Project Information

Bid Title

Residential Solid Waste and Recyclables Collection and Transportation Services

Issuing Agency

City of Derby

Location

Kansas

Published Date

May 1, 2026

Closing Date

Jun 2, 2026

Government Level

State & Local

Status

Closed

Ref. #

2026-015

Original Source

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Bid Documents

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Project Description

Bid Number:	2026-015
Bid Title:	Residential Solid Waste and Recyclables Collection and Transportation Services
Category:	Specialized Equipment & Services
Status:	Open

Description: REQUEST FOR PROPOSALS#2026-015 RESIDENTIAL SOLID WASTE AND RECYCLABLES COLLECTION AND TRANSPORTATION SERVICESFOR THE CITY OF DERBY, KANSAS May 1, 2026 The City of Derby, Kansas (hereinafter referred to as the “City”) invites proposals from qualified vendors to provide residential solid waste and recyclables collection and transportation services in the City of Derby, Kansas. Please carefully review this document. If you are interested in making a proposal consistent with the conditions, instructions, requirements, and specifications contained herein, submit three (3) copies of the Proposal Response Form together with attachments in a sealed envelope no later than 12:00 p.m. Tuesday, June 2, 2026. The outside of the envelope should be clearly marked with the Proposer’s name and address and identified as “Submission of Proposal— Residential Solid Waste and Recyclables Collection.” The sealed envelope should be addressed as follows: City of Derby Assistant to the City Manager 611 N. Mulberry Road, Suite 300 Derby, KS 67037 RFP # 2026-015 All proposals must be valid for 120 days. It is the sole responsibility of the proposer to see that its response and the appropriate documents are delivered on time. Any response received after the scheduled closing time for receiving proposals will be returned to the proposer unopened and will not be considered. It is the responsibility of the proposer to check Derby’s website for information and updates and acknowledge all addenda in its response. Proposed pricing and contract terms of service may be disclosed at a public meeting during the review and approval process. Other information provided in your response will be considered proprietary and will not be divulged during the proposal review process unless otherwise required by law. Part or all of the successful proposal, as well as a resulting contract, will likely be public records within the meaning of the Kansas Open Records Act. Prior to acceptance of a proposal, the information contained in each proposal will be used for evaluating the proposer’s ability to handle the scope of services and, unless otherwise required by law, will not be shared with persons not involved in the evaluation of proposals. Publication Date/Time: 5/1/2026 12:00 AM Closing Date/Time: 6/2/2026 12:00 PM Submittal Information: See submittal information in full RFP document. Bid Opening Information: 6/2/2026, 12 pm @ City Hall Contact Person: Hannah Baker, Assistant to the City Manager Phone: 316-788-1519, Ext. 1265 Email: HannahBaker@derbyks.gov Business Hours: 7:30-5:30 M-TH, 7:30-1:00 F Related Documents: 2026-015 RFP Solid Waste Franchise Agreement 2026-015 Response Form Derby Trash and Recycling 2026-015 Appendix A WCI Derby Signed Contract 081121 2026-015 Appendix B Trash Pick Up Schedule 2026-015 Appendix C City Facilities

Attachment Preview

REQUEST FOR PROPOSALS

#2026-015

RESIDENTIAL SOLID WASTE AND RECYCLABLES COLLECTION

AND TRANSPORTATION SERVICES

FOR THE CITY OF DERBY, KANSAS

May 1, 2026

The City of Derby, Kansas (hereinafter referred to as the “City”) invites proposals from qualified vendors

to provide residential solid waste and recyclables collection and transportation services in the City of

Derby, Kansas.

Please carefully review this document. If you are interested in making a proposal consistent with the

conditions, instructions, requirements, and specifications contained herein, submit three (3) copies of the

Proposal Response Form together with attachments in a sealed envelope no later than 12:00 p.m. Tuesday,

June 2, 2026. The outside of the envelope should be clearly marked with the Proposer’s name and address

and identified as “Submission of Proposal— Residential Solid Waste and

Recyclables Collection.” The sealed envelope should be addressed as follows:

City of Derby

Assistant to the City Manager

611 N. Mulberry Road, Suite 300

Derby, KS 67037

RFP # 2026-015

All proposals must be valid for 120 days. It is the sole responsibility of the proposer to see that its

response and the appropriate documents are delivered on time. Any response received after the

scheduled closing time for receiving proposals will be returned to the proposer unopened and will not

be considered. It is the responsibility of the proposer to check Derby’s website for information and

updates and acknowledge all addenda in its response.

