HomeMy WebLinkAbout6-10-26 ENR PacketAGENDA
CITY OF MAPLEWOOD
ENVIRONMENTAL AND NATURAL RESOURCES COMMISSION
Wednesday, June 10, 2026
6:00 p.m.
Maplewood City Council Chambers
1803 County Road B East
1. Call to Order
2. Roll Call
3. Approval of Agenda
4. Approval of Minutes
a. May 13, 2026
5. Returning Business
a. Residential Recycling and Trash Request for Proposal
6. New Business
7. Visitor Presentations
8. Commissioner Presentations
9. Staff Presentations (oral reports)
a. City Programs and Events
1) Waterfest Follow Up – May 30
2) Celebrate Summer Event #1 at Afton Heights Park – July 8
b. June 8, 2026, City Council Meeting Update
1) Environmental and Natural Resources Commission Annual Report
2) Climate Mitigation Plan
c. Wakefield Community Building Solar Project Update
d. Environmental and Natural Resources Commission Calendar
10. Adjourn
MINUTES
CITY OF MAPLEWOOD
ENVIRONMENTAL AND NATURAL RESOURCES COMMISSION
Wednesday, May 13, 2026
6:00 P.M.
1.CALL TO ORDER
Chairperson Saunders-Pearce called a meeting of the Environmental and Natural
Resources Commission to order at 6:02 p.m.
2.ROLL CALL
Rebecca Bryan, Commissioner Present
Joanne Cryer, Vice-Chairperson Present
Benjamin Guell, Commissioner Absent
David Lates, Commissioner Present
Ted Redmond, Commissioner Absent
Wes Saunders-Pearce, Chairperson Present
Deborah Schneiderman, Commissioner Present
Staff Present
Shann Finwall, Sustainability Coordinator
3.APPROVAL OF AGENDA
Commissioner Lates moved to approve the May 13, 2026, agenda.
Seconded by Commissioner Bryan. Ayes – All
The motion passed.
4.APPROVAL OF MINUTES
a.April 8, 2026
Commissioner Schneiderman moved to approve the April 8, 2026, minutes as
written.
Seconded by Commissioner Lates. Ayes - All
The motion passed.
5.RETURNING BUSINESS
a.Final Climate Mitigation Plan
Agenda Item 4.a.
2
Shann Finwall, Sustainability Coordinator, introduced the final Climate Mitigation
Plan.
The Commission agreed that the additional action items involving transportation
and connections with the County and surrounding communities were positive
additions and were looking forward to moving forward with implementing the
actions once approved.
Commissioner Bryan made a motion to approve the final Climate Mitigation Plan.
Seconded by Commissioner Cryer. Ayes – All
The motion passed.
6.NEW BUSINESS
a.Recycling and Trash Request for Proposal Update
Shann Finwall, Sustainability Coordinator, updated the Commission on the
Recycling and Trash Request for Proposal and asked for two Commission
volunteers to serve on the Proposal Review Committee.
The Commission had the following questions and feedback:
•Recycling Carts:
o How would the City fund the carts? Staff explained the County
offers a public entities solid waste grant to cover up to half the
price, and the other half could be funded with City’s recycling
reserve fund (excess budget funds from the trash and recycling
program) or utility bonds. The Finance Department has not
reviewed this proposal yet, so the funding methods would need to
be studied further.
o Why would it be beneficial for the City to own recycling carts?
Staff explained it would allow all haulers to propose on the City’s
contract, even the smaller haulers who don’t have the resources
to roll out 12,000 recycling carts. Additionally, it allows the City to
better manage its solid waste program.
•Yard Waste
o It would be beneficial to know what if residents prefer an opt-in or
all-inclusive yard waste system.
o Some people don’t have room to store an additional cart for yard
waste.
o Either system should ensure that the cost of the yard waste is
affordable.
o Generally, the Commission is supportive of continuing the opt-in
system but reviewing alternative billing options to allow people to
opt-in later in the season and get prorated rates or have monthly
billing.
•Pay as You Throw: The City should continue with some form of Pay as
You Throw trash cart pricing to ensure larger carts are paying larger
amounts.
3
•Bulky Items: It would be beneficial to see what type of alternative
curbside bulky item collection contractors propose besides the pay-per-
item system the City currently has.
•Proposal Review Committee: Chair Wes Saunders-Pearce and
Commissioner Lates volunteered to serve on the Proposal Review
Committee.
Chair Saunders-Pearce made a motion to appoint himself and Commissioner
Lates to the Recycling and Trash Proposal Review Committee:
Seconded by Commissioner Lates. Ayes – All
The motion passed.
b.Environmental and Natural Resources Commission Annual Report
Shann Finwall, Sustainability Coordinator, introduced the Environmental and
Natural Resources Commission Report.
Chair Saunders-Pearce volunteered to present the report to the City Council on
June 8.
Commissioner Bryan made a motion to approve the Environmental and Natural
Resources Commission Annual Report.
Seconded by Commissioner Cryer. Ayes – All
The motion passed.
7.VISITOR PRESENTATIONS
None
8.COMMISSIONER PRESENTATIONS
None
9.STAFF PRESENTATIONS
Shann Finwall, Sustainability Coordinator, updated the Environmental and Natural
Resources Commission on the following:
a.City Programs and Events
1)Spring Clean Up Follow Up – April 25
2) Waterfest – May 30, 11 a.m. to 4 p.m., Phalen Lakeside Activity Center
The Commission’s Waterfest booth will focus on stormwater management
to include education and outreach on how to keep our lakes and wetlands
clean through the Adopt a Drain program and other best practices.
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Commissioners Bryan and Cryer volunteered to assist with booth
materials. Commissioners Bryan, Cryer, and Lates volunteered to take a
shift at the Waterfest booth.
b.Environmental and Natural Resources Commission Calendar
10.ADJOURNMENT
Commissioner Lates moved to adjourn the meeting.
Seconded by Commissioner Bryanl. Ayes – All
The motion passed and Chairperson Pearce-Saunders adjourned the meeting at 7:20
p.m.
ENVIRONMENTAL & NATURAL RESOURCES COMMISSION STAFF REPORT
Meeting Date June 10, 2026
REPORT TO:
REPORT FROM:
PRESENTER:
AGENDA ITEM:
Action Requested: ☐ Motion Discussion ☐ Public Hearing
Form of Action: ☐Resolution ☐ Ordinance ☐Contract/Agreement ☐ Proclamation
Summary:
The City contracts with Tennis Sanitation for residential single and multi-dwelling recycling
collection and Republic Services for residential single-dwelling trash and yard waste collection with
contract terms of January 1, 2025, to June 30, 2027. The City must enter a new contract for these
services by July 1, 2027.
Recommended Action:
Staff is looking for feedback on the draft Request for Proposal.
Fiscal Impact:
Is There a Fiscal Impact? No ☐ Yes, the true or estimated cost is $0
Financing source(s): ☐ Adopted Budget ☐ Budget Modification ☐ New Revenue Source
☐Use of Reserves ☐ Other: n/a
Strategic Plan Relevance:
Safety ◊Focus Area: Maintain and enhance infrastructure and environmental systems
Sustainability ◊ Focus Area: Advance environmental stewardship initiatives
☐Development ◊ Focus Area:
The City’s residential recycling and trash/yard waste programs create operational effectiveness
by protecting the public health and safety and promoting city cleanliness and livability. They are
also an important component of the City’s green infrastructure - which purpose is to achieve a
reduction in waste generated by using best management practices to protect air quality, water
quality, and natural resources.
