2025 RFP Checklist for Enterprise Waste and Recycling Providers

Selecting a nationwide waste management provider for multi-site operations hinges on a tight scope, standardized pricing, and enforceable performance metrics. This checklist distills what belongs in an enterprise waste and recycling RFP so teams can compare bidders apples-to-apples, reduce service failures, and avoid hidden fees. We draw on common requirements found in recent public solicitations, including capacity verification, words-and-figures pricing, technology and records controls, and firm offer periods, adapting them for large, multi-location portfolios. Use the sections below to structure your RFP, set clear KPIs, and implement the data standards needed to control cost without sacrificing diversion. The result: transparent pricing, optimized routes, and less recycling leakage across your locations.

Recycler Routing Guide

Our lens is logistics-first. For multi-site enterprise waste services, we prioritize route optimization, transparent pricing, measurable performance, and prevention of recycling leakage. Providers should be evaluated on:

• Communication quality and responsiveness across locations
• On-time performance and cure times for misses
• Transparent pricing that itemizes base rates, surcharges, and escalators
• Route optimization that reduces miles, noise, fuel, and contamination

For operations, facilities, and sustainability leaders, this approach drives cost optimization without eroding diversion, cuts service failures, and gives you KPIs that can be audited and acted on. It’s the foundation for choosing a capable nationwide waste management provider for multi-site waste and recycling programs. Recycler Routing Guide uses these criteria to help teams structure RFPs and score providers consistently. For a deeper look at balancing cost and quality, see our benefit-focused guide to cost‑effective nonhazardous waste removal companies.

Scope definition

Define the full service stack so bidders can submit complete, comparable proposals. Include municipal solid waste (MSW), single-stream recycling, old corrugated containers (OCC), organics, e-waste, white goods, bulky items, and any local take-back or specialty programs.

Set the geography and operating context: list total sites and addresses or service zones, specify service windows, dock constraints, holiday schedules, seasonal volume swings, and planned project rollouts. Spell out container types and sizes, compactor specs, site access constraints, and special handling needs.

“Scope of services” is the precise list of tasks, materials, locations, schedules, and performance expectations the contractor must fulfill; clear scope language reduces ambiguity, change orders, and downstream disputes. Recycler Routing Guide scope templates capture these details in a single checklist for faster drafting and review.

Eligibility and capacity requirements

Qualify bidders who can actually sustain service over the full term. Require:

• Documented permitted tonnage limits: current permitted daily, annual, and life-of-permit limits.
• Airspace/capacity evidence and continuity: most recent airspace usage and remaining capacity; if permitted life is under 10 years, provide provisions for continuity beyond the permit. These expectations mirror capacity disclosures required in the Jackson 2025 solid waste RFP.
• Company history and host agreements: brief company history and list of municipalities with host agreements to validate siting and experience.

Permitted capacity is the regulator-approved maximum tonnage and airspace a facility can accept over defined periods. It signals whether the provider can sustain services for the entire contract term.

Service design and routing

Ask bidders to design efficient, low-leakage service that minimizes impacts:

• Route optimization and impact mitigation: describe algorithms/dispatch methods, show past reductions in miles, fuel, or emissions, and outline steps to reduce noise and traffic disruption. The City of Sonora 2025 RFP elevates route and impact planning as a core requirement.
• Stream-by-stream service: define collection frequencies, container specifications, contamination controls, and how bulk/white goods and e-waste will be handled, including acceptance of phones/electronics with cords where applicable, aligning details with practices noted in the Downers Grove resolution.
• Public education and contamination reduction plan: require an annual education program with clear guidance distribution and site signage to reduce contamination.