Proposed pricing and contract terms of service may be disclosed at a public meeting during the review and

approval process. Other information provided in your response will be considered proprietary and will not be

divulged during the proposal review process unless otherwise required by law. Part or all of the successful

proposal, as well as a resulting contract, will likely be public records within the meaning of the Kansas Open

Records Act. Prior to acceptance of a proposal, the information contained in each proposal will be used for

evaluating the proposer’s ability to handle the scope of services and, unless otherwise required by law, will

not be shared with persons not involved in the evaluation of proposals.

1. ABOUT THIS DOCUMENT

This document is a Request for Proposals. It differs from a Request for Bids/Quotations in that the City is

inviting proposals for residential trash and recycling services that are most advantageous to Derby, in Derby’s

sole.

This is not a bid/quotation meeting firm specifications for the lowest price, and as such, the lowest price

proposed will not guarantee an award recommendation. Competitive sealed proposals will be evaluated

based upon criteria formulated around the most important features of the service(s), of which quality,

references, availability or capability, may be overriding factors.

Proposal evaluation criteria will be used as standards by which to measure how well a proposer’s approach

addresses Derby’s objectives and needs. Criteria that will be considered in evaluating proposals are set forth

in this RFP. Derby will thoroughly review all proposals received by the deadline and may conduct an

interview process for top proposals and to further discuss services and pricing. A proposer’s initial offer should

therefore be based on the most favorable terms available from a price and technical standpoint. Derby reserves

the right to conduct discussion or negotiation with any proposer regarding any proposal Derby deems

competitive. Derby may also request best and final offers from any proposers and make an award or conduct

negotiations thereafter. Derby reserves the right to select and recommend for award the proposal which best

meets its required objectives and needs, in the sole discretion of Derby, or to reject all proposals.

2. BACKGROUND

The City of Derby is a fast-growing, progressive community located 10 minutes south of Wichita. The City

of Derby has approximately 26,000, 8,584 residential trash customers (and growing), and is a full-service city

providing water, sewer, police, fire and other municipal services in the metropolitan area of south-central

Kansas. The City of Derby is served by two major north/south traffic corridors. The City operates under a

mayor/council/manager form of government.

3. PROJECT OVERVIEW

Broadly stated, the City is desirous of receiving proposals from qualified contractors capable of providing

required services associated with all labor, equipment, and materials necessary to serve as an exclusive

provider of residential municipal solid waste (“MSW”) and recyclables collection and disposal. The City is

seeking a long-term partner—not simply a service provider—who can deliver reliable, cost-effective, and

customer-focused waste and recycling services that reflect the expectations of a growing community. The

City places a high value on responsiveness, transparency, and continuous improvement. City priorities and

goals for a franchise trash service include the following:

• Cost stability and predictability for residents

• High customer satisfaction (quick response time for issues)

• Scalable service for growth

• Operational transparency and data reporting

• Sustaining clean, well-maintained neighborhoods

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Proposals will be evaluated on experience, quality, price, and turnaround time, as well as criteria outlined in

Section 9 – Selection Criteria. The City desires a contract with a service provider with an initial contract term

of 7 years with the potential for three optional 1-year extensions based on acceptable performance.

GENERAL INFORMATION

Starting December 1, 2009, Derby has contracted for curbside recycling and trash pickup services to serve

residents of the entire City. The current contract with Waste Connections of Kansas, Inc. ends on

December 31, 2026. Copies of the current agreement are attached in Appendix A. Priorities for Derby

continue to include that residents have the option of at least two trash cart sizes and rates so residents who

produce less trash can pay less for pick-up service. Key information related to the current contract includes

the following:

Trash: 8,584 customers as of April 1, 2026

2025 Trash totaled 8927.75 tons

Routes cover a total of 10.29 square miles, are picked up weekly and run Monday through Friday (See

Appendix B for route information). Three trash cart sizes are available, and Derby residents are not subject

to fuel surcharges. All rates include bi-weekly recycling.

• $55.04/quarter for 95-gallon cart, with up to 10 extra bags free (6,811 customers)

• $48.55/quarter for 65-gallon cart, plus $1 per extra bag (1,279 customers)

• $42.05/quarter for 35-gallon cart, plus $1 per extra bag (494 customers)

Single Stream Recycling: 7,369 customers as of April 1, 2026

2025 Recycling totaled 1199.08 tons

Recycling routes are picked up bi-weekly, and all items go into one 95-gallon cart.

• Cardboard and books

• Office paper, newsprint, paper bags

• Glass bottles & jars (rinse)

• Plastics #1-4

• Junk mail, magazines, phone books

• Cans: steel, tin, aluminum, aerosol

Two free bulky waste services each year per customer

• Customers are provided either two bulky item curbside collections or one curbside collection

and one pickup truck load taken to the transfer station. Scheduling is arranged by the customer

contacting WCI.