Background:
The City is preparing a Request for Proposal (RFP) for new residential recycling and trash/yard
waste contracts. By releasing an RFP rather than negotiate new contracts the City will ensure
competitive proposals and pricing, possible substantive improvements to the systems (not just
updates to existing contract language), and possible bundling the two contracts to achieve greater
efficiency.
Agenda Item 5.a.
Ramsey County Support
Ramsey County offers free technical support for solid waste management through its Public Entities
Solid Waste Technical Assistance Program. Foth Infrastructure and Environment, the County’s solid
waste consultants, have been assisting the City with the draft RFP. Once proposals are received,
they will also conduct a financial review and assist in contract negotiations.
Request for Proposal Document
Following is an outline of the draft RFP:
1. RFP Packet: The RFP packet will contain the RFP body, forms and attachments. Attachment A
and Attachment B will include the draft trash and recycling contracts. Attached to this staff report
is just the RFP body for review.
2. Alternates: Respondents to the RFP will have the choice to propose any alternate or
combination of alternates.
a. Alternate 1 – Bundled trash and recycling
b. Alternate 2 – Trash only
c. Alternate 3 – Recycling only
3. Term of Contract(s): The proposed term of the new Contract(s) is for five years beginning
operations on July 1, 2027, and ending June 31, 2032, with extension possible.
4. Responsibilities of the City and Contractor(s):
a. Recycling Collection:
1) New Item
a) The City will own the recycling carts, with all recycling cart management services to
be the responsibility of the recycling contractor.
2) Continued Items
a) The recycling contractor will take calls directly from residents for most of the
questions about recycling operations. Most recycling billing questions would continue
to be handled by city staff unless the recycling contractor takes on that responsibility
in a future contract (refer to options below).
b) Weekly curbside recycling using recycling carts collected in single-stream form for
single-dwellings and carts and dumpsters for multi-dwellings.
c) The recycling contractor will process and market all recyclables; take all the risk of
recyclables market price fluctuations; and retain all revenue from sale of recyclables
(or pay the processing charges). All recycling costs would be reflected in the
recycling contract price.
d) Recycling will continue to be charged per household per month.
e) City buildings and park facilities will receive recycling collection services at no cost to
the City as part of the overall contract.
f) Small businesses and churches can opt into the City’s residential recycling program.
2
g) Textile recycling will be collected at the curb, with a value-add request to recycle
reusable and non-resable textiles.
3) Options
a) A contractor has the option to do the billing for recycling services instead of the City
arranging for this billing through the St. Paul Regional Water Services utility bill. This
option would only be available for a combined recycling and trash contract.
b) Use of alternative fuels for trucks (e.g., CNG, electric).
b. Trash Collection:
1) Continued Items
a) Trash contractor will do the billing and most administrative customer services.
b) Trash service levels will continue as follows: 20-gallon/every other week; 20-gallon
every week; 35-gallon/every week; 65-gallon/every week; and 95-gallon/every week.
c) The City will continue to own the trash carts, but all trash cart management services
would continue to be handled by the trash contractor.
d) The trash contractor will provide the staff and collection services for entry point
invoicing and the collection of mixed solid waste and bulky metals at the Spring
Clean Up at no cost to the City as part of the overall contract.
e) City buildings and park facilities will receive trash and organics collection services at
no cost to the City as part of the overall contract.
f) The City will continue to implement the Pay As You Throw (PAYT) trash pricing
schedule for single dwellings.
g) Bulky waste collection service would remain an option for residents and charged by
the trash contractor on a per item basis, with a value-add request for alternative
bulky item collection (e.g., three bulky items free per year) and additional recycling
and reuse options for bulky items.
h) Yard Waste Collection service would remain an option for residents with a request to
offer monthly billing, rather than seasonal. Yard waste carts would continue to be
owned by the contractor.
2) Options
a) Use of alternative fuels for trucks (e.g., CNG, electric).
Proposal Review Committee
The Proposal Review Committee includes two Environmental and Natural Resources
Commissioners (Chair Saunders-Pearce and Commissioner Lates) City and County staff. Foth
Infrastructure and Environment will complete a cost analysis of the proposals. The City’s objective
is to enhance the value of the overall package of services without increasing prices charged to
residents if possible. The following evaluation criteria will be used:
3
1. Economics
2.Proposal content and overall responsiveness
3. Safety
4. Environmental
5. Qualifications
RFP Schedule
Following is the proposed timeline for the RFP, contract negotiations, and implementation schedule:
•May to June 2026: Staff, consultants, and County to draft RFP document.
•June 10, 2026: Environmental and Natural Resources Commission to review draft RFP
document.
•June 22, 2026: City Council to review and approve RFP document and authorize release of
the RFP
•July 8, 2026: RFP released
•July 22, 2026: Questions from proposers due
•July 29, 2026: Responses to questions provided
•August 19, 2026: Proposals due (six weeks after release)
•August 24, 2026: Proposals distributed to Proposal Review Committee (PRC) for review.
•September 2, 2026: PRC meeting #1 (proposal rankings)
•September 9, 2026: PRC meeting #2 (economic analysis to help compare proposals)
•September 16, 2026: PRC meeting #3 if needed (determine top 2-3 haulers)
•September 23, 2026: Interviews with top 2-3 haulers
•October 12, 2026: City Council reviews proposed rankings and authorizes finalization of
draft contract
•October 13 through November 30, 2026: Contract negotiations
•City Council review dates (final contract review, Plan B if negotiations fail, final contract
approval):
o November 9, 2026
o November 23, 2026
o December 14, 2026
•January/February 2027: City Council authorizes purchase of recycling carts if needed
•May/June 2027: New recycling cart roll out if needed
•July 1, 2027: Start of new contracts
Attachments:
Draft Body of the Recycling and Trash Request for Proposal
4
City of Maplewood, Minnesota
Request for Proposals (RFP) for
Trash and Recycling Collection Services
Scheduled Release Date:
July 8, 2026
Proposal Due Date:
August 10, 2026; 4 p.m.
City of Maplewood
1902 County Road B East
Maplewood, MN 55109
Attachment
City of Maplewood
RFP for Trash and Recycling Collection Services
ii
pw:\\PW-APS1.foth.com:PW_IE\Documents\Clients\Ramsey Co PH MN\0019R001.00\10000 Reports\MAPLEWOOD 2019 FINAL RFP PACKET FOR RELEASE
5-20-19\1 - RFP Body.docx
Request for Proposals for
Trash and Recycling Collection Services
Table of Contents
1 Introduction .............................................................................................................. 1
1.1 Statement of Intent and City Goals ................................................................. 1
1.2 Summary of Requested Collection Services in this RFP ................................. 1
1.3 Background – Description of Current Operations ............................................ 2
1.3.1 Trash Contract .................................................................................... 2
1.3.2 Recycling Contract .............................................................................. 5
1.3.3 General Information ............................................................................ 6
2 Description of Proposal Alternates ........................................................................... 7
2.1 Alternate 1 – Bundled Trash and Recycling into One Contract ....................... 7
2.2 Alternate 2 – Trash Only ................................................................................. 9
2.3 Alternate 3 – Recycling Only ........................................................................... 9
2.4 Service Options ............................................................................................. 10
2.4.1 Option 1 – Organic Waste Recycling Service ... Error! Bookmark not
defined.