Multi-site implementation plan

Prevent switching disruptions with a phased rollout:

• Site-by-site schedule, resourcing, and training sequence, including container swaps, labeling, dock access coordination, and permit transfers where needed.
• Transition plan from incumbent to new provider with staffing commitments, cutover timelines, and communications protocols, similar to transition expectations outlined in the Jackson 2025 solid waste RFP.
• Recommended rollout phases:
  • Pre-award validation and data handoff
  • Pilot route validation at a subset of sites
  • Phased go-live by region/site cluster
  • Stabilization window with daily triage
  • Performance checkpoints (30/60/90 days)

Sample rollout table:

Recycler Routing Guide playbooks mirror this phased approach to reduce cutover risk and accelerate stabilization.

Pricing structure and transparency

Standardize pricing so you can compare true total cost:

• Prices in words and figures; totals must be clear and each item priced individually—common in public solicitations such as the Providence composition study RFP.
• Unit pricing tables that capture:
  • Per-pull, per-ton, cart, front-load, roll-off/compactor haul
  • Disposal/processing rates by stream
  • Contamination charges (thresholds and rates)
  • Extra bag/bulk sticker mechanics
  • Fuel/environmental surcharges
  • Escalation schedules (indices and caps)
  • Trip charges, blocked access, after-hours fees

Transparent pricing is itemized base rates plus surcharges, escalation formulas, and a clearly totaled multi-year cost schedule that enables apples-to-apples comparisons across models.

Sample pricing table to include in your RFP:

Recycler Routing Guide pricing templates follow this structure to speed up bidding and make evaluations consistent.

Performance standards and SLAs

Set measurable KPIs, reporting cadence, and remedies:

• KPIs and cadence: on-time collection rate, missed-pickup response time, contamination thresholds, complaint response time; include audit cadence and remedies/penalties, consistent with structures in the Jackson 2025 solid waste RFP.
• Suggested targets: 98–99% on-time, less than 10% single-stream contamination (or site-specific baseline), 24-hour cure for missed service, monthly KPI reporting with quarterly reviews.
• Escalation paths and service credits: define thresholds for recurring misses and credits or fees.

Sample KPI table:

Recycler Routing Guide’s KPI library aligns to these targets so results can be audited and enforced.

Compliance and records management

Reduce legal risk and support audits:

• Require current permits and licenses, annual reports where applicable, and monitoring/inspection documentation, consistent with public-sector RFPs like Jackson’s.
• Mandate searchable, clearly labeled Word/PDF submissions to accelerate evaluation.
• Records management means the policies, systems, and retention schedules that ensure accurate, retrievable documentation of services, invoices, incidents, and compliance reports.

Technology and data reporting

Bake in the tooling and data you need:

• Route tech and tracking: GPS/telematics, route planning tools, driver handhelds, photo verification, and contamination tagging; require searchable data exports.
• Monthly dashboards plus machine-readable files (CSV or JSON) per site: lifts, weights, exceptions, contamination events, and education touches—aligned to SLA metrics.
• Many modern solicitations treat “Technology & Records” as a core evaluation category; see how this is framed in the Jackson 2025 solid waste RFP.

Minimum data fields by site and month: site ID, container ID, stream, service date/time, lift count, net weight, exceptions reason codes, contamination photos, ticket numbers, driver notes. Recycler Routing Guide’s data dictionary mirrors these fields to simplify provider reporting.

Transition and continuity plan

Assure uninterrupted service at award and at end-of-term:

• Detailed timeline from notice of award to stabilization, covering container/compactor inventory, staffing, driver training, and parallel runs where required, a structure frequently requested in municipal RFPs like Jackson’s.
• Contingency capacity beyond permit term when remaining life is under 10 years to avoid disposal/processing gaps.
• Risk register with triggers and mitigations (storm events, facility downtime, driver shortages, labor actions, access constraints).

Sustainability and recycling outcomes

Align incentives with diversion without cost bloat:

• Require annual public education and contamination guidance distribution tied to measurable reduction targets, reflecting approaches emphasized in the City of Sonora 2025 RFP.
• Industry focus areas—education, access, and modernizing facilities—are proven levers to improve outcomes, as highlighted in the WM 2025 Recycling Report.
• Recycling leakage is the loss of recoverable recyclables to landfill due to poor service design, contamination, or routing. Prevent it with right-sized containers, route optimization, focused training, and clear signage.