Free roll-out (carry out) service for disabled or elderly individuals ages 65+

• Customers who qualify for free roll-out service bring their Driver's License to City Hall to be

scanned and sent to Waste Connections.

• A total of 256 trash customers are currently utilizing rollout services. Of these, 241 are disabled

or elderly, and the remaining fifteen (15) are paying an extra 50% for the service.

Free Service for City-owned facilities (see Appendix C for list of city facilities)

Service Expectations:

• The City of Derby expects services to proceed smoothly, including billing, distributing carts,

providing replacement containers, changing pickup days, changing the scope of services, and

responding to customer complaints and inquiries. . Missed trash or recycling pickup services

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should be rectified within 24-48 hours.

• The contractor will, at all times, provide courteous service to customers and shall promptly and

thoroughly investigate and resolve complaints alleging discourteous behavior by its employees or

agents.

• The contractor will keep accurate and complete records of all services provided and commit to

timely submission of required reports, as well as inspections or audits by the City, including

franchise fee audits.

• The contractor will keep City staff informed in a timely manner of anticipated delays in

service.

The City of Derby will provide:

• Consumer Education Support: The City of Derby uses its monthly Derby News insert in all

water bills, as well as its website and social media platforms to keep residents informed.

Educational content related to free bulky waste services, rollout services, holidays, recycling or

other aspects of the contract may be published at no charge.

• Rollout Service Review: Customers requesting rollout services will visit City Hall, where staff will

evaluate eligibility for free rollout requests and handle scanning and copying of Driver’s Licenses.

• Contract Management: The City of Derby will appoint a staff member as a liaison for questions

or concerns that may arise in the course of carrying out this contract. Currently, Assistant to the

City Manager Hannah Baker is the appointed staff liaison.

Additional Information:

• Additional documents and information may be located in the Appendices of this document and on

the City of Derby website.

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4. MINIMUM QUALIFICATIONS

Respondents must possess the following minimum qualifications:

1. At least two (2) Key Personnel, each with at least 5 years of experience in MSW collection services.

2. At least 5 years of experience in residential curbside refuse and recyclables collection similar to the

program described herein.

3. No administrative or judicial sanctions by Sedgwick County, any other Kansas county, or the State

of Kansas or any of its agencies within the last 3 years for violation of a law or regulation pertaining

to collection, transportation or disposal of solid waste.

4. Ability to provide a performance bond or other required financial security acceptable to the City (see

Section 25 of Appendix A for more information).

If the City determines that a Respondent does not meet these minimum qualifications, the City need not

further review such Respondent’s proposal.

5. CONFIDENTIAL MATTERS

Anyone submitting a proposal agrees that all data, records and information which proposer, its agents and

employees obtain access to, create, and which are the subject of this proposal, remain at all times

exclusively the property of Derby. Anyone submitting a proposal also agrees that all such data, records and

information constitute, at all times, proprietary information of the City and that proposer will not disclose,

provide or make available any such proprietary information in any form to any person or entity.

In addition, anyone submitting a proposal agrees that it will not use any names or addresses contained in

such data, records, and information for the purpose of selling or offering for sale any property or service to

any person or entity who resides at any such address in such data; that it will not sell, give or otherwise

make available to any person or entity any names or addresses contained in or derived from such data,

records or information for the purpose of allowing such person to sell or offer for sale any property or

service to any person or entity named in such data. Anyone submitting a proposal further agrees that it will

take reasonable steps and the same protective precautions to protect Derby’s proprietary information from

disclosure to third parties as with the proposer’s own proprietary and confidential information and that all

data, regardless of form, that is generated as a result of this RFP is the property of Derby.

6. MANDATORY REQUIREMENTS

This section is provided to assist participating proposers in forming a thorough response for services

outlined in this document. Proposals submitted must reflect in detail the inclusion of these items as well as

the degree to which they can be provided. The successful proposal shall:

1. Submit the name of the lead person from your firm who will be responsible for managing this work

for Derby together with a brief biography detailing experience of said person and general

information about proposer’s company.

2. Provide a statement of the respondent's background, experience, and understanding of services

required. If available, submit examples of experience with similar projects for municipal

governments, including contact information.

3. Submit a statement describing the proposer’s present and projected workload, staffing, and ability

to provide prompt, quality services at competitive rates.

4. Disclose all fees or other compensation to be paid to or on behalf of the proposer by Derby for

services and/or goods provided.

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Commodity Codes

• NAICS 562111Solid Waste Collection

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