2.4.2 Option 2 – Contractor Undertakes the Recycling
(Available for Alternate 1 Only) ................................................................... 10
2.4.3 Option 3 – Proposed Consolidation of Collection Service Areas Error!
Bookmark not defined.
2.5 Other Alternate Proposals and Service Options ............................................ 11
3 Multi Dwelling Recyclables Collection Requirements ............................................ 11
4 City Buildings & Parks Facilities ............................................................................. 12
5 Yard Waste ............................................................................................................ 13
6 Bulky Items ............................................................................................................ 13
7 Spring Clean Up Services ...................................................................................... 13
8 Public Education and Outreach ............................................................................. 15
9 Pollution Reduction and Environmentally Sustainable Initiatives ........................... 15
10 Annual Report of Accounts .................................................................................... 15
11 Billing ..................................................................................................................... 15
12 Term of Contract .................................................................................................... 15
13 Submitting Proposals ............................................................................................. 16
13.1 RFP Schedule ............................................................................................... 16
13.2 Notification of Intent ...................................................................................... 16
13.3 Questions ...................................................................................................... 16
13.4 City Designated Contact ............................................................................... 17
13.5 Proposals Held Confidential .......................................................................... 17
13.6 Review of Proposals ..................................................................................... 17
City of Maplewood
RFP for Trash and Recycling Collection Services
iii
13.7 Negotiations .................................................................................................. 17
13.8 Award of Contract ......................................................................................... 17
13.9 New Contract ................................................................................................ 17
14 Proposals May be Rejected in Whole or Part ........................................................ 17
15 How to Submit Proposals ...................................................................................... 18
16 Proposal Content ................................................................................................... 18
16.1 Proposal Content Checklist ........................................................................... 18
16.2 References .................................................................................................... 18
16.3 Litigation ........................................................................................................ 19
16.4 Price Worksheet(s) ........................................................................................ 19
16.5 Pay As You Throw (PAYT) Future Trash Pricing Schedule .......................... 19
17 Respondents May Team with Other Companies ................................................... 19
18 RFP and Proposal to Become Part of Final Contract ............................................. 19
19 Evaluation Criteria ................................................................................................. 20
20 Standard Contract Agreement Terms and Conditions ........................................... 20
Tables
Table 1.1 City Trash Carts Deployed to Residential Single Dwelling Units in 2018 ....... 3
Table 1.2 Trash Cart Activity For Single Dwelling Units in 2018 ..................................... 4
Table 1.3 Current Lifts per Collection Zone ..................................................................... 4
Table 1.4 Estimated Recyclables Composition ............................................................... 5
Table 1.5 Single Dwelling and Multi Dwelling Units in Maplewood Served by Recycling 6
Table 1.6 Single Dwelling Units Served by Recycling by Service Area 2018 .................. 7
Table 15.1 Future PAYT Increments ............................... Error! Bookmark not defined.
iv
RFP Forms
Proposal Cover Letter
Form A Proposal Content Checklist
Form B Contractor Questionnaire (including references)
Form C Certification of Binding Signature
Form D Certification of Independent Proposal Pricing
Form E Price Worksheets
Form F Itemized Listing of Trucks and Other Collection Equipment
Form G Acceptance of Draft Contract for Services
Form H Acknowledgement of Receipt of Addenda
Form I Bulky Waste Items Price Worksheet
RFP Attachments
Attachment A Draft Trash Services Agreement
Attachment B Draft Recycling Services Agreement
Attachment C List of Multi Dwelling Complexes
Attachment D City’s Solid Waste Guide
Agreement Appendices
Appendix A Definitions
Appendix B Map of Trash & Recycling Service Areas
Appendix C List of Recyclable Materials
City of Maplewood
RFP for Trash, Yard Waste and Recycling Collection Services ♦ 1
1 Introduction
1.1 Statement of Intent and City Goals
The City of Maplewood is seeking Proposals from qualified companies (referred to as
“Respondents”) to provide curbside collection of solid waste materials from City
residents. In general terms, Trash collection services, including Yard Waste and Bulky
Items, is collected from Single-Dwellings up to four-units in size. Recyclable Materials
are collected from Single and Multi Dwellings.
This Request for Proposals (RFP) packet defines the service standards, specifications
and proposal requirements of the Trash and Recycling program for the City of
Maplewood, Minnesota (City). This RFP packet includes two draft contracts as
Attachment A (Draft Trash Services Agreement) and Attachment B (Draft Recycling
Services Agreement), plus all associated contract appendices. Appendix A includes the
definitions used throughout this RFP packet. Defined terms are capitalized throughout.
The goals of the City are to:
1. Provide safe and high quality Trash and Recycling collection services that are
directly responsive to the needs of Maplewood residents and enhance a sense of
community;
2. Maximize the recovery of Recyclable Materials and minimize Trash disposal in
the most cost-effective manner possible; and
3. Improve education of all City residents about Trash and Recycling services to
improve Recycling participation and recovery rates.
1.2 Summary of Requested Collection Services in this RFP
The City seeks to enter into Trash and Recycling Contract(s) with a company (or
companies) that has the qualifications, resources and ability to provide collection
services for the entire City. It is the intent of the City to accept and evaluate proposals
for Trash and Recycling services including collection, processing, and/or disposal of
Trash, Recycling, Yard Waste, and Bulky Items.
The City currently has two separate contracts: one for Single Dwelling Trash collection
services (including separate collection services for Yard Waste and Bulky Items) and a
second for Single and Multi Dwelling Recyclables collection. The City is releasing this
RFP to solicit proposals for:
♦ Alternate 1: Trash plus Recycling combined into one contract;
♦ Alternate 2: Trash only as a separate contract; and/or
♦ Alternate 3: Recycling only as a separate contract.
City of Maplewood
2 ♦ RFP for Trash and Recycling Collection Services
The City encourages Respondents to submit their best proposal (or proposals).
Proposals must be directly responsive to the minimum requirements in this RFP.
Respondents are encouraged to go beyond the minimum specified services to add
additional value to residents and/or the City.
Qualified Respondents must propose to use a standard carted, single-stream
(commingled) method of collecting Recyclable Materials from Single Dwellings. Carts
and/or dumpsters should be used for Recyclable Materials collection for Multi Dwellings,
depending on the unique needs of each property. Qualified Respondents must propose
to use a standard carted method of collecting Trash from Single Dwellings.
The City currently owns the Trash carts. The City intends to purchase and roll-out new
Recycling carts for Single and Multi Dwellings curbside collection and some recycling
dumpsters for Multi Dwelling collection. The roll out of the new carts and dumpsters is
scheduled for June 2027.
The City will select the proposal (or proposals) that provides the highest value to
Maplewood residents.
Respondents may submit multiple proposals addressing one, two or three of the above
RFP-defined alternates. Additional alternates may also be submitted as designed by
Respondents. Each alternate proposed must be explicitly described and have distinct,
associated pricing using a separate Proposal Price Worksheet.
1.3 Background – Description of Current Operations
The City of Maplewood currently has two separate contracts: one for Single Dwelling
Trash and a second for Single and Multi Dwelling Recycling.
1.3.1 Trash Contract
The City has had an organized Trash collection program since 2012. The current Trash
agreement requires the contractor to collect from Single Dwellings. The current estimate
of residential Trash accounts is 8,825 Single Dwellings, which includes 99 townhomes
and manufactured homes that have opted into the City’s Trash contract. The current
Trash contract includes an optional Yard Waste service (annual subscription or pay per
bag) and Bulky Item collection (on call, pay per item).
