation of the
Proposal.

Tab VII - Cost

Detail the annual cost of program to the City. Fully describe any price mitigators
including host community tipping fees, material exchanges or revenue sharing from
the sale of recyclable materials that would reduce the annual cash cost to the City.
NOTE: Proposers need not propose on all options; however failure to submit a cost
proposal for a particular option will disqualify the proposer from being considered for
it. The City reserves the right to award each option separately or in any combination
deemed to be in the Citys best interest.

Tab VIII - Declaration and Addenda

Proposer shall include the signed Proposal and shall include acknowledgement of all
addenda received, if any.

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RFP #3817

PROPOSAL FORM
CURBSIDE COLLECTION SERVICE OF SOLID WASTE,
RECYCLABLE MATERIAL, YARD WASTE,
AND FOOD SCRAPS
RFP #3817
** THIS SHEET MUST BE INCLUDED IN YOUR PROPOSAL **
The undersigned hereby declares that he/she or they are the only person(s), firm or corporation
interested in this proposal as principal, that it is made without any connection with any other
person(s), firm or corporation submitting a proposal for the same, and that no person acting for
or employed by the City of Portland is directly or indirectly interested in this proposal or in any
anticipated profits which may be derived there from.
The undersigned hereby declares that they have read and understand all conditions as outlined in
this Request for Proposals, and that the proposal is made in accordance with the same.
The bidder acknowledges the receipt of Addenda numbered: __________________________
COMPANY NAME: ___________________________________________________________
AUTHORIZED SIGNATURE: ___________________________________________________
DATE: ______________________________________________________________________
PRINT NAME & TITLE: _______________________________________________________
ADDRESS: __________________________________________________________________
E-MAIL ADDRESS: __________________________________________________________
PHONE NUMBER: _____________________ FAX NUMBER: ________________________
TYPE OF ORGANIZATION - PARTNERSHIP, CORPORATION, INDIVIDUAL, OTHER:
____________________________________________________________________________
STATE OF INCORPORATION, IF APPLICABLE: __________________________________
FEDERAL TAX IDENTIFICATION NUMBER (Required): ___________________________
AUTHORIZED SIGNATURE: ___________________________________________________
DATE: _______________________________________________________________________
NOTE: Proposals must bear the handwritten signature of a duly authorized member or employee
of the organization submitting a proposal.

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RFP #3817

Proposal (Cont.)
Provide a lump sum price for each year of the noted services:
Option 1: Curbside Recycling, Cart Based, City Supplied Carts
Year 1:

___________________

Year 2:

___________________

Year 3:

___________________

Year 4:

___________________

Year 5:

___________________

Year 6:

___________________

Year 7:

___________________

Year 8:

___________________

Year 9:

___________________

Year 10:

___________________

Total Cost:

___________________

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Option 2: Curbside Trash Collection, PAYT, No Carts

Year 1:

___________________

Year 2:

___________________

Year 3:

___________________

Year 4:

___________________

Year 5:

___________________

Year 6:

___________________

Year 7:

___________________

Year 8:

___________________

Year 9:

___________________

Year 10:

___________________

Total Cost:

___________________

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RFP #3817

Option 2A: Curbside Trash Collection, PAYT, Cart Based


Year 1:

___________________

Year 2:

___________________

Year 3:

___________________

Year 4:

___________________

Year 5:

___________________

Year 6:

___________________

Year 7:

___________________

Year 8:

___________________

Year 9:

___________________

Year 10:

___________________

Total Cost:

___________________

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RFP #3817

Option 3: Household Food Scrap Collection


Year 1:

___________________

Year 2:

___________________

Year 3:

___________________

Year 4:

___________________

Year 5:

___________________

Year 6:

___________________

Year 7:

___________________

Year 8:

___________________

Year 9:

___________________

Year 10:

___________________

Total Cost:

___________________

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Option 4: Leaf and Yard Waste Collection


Year 1:

___________________

Year 2:

___________________

Year 3:

___________________

Year 4:

___________________

Year 5:

___________________

Year 6:

___________________

Year 7:

___________________

Year 8:

___________________

Year 9:

___________________

Year 10:

___________________

Total Cost:

___________________

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RFP #3817

Option 5: Roll off Service


Year 1:

___________________

Year 2:

___________________

Year 3:

___________________

Year 4:

___________________

Year 5:

___________________

Year 6:

___________________

Year 7:

___________________

Year 8:

___________________

Year 9:

___________________

Year 10:

___________________

Total Cost:

___________________

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RFP #3817

Option 6: Public Space Trash/Recycling Collection


Year 1:

___________________

Year 2:

___________________

Year 3:

___________________

Year 4:

___________________

Year 5:

___________________

Year 6:

___________________

Year 7:

___________________

Year 8:

___________________

Year 9:

___________________

Year 10:

___________________

Total Cost:

___________________

26