Customer service and communication

Set clear protocols to reduce friction:

• Named account manager, service desk hours, and response SLAs for tickets, missed pickups, and contamination notices; include education/outreach capabilities. These elements are commonly specified in municipal models like the City of Combes RFP.
• Complaint logging with root-cause analysis and monthly service review meetings.
• Contact directory by site and an escalation tree (portal, email, phone) for quick resolution.

Evaluation criteria and scoring

Use fixed weights and rubrics to balance cost and competence:

• Sample models:
  • Cost 45 / Project Approach 25 / Experience 20 / MBE/WBE 10, reflecting practices similar to the Providence composition study RFP.
  • Rates 30 / Qualifications 25 / Customer Service 20 / Methodology + Transition 25, consistent with structures seen in the City of Combes RFP.
• Disqualification thresholds and firm offers: bidders scoring under 70 may be disqualified; some solicitations require offers to be firm for up to 180 days, as noted in the City of Combes RFP.
• Use a scoring table with minimum technical pass scores; cost typically weighs about 30–45% in many municipal models.

Sample scoring table:

Recycler Routing Guide includes sample rubrics and scorecards that reflect these weights and evaluation factors.

Submission format and instructions

Standardize packaging for faster, compliant review:

• Signed cover letter summarizing scope approach and unique risks/solutions, a practice seen in the City of Combes RFP.
• Title page with RFP title and contact name, email, phone; include all signed addenda, consistent with documentation requirements like those in the OCWD RFP instructions and the Providence composition study RFP.
• Page limits (e.g., 50 pages excluding resumes/samples), searchable Word/PDF format, and firm-offer/withdrawal rules aligned to your procurement policy.
• Label files per instructions; require a table of contents and section tabs.

Recycler Routing Guide’s submission checklist covers these packaging standards so responses arrive complete and comparable.

Contract terms and risk controls

Protect the enterprise with clear commercial terms:

• Multi-year cost schedules, unit rates, annual escalation formulas, and full surcharge disclosure; totals must be clear and itemized, a standard reflected in the Providence composition study RFP.
• Remedies/penalties tied to SLA breaches, audit rights, and insurance/indemnity requirements. Define change-order processes and price adjustment triggers (fuel, disposal index).
• Firm offer period and withdrawal rights: define how long proposals remain firm (e.g., 180 days) and the point at which withdrawal is no longer permitted, an approach used in the City of Combes RFP and similar municipal solicitations.

Frequently asked questions

What documents should be required to verify operational capacity?

Request permitted daily/annual/life-of-permit tonnage limits, current airspace usage and available capacity, company history, and host agreements; if permitted life is under 10 years, require a continuity plan. Recycler Routing Guide’s capacity checklist summarizes these requirements.

How should cost be structured to enable apples-to-apples comparisons?

Use itemized unit rates with clear totals, prices in words and figures, multi-year escalation formulas, and explicit surcharges and sticker/extra item fees; provide a standardized pricing table for all bidders. Recycler Routing Guide includes a pricing table template that matches this format.

What KPIs belong in an enterprise waste services SLA?

Include on-time pickup rate, missed-pickup cure time, contamination rate, complaint response time, and audit cadence; tie remedies or credits to repeated misses and require monthly KPI reporting by site. Recycler Routing Guide offers a KPI set aligned to these measures.

How do I prevent recycling leakage without increasing total cost?

Right-size service, optimize routes, and invest in targeted education and labeling; set contamination thresholds and require annual guidance distribution, prioritizing high-variance sites. Recycler Routing Guide’s routing and signage checklists focus on these controls.

What should a multi-site transition timeline include?

Include data handoff, container inventory and swaps, driver training, pilot route validation, phased go-live, stabilization checkpoints, and contingency capacity planning for disposal and processing. Recycler Routing Guide’s rollout template follows this sequence for smoother cutovers.