Property owners of Multi Dwellings (five units per building and above) are responsible
for arranging their own Trash, Yard Waste, and Bulky Item collection services and are
not under the current City Trash contract. Townhomes and manufactured homes can
opt into the City’s Trash service. There are approximately 2,270 townhomes and
manufactured homes that have not opted into the City’s Trash contract but could do so
in the future.
City of Maplewood
RFP for Trash, Yard Waste and Recycling Collection Services ♦ 3
Trash carts are owned by the City and were first rolled out as part of the organized
Trash collection system with service that began in 2012. The City purchased standard,
Otto Trash carts in three different sizes. The “mini” – sized Trash cart (20-gallon) is
actually a small (35-gallon) Trash cart with a false bottom installed to reduce the
capacity of the cart.
Yard Waste may be collected weekly to subscribing properties on the same day as
Trash/Recyclables collection during the Yard Waste season (April through November,
weather permitting). Approximately 1,451 Single Dwellings subscribe to carted, Yard
Waste collection. The current Trash contractor provides a separate, large (95-gallon)
Yard Waste cart to subscribing residents.
As part of the current Yard Waste subscription service, there is no additional cost for
collection of up to five (5), additional Compostable Bags of Yard Waste. If residents do
not subscribe to Yard Waste service, they may also order collection of bagged Yard
Waste on call (i.e., “pay per bag”). All bagged Yard Waste must be in certified
Compostable Bags only. The current Trash contractor is required to leave behind any
Yard Waste incorrectly set out in non-compostable bags along with an education tag.
Regular (year-round) Bulky Item collection service is available only to residential Single
Dwellings that have City-contracted Trash service. The Bulky Item service is not
intended to replace the need for a large roll-off for projects such as a home remodeling
project or a major property clean-up. The Trash contractor is responsible for customer
service related to residents’ orders for Bulky Items and must pay the tipping fee and/or
any other disposal cost. In 2025, 925 Bulky Items were collected and disposed of.
The City also has a Fall Clean Up Campaign in October of each year where the Trash
contractor provides Bulky Item collections for a discount due to the more concentrated
number of stops over a single month (rather than spread out throughout
the rest of the year). The Trash contractor reported 128 Bulky Items collected in the
Fall Clean Up Campaign in 2025..
The table below describes the number of City Trash carts by size deployed to
residential Single Dwellings as of December 31, 2025. (Note: This Trash cart count
may not exactly match the number of residential Single Dwelling accounts due to
different reporting methods, and time periods.)
Table 1.1
City Trash Carts Deployed to
Residential Single Dwellings as of December 31, 2025
Trash Cart Service Level Year End Count
20-gallon, Every Other Week (EOW) 94
20-gallon, Weekly 314
32-gallon, Weekly 1,200
65-gallon, Weekly 3,444
City of Maplewood
4 ♦ RFP for Trash and Recycling Collection Services
Trash Cart Service Level Year End Count
95-gallon Weekly 3,880
2 x 32-gallon, Weekly 14
2 x 65-gallon, Weekly 54
3 x 65-gallon, Weekly 9
2 x 95-gallon, Weekly 332
3 x 95-gallon, Weekly 51
4 x 95-gallon, Weekly 60
5 x 95-gallon, Weekly 0
Trash carts in use 9,452
The current Trash contractor handles all Trash cart management and operations
including the number of services listed in the table below for Single Dwellings in 2025.
Table 1.2
Trash Cart Activity
For Single Dwellings in 2025
Trash Cart Activity Annual Total
Volume switches 16
Replacement or repair 21
Removal 38
Delivery 54
Remove Yard Waste cart 7
Add Yard Waste cart 0
Total Activity 136
The current Trash contractor reports the following number of lifts per collection zone as
of December 31, 2025. (Note: This Trash cart count may not exactly match the number
of residential Single Dwelling accounts due to different reporting methods and time
periods.)
Table 1.3
Current Trash Lifts per Collection Zone
Zone Day Number of Lifts per Zone
Monday 2,393
Tuesday 850
Wednesday 1,843
Thursday 1,516
Friday 1,912
City of Maplewood
RFP for Trash, Yard Waste and Recycling Collection Services ♦ 5
1.3.2 Recycling Contract
There are 10,982 Single Dwellings, which includes townhomes and manufactured
homes that can be collected curbside. Additionally, there are 4,954 Multi Dwellings that
are collected at centralized areas of a Multi Dwelling building. There are 891 Multi
Dwellings that have Recycling through other haulers, but must opt into the City’s
Recycling contract once the properties are sold according to the City’s solid waste
ordinance. There are 161 Multi Dwellings that do no have recycling due to
contamination issues and challenges getting the properties to restart recycling.
RFP Attachment C contains the current list of Multi Dwelling addresses with City-
contracted Recycling service. This list is based on the best available data and may
change from time-to-time.
The City’s Recycling contractor reports that 26 small businesses and churches have
opted into the City’s Recycling program, with a total of 36 Recycling carts.
The City employs a single-stream Recycling program for the collection of all Recyclable
Materials including Textiles. (Note: The current Recycling contractor subcontracts out
the collection of Textiles.) The list of Recyclable Materials is itemized in the Agreement
Appendix C. The City’s current Recycling contractor reports 13,889 pounds of textiles
were collected in 2025.
In 2025 the City’s Recycling contractor reports the following Recyclables composition
derived from an annual materials analysis for the facilities recycling stream as a whole:
Table 1.4
Estimated Recyclables Composition
(Derived from an annual materials analysis for the current contractor’s MRF based on all Recyclables)
Type
Percent
Cardboard 31.28% Includes all cardboard boxes.
Paper 21.47% Includes cardboard, paper, newspaper and junk mail
Scrap metal 3.31% Metal pans and misc. metal
Large Plastic 3.06% Toys; patio furniture and large containers
HDPE “Z-Bale” Plastic 10.17% Food and beverage containers
PET Plastic 9.73% Food and beverage containers
Tin: 2.60% includes all bi-metal and tin cans
Glass: 10.77% Includes all clear, brown and green colors
Aluminum 3.11% Includes all aluminum cans
Linens .51% Reusable clothes and shoes
Milk Cartons: 1.20% Beverage cartons
Residuals (trash) 2.8% Includes all residuals and trash
Currently the Recycling contractor owns the Recycling carts. The default size provided
to residents is a large (95-gallon) Recycling cart; however, residents can choose from
three different size Recycling carts (35, 65, and 95 gallon). Residents in Single-
City of Maplewood
6 ♦ RFP for Trash and Recycling Collection Services
Dwelling Units may request additional Recycling carts without additional charge to
residents.
The City currently coordinates the billing for Recycling through the Saint Paul Regional
Water Services, the water utility agency for Maplewood. (Note: The City is encouraging
Respondents proposing Alternate 1 (Bundled Trash and Recycling) to propose taking
over the billing administration for Recycling as an option.)
1.3.3 General Information
The City’s current contracts with the existing service providers both expire on June 30,
2027. Both the Trash and Recyclables are collected weekly from Single Dwelling Units,
on the same day, currently Monday through Friday. Recyclables Collection from Multi
Dwelling Units is on a weekly schedule, on the same day as Trash Collection, currently
Monday through Friday, using Recycling carts. The City is divided into five zones
(Service Areas) which correspond to each of the five days that Trash and Recyclables
collections are provided. (See Agreement Appendix B for a map of the Trash and
Recycling Service Areas.)
In 2025, approximately 8,262 tons of Trash, 373 tons of Yard Waste, 925Bulky Items
and 2,657 tons of Recyclable Materials were collected from Maplewood residents
residing in Single Dwelling Units, and 289 tons of Recyclable Materials collected from
Multi Dwelling Units as reported to the City.
The table below itemizes the City’s best counts of Single Dwelling and Multi Dwelling
units in Maplewood currently served. (Note: These dwelling unit counts may not exactly
match the number of residential Single Dwelling accounts due to different reporting
methods and time periods.)
Table 1.5
Single Dwelling and Multi Dwelling Units in Maplewood Served by Recycling
Single Dwelling Units Carts 10,982
Multi Dwelling Units Carts and Dumpsters 4,954
Note that the Single Dwelling Units served under the current Recycling contract include
townhomes and manufactured homes. The Multi Dwellings have a centralized Recycling
station (i.e., with multiple carts or dumpsters) at each property.
The following table itemizes the number of Single Dwelling units by Service Area using
the City’s best estimates for 2025. (Note: These dwelling unit counts by Service Area
may not exactly match the number of residential Single Dwelling accounts from the
current contractors due to different reporting methods and time periods.)
City of Maplewood
RFP for Trash, Yard Waste and Recycling Collection Services ♦ 7
Table 1.6
Single Dwelling Units Served by Recycling
By Service Area 2025
Monday 2,934
Tuesday 1,562
Wednesday 2,667
Thursday 1,856
Friday 2,662
The map of the City’s scheduled Trash/Recycling days, by Service Area, can be
found in Agreement Appendix B (Map of Trash and Recycling Service Areas).
The current Trash contractor provides the billing and all related customer services for
the Trash, Yard Waste, and Bulky Item collection operations. The City currently
manages the billing for Recycling services with all customer service calls being handled
by the Recycling contractor.
2 Description of Proposal Alternates
The City is seeking proposals for three system Alternates. Respondents may propose
on one, two or all three Alternates, but separate price worksheets must be submitted
with each Alternate proposed. The following are summaries of the system Alternates;
detailed service standards are in Attachment A (Draft Trash Services Agreement) and
Attachment B (Draft Recycling Services Agreement).
2.1 Alternate 1 – Bundled Trash and Recycling into One Contract
Alternate 1 identified by the City for purposes of this RFP is a bundled Trash and
Recycling contract. (Note: For purposes of this RFP packet, the term “Trash” services
shall mean collection of Trash, Yard Waste and Bulky Items.)
The Contractor must undertake the billing and customer service requirements for Trash,
Yard Waste and Bulky Item services. The Contractor shall be responsible for billing
residents for the State Solid Waste Management Tax and the County Environmental
Charge and then to submit these fees to the appropriate agency.
The City is encouraging Respondents to propose an option to take on the Recycling
billing as part of Alternate 1 after Agreement Year 1 (i.e., after June 2028). Currently
the City manages the Recycling billing.
City of Maplewood
8 ♦ RFP for Trash and Recycling Collection Services
Draft Contracts are provided for Trash collection services (Attachment A) and Recycling
collection services (Attachment B). The following describes the collection service
standards and provisions for Alternate 1.
Alternate 1 includes the following highlights (detailed Contact specifications and service
standards are included in Attachment A – Draft Trash Services Agreement and
Attachment B – Draft Recycling Services Agreement):
♦ The City intends to include all Multi Dwellings in the Agreement for Recycling
collection services.
♦ Trash services will continue to remain the responsibility of the Multi Dwelling
(dwellings with more than 4 units) property owners.
♦ Recyclables collection from Single Dwellings and Multi Dwellings will continue to
be weekly.
♦ This RFP does not require Recycling revenue/risk sharing. The costs of
processing/marketing should be embedded into the proposed Recycling
collection price. Respondents may propose their own alternate pricing system
for Recyclables processing/marketing revenue/risk sharing, but this should be in
addition to the RFP-specified pricing worksheets without revenue/risk sharing.
♦ The City will own the Trash and Recycling carts. The City intends to purchase
and pay for the roll out of the new Recycling carts and dumpsters (
approximately by winter 2026/2027). The City will arrange for and pay the costs
of initial roll-out, including assembly and delivery, of the new City Recycling carts
and dumpsters.
♦ The Contractor must own, roll-out, and manage the Yard Waste carts to
subscribers.
♦ The Contractor shall be responsible for all cart and dumpster management
services (e.g., repairs, replacements, label replacements, warranty work, size
switches, storage and inventory management, etc.). City staff will not physically
touch or store the carts or dumpsters. The Contractor will maintain an inventory
of new and replacement carts, dumpsters, and parts (e.g., lids, wheels, axles),
purchased by the City, sufficient to provide immediate replacement and repair
services.
♦ Per current operations, residents may request a second Recycling cart at no
additional charge. This option for a second Recycling cart will be promoted by
the City as a means to provide adequate Recycling cart capacity for large
generators of Recyclables.
♦ The current Bulky Item collection service can remain per current operations, or
as an alternative a more efficient means of collecting and recovering special
items can be proposed (for example, Bulky Items) at no extra cost to the
residents. Respondents’ proposed prices for Bulky Item collections services
must be itemized separately in the price worksheet (Form I).
City of Maplewood
RFP for Trash, Yard Waste and Recycling Collection Services ♦ 9
• As an option, Respondents may propose to do the Recycling billing as part of this
Alternate 1 (Bundled Trash and Recycling). The additional proposed price for
this Recycling billing option should be provided in Form B (Questionnaire) in
response to the appropriate question.
The Alternate 1 proposal pricing worksheets are provided in the Forms section E.1.
2.2 Alternate 2 – Trash Only
Alternate 2 may be proposed if a Respondent chooses to offer a “Trash Only” service.
Alternate 2 includes the following highlights (detailed Trash Contact specifications and
service standards are included in Attachment A – Draft Trash Services Agreement):
♦ Trash services will continue to remain the responsibility of the Multi Dwelling
(more than 4 units) property owners.
♦ The City will continue to own the Trash carts.
♦ The Trash Contractor must own, roll-out, and manage the Yard Waste carts to
subscribers.
♦ The Trash Contractor shall be responsible for all Trash cart management
services (e.g., repairs, replacements, warranty work, size switches, storage and
inventory management, etc.). City staff will not physically touch or store the
carts. The Trash Contractor will maintain an inventory of new and
replacement Trash carts and parts (e.g., lids, wheels, axles), purchased by the
City, sufficient to provide immediate replacement and repair services.
♦ Most of the current Bulky Item collection service shall remain per current
operations, or as an alternative a more efficient means of collecting and
recovering special items can be proposed (for example, Bulky Items) at no extra
cost to the residents. Respondents proposed prices for Bulky Item collection
services must be itemized separately in the price worksheet (Form I).
The Alternate 2 proposal pricing worksheet is provided in the Forms section E.2.
2.3 Alternate 3 – Recycling Only
Alternate 3 may be proposed if a Respondent chooses to offer a “Recycling Only”
service. Alternate 3 includes the following highlights (detailed Recycling Contact
specifications and service standards are included in Attachment B – Draft Recycling
Services Agreement):
♦ The City intends to include all Multi Dwellings in the Agreement for Recycling
collection services.
♦ Recyclables collection will continue to be weekly.
♦ The City plans to own the Recycling carts and some recycling dumpsters for
Multi Dwelling Units. The City intends to purchase and pay for the roll out of the
new Recycling carts and dumpsters ( approximately by winter 2026/2027). The
City of Maplewood
10 ♦ RFP for Trash and Recycling Collection Services
City will arrange for and pay the costs of initial roll-out, including assembly and
delivery, of the new City Recycling carts and dumpsters.
♦ The Recycling Contractor shall be responsible for all Recycling cart and
dumpster management services (e.g., repairs, replacements, warranty work,
size switches, storage and inventory management, etc.). City staff will not
physically touch or store the carts or dumpsters. The Recycling Contractor will
maintain an inventory of new and replacement Recycling carts, dumpsters, and
parts (e.g., lids, wheels, axles), purchased by the City, sufficient to provide
immediate replacement and repair services.
♦ Per current operations, residents may request a second Recycling cart at no
additional charge. This option for a second Recycling cart will be promoted by
the City as a means to provide adequate Recycling cart capacity for large
generators of Recyclables.
The Alternate 3 proposal pricing worksheet is provided in the Forms section E.3.
2.4 Service Options
Respondents may propose the following service options. These options are
supplemental variables and are not considered as substitute alternates. Price changes
for these options should be clearly indicated in the Respondents’ answers to the
respective questions in Form B (Questionnaire).
2.4.1 Option 1 – Contractor Undertakes the Recycling Billing (only available as
an option with a combined contract)
Instead of the City coordinating the Recycling billing, this option is defined as the
Contractor doing the billing for the Recycling collection after Agreement Year 1 (i.e.,
after June 2028). The City is encouraging Respondents to propose an option to take on
the Recycling billing as part of Alternate 1 only. Currently, the City manages the
Recycling billing. This option also includes the Contractor providing customer service
phone calls and questions related to Recycling billing issues.
Respondents proposing this option shall state the added, incremental Contract price for
the administrative services related to Contractor management of Recycling billing and
customer service phone calls. This proposed Contract price for Recycling billing
services shall be stated in Form B (Questionnaire) and shall be in addition to (not
embedded into) the proposed price for Recycling collection services in Form E (Price
Worksheet) for Agreement Years 2 through 5 (July 1, 2028 through June 30, 2032).
If Option 2 is implemented, during the first year of the Agreement the City and
Contractor will negotiate a detailed transition schedule for the City to hand over the
billing to the Contractor, including customer lists, current status of each Recycling
account, etc. Respondents are encouraged to provide as much detail as possible in
Form B (Questionnaire) as to your proposed plan for taking over the Recycling billing.
The implementation of this Option would be scheduled for no sooner than Agreement
City of Maplewood
RFP for Trash, Yard Waste and Recycling Collection Services ♦ 11
Year 2 (sometime after June 2028).
2.5 Other Alternate Proposals and Service Options
The City encourages Respondents to submit their best proposal possible. “Value
added” services may be considered eligible and may be reviewed favorably depending
on the details proposed.
The City encourages Respondents to submit other alternate proposals and/or additional
service options. If submitted, Respondents should provide clear descriptions of
additional services proposed to be provided.
Examples of value added services could include, but are not limited to:
♦ Alternative, more efficient means of collecting and recovering special items (for
example, Bulky Items, items for reuse) at no extra cost to the residents.
♦ Increased textile Recycling at the curb to include reusable and nonreusable
clothing, shoes, and textiles and explain how these products will be recycled.
♦ Additional, proposed public education options to improve the quality of
Recyclable materials and reduce contaminants collected.
♦ Use of alternative fuels for trucks (e.g., CNG, electric).
♦ Specific additional means to reduce contamination of Recyclables at Multi
Dwellings.
♦ Alternative billing options for Yard Waste (for example a prorated price for when
they start the year).
♦ Alternative options for PAYT system that encourages recycling
3 Multi Dwelling Recyclables Collection Requirements
The following collection requirements are for Recycling service only at Multi Dwellings
and do not pertain to curbside Recycling service at Single Dwelling Units or Multi
Dwellings with curbside Recyclables collection (such as townhomes and manufactured
homes). No less than weekly, single-stream Recyclables collection will be provided by
the Contractor from Multi Dwellings for the properties listed in Attachment C. Multi
Dwelling Recycling stations will likely be a cluster of Recycling carts or a Recycling
dumpster, or both. Carts and dumpsters shall be provided by the City.
The number and location of Multi Dwelling Recycling stations shall be adequate in
number, convenient in location, and accessible to all Multi Dwelling residents. The Multi
Dwelling Recycling stations must be planned to be of sufficient capacity and collection
frequency to avoid overflowing of Recyclable materials.
Payment to the Recycling Contractor shall be on the basis of “$ per Multi Dwelling unit
per month”. The Contractor, together with the building owner and City staff, shall
City of Maplewood
12 ♦ RFP for Trash and Recycling Collection Services
propose the number and location of the Multi Dwelling Recycling containers for each
Multi Dwelling building, but the City retains the right to approve the service levels. In
Form B (Questionnaire), Respondents should clearly describe their proposed process
for planning the Multi Dwelling Recycling stations, Recycling containers, and service
levels to avoid overflowing of Recyclable Materials.
Respondents should clearly describe in Form B (Questionnaire) how they intend to set
up the Multi Dwelling Recycling system to provide clear educational signage and other
public education tools to help reduce contamination and maximize diversion of waste by
recycling.
4 City Buildings & Parks Facilities
The Contractor shall provide dumpsters for Trash, Organics, and Recyclable collection
service at least once per week at the following City buildings; and Trash and Recyclable
collection at City parks and facilities at no additional charge to the City. The costs of
these Trash, Organics, and Recycling collection services shall be embedded into the
Respondents’ proposed prices for residential collection services.
• City Hall, 1830 County Road B East
• Community Center, 2100 White Bear Avenue
• Public Works Facility, 1902 County Road B East
• Wakefield Park, 1590 Frost Ave
• Harvest Park, 2561 Barclay Street (April – October)
• Goodrich Park, 1980 North St. Paul Road (April – October)
• South Fire Station, 600 McKnight Road
• Old Fire Station - Leased to Bureau of Criminal Apprehension, 1955 Clarence St
• North Fire Station, 1530 Hazelwood Street
The carts and dumpsters shall be placed at specific, City-designated locations. The
exact service levels (e.g., cart and dumpster size) will be negotiated with the successful
Contractor. Collection of Trash, organics, and Recyclables at city buildings will be at
least weekly or on-call for specific buildings, and Collection of Trash and Recyclables at
City Parks will be once, twice, or on-call for specific parks and will be negotiated with
the successful Contractor. Proposed changes to the current service levels must be
specified in Form B (Questionnaire).
City Parks Department staff are responsible for delivering bags of Trash and
Recyclables from various City park Trash and Recycling containers and depositing them
in specific park dumpsters to be serviced by the Contractor.
Respondents should clearly describe their proposed process for planning the number of
Trash and Recycling containers and collection frequencies at the City buildings & parks
to avoid overflowing of Trash and Recyclable Materials.
City of Maplewood
RFP for Trash, Yard Waste and Recycling Collection Services ♦ 13
5 Yard Waste
Alternate 1 and Alternate 2 must assume current subscription Yard Waste service for
residential Single Dwelling Units. This includes weekly Yard Waste collection from April
through November (weather permitting). Yard Waste shall be picked up on the same
day as Trash collection. Subscription Yard Waste service shall include collection from
one, large (95-gallon) cart and up to five (5) additional compostable bags of Yard
Waste. Alternate 1 and Alternate 2 also include continuing the option for residents to
use the “pay-per-bag” (also known as “on-call”) Yard Waste service. Prices proposed
shall be all inclusive of Yard Waste tipping fees. Yard Waste prices shall not be
adjusted for fuel price changes. An alternative and more efficient means of billing for
yard waste collection is encouraged, including pro-rated and monthly billing.
6 Bulky Items
Alternate 1 and Alternate 2 must assume the current Bulky Item collection service for
residential Single Dwelling Units, including the Fall Clean Up Campaign held in October
each year. The list of Bulky Item categories is contained in Form I. The Contractor is
responsible for billing all collection and disposal fees related to Bulky Item collections
and proposed prices shall be inclusive of all such disposal fees. Bulky Item prices shall
not be adjusted for fuel price changes.
7 Spring Clean Up Event
The Trash Contractor shall support collections of mixed municipal solid waste and bulky
items at the Spring Clean Up event as produced by the City in the spring (April/May) of
each year, usually held at Ramsey County’s Aldrich Arena facility (1850 White Bear
Avenue). These services will be provided at no cost to the City as part of the overall
contract.
The Maplewood Spring Clean Up is a one-day event open to City residents for drop-off
of special residential Bulky Items and other materials from 8 a.m. to 1 p.m. Residents
pay by load/vehicle size.
The Trash Contractor will support invoicing at the entry gate, with City staff taking in and
managing the fees submitted at the Spring Clean Up event. City staff assists with
vehicle check in and traffic control services at the Spring Clean Up event. City staff also
supplements the Contractor’s staff used for unloading materials from resident's vehicles
and loading into dumpsters.
The Spring Clean Up involves other secondary contractors handling recycling and other
specialized waste materials for diversion. The City will contract directly with those other
organizations, the primary Contractor does not need to handle these materials. These
other specialized waste materials and secondary contractors include, but are not limited
to:
♦ Textiles (including reusable and nonreusable textiles)
City of Maplewood
14 ♦ RFP for Trash and Recycling Collection Services
♦ Bicycles (to be reused or recycled
♦ Small engines (to be reused or recycled)
♦ Document shredding
♦ Electronics
♦ Appliances
♦ Mattresses that can be recycled
♦ Tires and rims
There is no prime – subcontractor structure implied or needed with these other Spring
Clean Up partner organizations listed above as the City contracts directly with these
secondary contractors. The list of other materials and other Spring Clean Up partner
organizations handling specialized waste items is expected to change from year to year
during the term of the Agreement. The City reserves the right to continue to contract for
these other Spring Clean Up services.
The Trash Contractor will provide receiving, handling, hauling and disposal services for
mixed solid waste and bulky metals as received by residents at the Spring Clean Up.
The Contractor provides collection equipment (e.g., roll-off boxes; rear-load garbage
trucks), operator labor, other helpers, and hauling/disposal services for the mixed solid
waste and bulky metals received at the Spring Clean Up event. The Trash Contractor
will offer these services at no cost to the City as part of the overall contract.
Over the past two years, the following data summarizes the approximate average
amounts of materials collected, equipment used and labor used by the current Spring
Clean Up Contractor:
♦ Average amount of materials disposed as MSW/Construction = 35.67 tons per
event
♦ Average amount of metal = 5.69 tons
The above data is for RFP background information and assumptions only. These past
Spring Clean Up events may not be reflective of level of effort of future events and the
City does not guarantee any minimum amount of work or material.
Respondents shall summarize their approach for providing collection services at the
Spring Clean Up events in Form B (Questionnaire).
Respondents shall describe their experience in providing Recycling collection services
or other diversion opportunities at such community events.
City of Maplewood
RFP for Trash, Yard Waste and Recycling Collection Services ♦ 15
8 Public Education and Outreach
The City intends to enhance public education and outreach related to Recycling and
general Trash issues during the term of the Contract. The Contractor shall be
considered a full partner in public education planning and implementation. Minimum
public education responsibilities are specified in the draft Agreement(s).
In their proposals, Respondents should clearly describe how these minimum public
education tools will be implemented and are encouraged to offer additional value-added
public education / outreach tools.
9 Pollution Reduction and Environmentally Sustainable
Initiatives
The Contractor shall demonstrate a commitment to reducing air pollution from collection
vehicles. In addition, the Contractor shall keep the City informed of their current efforts
and future plans to reduce greenhouse gas emissions (from collection operations,
processing operations, transporting materials to market, etc.) as well as any
environmentally sustainable initiatives that are a part of the Contractor’s business
operations or are planned for the future. If the Respondents have a sustainability plan
for their company, this should be cited and summarized in your proposal.
10 Annual and Monthly Reports
Each month and yearly by February 7, the Contractor shall submit to the City a report
with the following minimum requirements:
♦ Quantities of recylables by material type
♦ Recycling participation rates
♦ Overall trash/bulky items/yard waste collected
♦ Cart sizes in use
♦ Safety reports
♦ Log of customer complaints and service improvements
The City will review, comment, and if acceptable, approve the report.
11 Billing
The Contractor shall bill accounts no less frequently than on a quarterly basis. Only
prices and charges specified in the Agreement shall be included; no additional fees or
charges are allowed (e.g., administrative fees, environmental charges, etc.).
12 Term of Contract
The term of the new trash and recycling Agreement will be a period of five (5) years
from July 1, 2027, through June 30, 2032. The City may consider extensions. The final
decision on any Agreement extension will be at the City’s sole discretion.
City of Maplewood
16 ♦ RFP for Trash and Recycling Collection Services
13 Submitting Proposals
To the best of its ability, the City will use the process and schedule outlined below in the
RFP for its decision-making regarding this RFP.
13.1 RFP Schedule
The following RFP schedule reflects current City plans. This schedule is subject to
change by the City.
July 8, 2026 City releases RFP packet
July 22, 2026; 4pm Questions from Respondents due and
Respondents notify City of intent to submit a proposal
July 29, 2026 Addendum released (if needed)
August 19, 2026; 4 pm Proposals due
Week of Sept 21, 2026 Respondent interviews (if needed)
October 12, 2026 City Council reviews staff report and
may authorize finalization of Contract(s)
Oct 13 – Nov 30, 2026 Contract Negotiations
December 14, 2026 City Council authorizes execution of final Contract(s)
July 1, 2027 New Contract(s) services begin
13.2 Notification of Intent
Prospective Respondents interested in responding to this RFP should notify the City via
email of their interest, and allow the City to communicate efficiently with Respondents.
Notifications of intent should be sent to the City’s designated contact person:
Ms. Shann Finwall, Sustainability Coordinator
E-mail: Shann.Finwall@maplewoodmn.gov
Notifications shall include the Respondent’s contact person’s name, title, address,
phone number, and e-mail address. Notification of intent should be made by Monday,
July 22 by 4pm. It is the responsibility of the Respondents to ensure their Notification of
Intent is received by the City.
13.3 Questions
Questions, requests for clarification or requests for information about this RFP packet or
City process must be submitted only via email by Monday, July 22, by 4 p.m. to the
City’s designated RFP contact person, Shann Finwall. The City’s response to any
questions will be emailed to all prospective Respondents by close of business
Wednesday, July 29, 2026.
City of Maplewood
RFP for Trash, Yard Waste and Recycling Collection Services ♦ 17
13.4 City Designated Contact
Respondents should only communicate with the City’s designated contact person. Any
other unauthorized contact concerning this RFP with any other City staff, County staff,
County consultant, or City Council Members may subject the Contractor to
disqualification from further consideration. This restriction will be in effect from the date
this RFP is released through the date of final Agreement execution unless this
restriction period is modified by the City.
13.5 Proposals Held Confidential
Proposals will be treated in accordance with Minnesota Statutes 13.591, Subdivision 3
(b), Data Practices Act. Only the company names of Respondents submitting proposals
will be made public during the restriction period. All proposal documents shall be held
as confidential until the new Agreement is executed.
13.6 Review of Proposals
A City proposal review committee will review and analyze the details of the qualified
submitted proposals (see the Evaluation Criteria Section within this RFP). City staff will
then make a recommendation to the City Council.
13.7 Negotiations
City staff will negotiate with the top ranked Respondent(s) to finalize an Agreement. If
negotiations with top ranked Respondent(s) are not successful, the City may then
initiate negotiations with second ranked Respondent(s), and so on. The City reserves
the right to negotiate specific work elements with a Respondent into an Agreement of
less or greater expense than described in this RFP packet or in the Respondent's
proposal.
13.8 Award of Contract
Once a final Agreement (or Agreements) has (have) been successfully negotiated, City
staff will present its recommendations to the City Council. The City Council may then
authorize the Mayor and City Manager to execute a final Agreement (or Agreements).
13.9 New Contract
Collection services under the new Agreement(s) are scheduled to commence
operations on July 1, 2027. Planning, preparations and transition implementation
activities will take place prior to this date.
14 Proposals May be Rejected in Whole or Part
The City of Maplewood reserves the right to:
♦ Reject any or all proposals;
City of Maplewood
18 ♦ RFP for Trash and Recycling Collection Services
♦ Reject parts of proposals;
♦ Negotiate modifications of proposals submitted;
♦ Accept part or all of the proposals on the basis of consideration(s) other than
price; and
♦ Contract with two or more Respondents for selected service elements.
15 How to Submit Proposals
Proposals will be accepted only from those who submitted a Notification of Intent as
described in this RFP. Proposals shall be submitted to City Hall per the deadline in
Section 13.1, addressed or delivered as follows:
Enclosed: “Trash and Recycling Collection Service Proposal”
Shann Finwall, Sustainability Coordinator
City of Maplewood
Parks and Natural Resources Division
1830 County Road B East
Maplewood, MN 55109
Proposals will be date-stamped and treated as confidential during the RFP process in
accordance with Minnesota Statutes 13.591, Subdivision 3 (b), Data Practices Act.
5 (5) written, bound, hard copies of the Respondent’s full proposal packet shall be
submitted.
One electronic copy of the full proposal packet must also be submitted via email OR on
a USB “jump drive” (or suitable alternative electronic format) inside of the sealed
envelope. The proposal file must be formatted in Microsoft Word or a suitably
compatible alternative.
16 Proposal Content
16.1 Proposal Content Checklist
Qualified proposals must include all of the elements referenced in this RFP. A Proposal
Content Checklist can be found in Form A.
16.2 References
In Form B (Questionnaire), Respondents must include a list of three references
including other municipal or other government agency clients receiving similar services.
City of Maplewood
RFP for Trash, Yard Waste and Recycling Collection Services ♦ 19
16.3 Litigation
In Form B (Questionnaire), Respondents should include a statement as to any litigation
in the past five years within the State of Minnesota and the current status of that
litigation.
16.4 Price Worksheet(s)
Respondents must complete a proposal response to Alternate 1 and/or Alternate 2
and/or Alternate 3 within the price worksheet (Form E). Respondents may complete
additional alternate price worksheets designed by the Respondent as well, but these
must be clearly labeled as an “Alternate” with an associated, descriptive title. The
Contractor’s proposal narrative must clearly describe details of the proposed operations
of the alternate.
16.5 Pay As You Throw (PAYT)
The City has implemented a Pay as You Throw (PAYT) system to increase the
percentage of price increments between trash cart sizes, and encourage a reduction in
trash and an increase in recycling. The intent is a gradual increase in price increments
over time in order to reach effective PAYT incentives without a significant change in any
one year. In order to accomplish this, the City adjusts just the disposal cost of the trash
to create the price increments between cart sizes. To do this, the yearly disposal
revenue is calculated using the increase in the disposal fee from one year to another,
times the current number and size of Trash carts. The disposal fee is adjusted to create
greater increments, while retaining the increase overall. The PAYT rates are negotiated
with the Trash contractor yearly during the price increase review.
17 Respondents May Team with Other Companies
It is recognized that some Respondents may wish to sub-contract or otherwise partner
with other companies for certain service elements. For example, Recyclables
processing/marketing services could be handled by another organization as long as this
teaming approach is specified in your proposal. This is allowed as needed, but all such
sub-contractor or other teaming relationships must be explicitly described and approved
by the City in writing prior to a sub-contractor performing any work. The City will contract
with only one primary Contractor for each collection service. The Contractor shall be
responsible to ensure any approved sub-contractor will meet the same Agreement
terms and conditions. A company may be listed as a part of more than one team as long
as this company submits a written certification that no collusion occurred between
competing proposals.
18 RFP and Proposal to Become Part of Final Contract
The contents of this RFP as amended, the successful proposal, and any written
clarifications or modifications submitted by the successful Respondent and approved by
the City shall become part of the contractual obligations and incorporated by reference
City of Maplewood
20 ♦ RFP for Trash and Recycling Collection Services
into the final Agreement. If any provision of the final Agreement is in conflict with the
referenced RFP or proposal, the final Agreement shall take precedent.
19 Evaluation Criteria
The City will evaluate the proposals submitted to determine the best value for the City
and its residents. A comprehensive set of criteria will be used to evaluate the merits of
each proposal. Proposed prices alone will not be the sole evaluation criteria.
The City’s evaluation criteria will include, but is not limited to, the following.
♦ Economics
♦ Proposal Content and Overall Responsiveness
♦ Safety
♦ Environmental
♦ Qualifications
Table X
Proposal Evaluation Criteria
Relevant experience, references and capacity Pass/Fail
XX%
Proposal Content and Overall Responsiveness: XX%
Qualifications and Past Performance (e.g., Survey of other Cities) XX%
Safety and Environmental X%
Alternates X%
Total 100%
Notes:
* The City will use the following formula to score the proposed price:
Lowest proposed total annual cost estimate, divided by Respondent’s price, multiplied by the maximum
score of 40 points.
20 Standard Contract Agreement Terms and Conditions
The draft Agreement (Attachment A and Attachment B) contains the City’s terms and
conditions for the following legal requirements:
♦ Liquidated Damages
♦ Insurance and Other Legal Risk Management Requirements
♦ Transfer of Interest
♦ Data Practices
City of Maplewood
RFP for Trash, Yard Waste and Recycling Collection Services ♦ 21
♦ Contract Termination
♦ Contractor’s Working Conditions and Employee Safety Procedures
All Respondents must thoroughly review Attachment A – Draft Trash Services
Agreement and Attachment B – Draft Recycling Services Agreement and their entire
contents and then complete the respective Form(s) G – Acceptance of Draft Contract
for Services appropriate to your proposed alternates.
RFP Proposal Forms
Attachment A
Draft Trash Services Agreement
Attachment B
Draft Recycling Services Agreement
Attachment C
List of Multi Dwelling Complexes
Attachment D
City’s Solid Waste Guide