Project Information

Bid Title

Request for Information Recycle/Trash Services

Issuing Agency

James City County

Location

Virginia

Published Date

Jan 16, 2026

Closing Date

Feb 11, 2026

Government Level

State & Local

Status

Closed

Ref. #

20260688

Original Source

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Bid Documents

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Project Description

Bid Number:	20260688
Bid Title:	Request for Information Recycle/Trash Services
Category:	Request for Information
Status:	Open

Description: The purpose of issuing this Request for Information (“RFI”) is to: Determine the level of market interest; Obtain information from solid waste collection companies to provide information on their ability and the parameters of providing the County with ‘opt-in’ residential trash and recyclable collection services. Obtain recommendations that would enhance the success of a future procurement opportunity for this project; Obtain high-level cost estimates for planning and budget purposes; and Provide the industry with an opportunity to comment on the potential procurement opportunity. Publication Date/Time: 1/16/2026 10:30 AM Closing Date/Time: 2/11/2026 2:00 PM Related Documents: RFI 20260688 Recycle Trash Services

Attachment Preview

James City County Purchasing Office

101-F Mounts Bay Road, Ste. 300

Williamsburg, VA 23185

Phone: (757) 253-6644/6646

Fax: (757) 253-6753

Email: kitty.hall@jamescitycountyva.gov

https://www.jamescitycountyva.gov/Bids.aspx?CatID=20

JAMES CITY COUNTY, VIRGINIA

REQUEST FOR INFORMATION No. 20260688

Title:

Recycle/Trash Services

Issue Date:

January 16, 2026

Due Date:

February 11, 2026; Responses are requested by no later than 2:00

p.m. local time.

Submit:

Responses shall be emailed to kitty.hall@jamescitycountyva.gov

Inquiries:

Shall be addressed to Kitty Hall, via email: kitty.hall@jamescitycountyva.gov

by no later than 2:00 p.m. on January 27, 2026. Responses to questions will be

posted via an addendum to this RFI on the County website at

https://www.jamescitycountyva.gov/Bids.aspx?CatID=20

This public body does not discriminate against faith-based organizations.

PROPRIETARY INFORMATION

YES ( ) NO ( )

Trade secrets or proprietary information is hereby submitted and identified. Reasons for protection and

exclusion form the Virginia Freedom of Information Act (2.2 et seq.) is set forth below. (Additional sheet may

be added if necessary.)

Firm Name:

State Corporation Commission No. #:

Address:

City/State/Zip:

Telephone:

Email:

Print Name:

Signature

FAX:

Title:

Date:_

I. PURPOSE

The purpose of issuing this Request for Information (“RFI”) is to:

• Determine the level of market interest;

• Obtain information from solid waste collection companies to provide information on their

ability and the parameters of providing the County with ‘opt-in’ residential trash and recyclable

collection services.

• Obtain recommendations that would enhance the success of a future procurement

opportunity for this project;

• Obtain high-level cost estimates for planning and budget purposes; and

• Provide the industry with an opportunity to comment on the potential procurement

opportunity.

The RFI is being issued to assist the County in gathering information in the following

areas:

House Counts/Density:

• Minimum number of accounts or account density that are necessary to create a

collection route.

• Proximity and number of additional accounts to the initial service area that are

necessary to expand.

• The most effective method for soliciting new customers.

• Timeframe from contract award to commencement of service (must include

cart deployment).

Carts:

• The County owns approximately 10,000 recycling carts (95, 64 and 35 gallons).

• Identify minimum number of trash carts available for deployment on June 1,

2026.

• Anticipated timeframe to purchase carts with County logo and include

finance/purchase options for the County to own the carts at the end of 5 years.

• Ability to switch vendor cart for County-logo cart, if needed.

• Are there any cart sizes that all your collection equipment cannot routinely

handle.

• Price range for new carts (with County logo) based on size and quantity

ordered.

Customer Service

• Type of vehicle GPS utilized.

• Can third-parties access the read-only portion of the GPS software.

• Software utilized for customer service requests.

o Is it web-based

o Can handle account starts, stops and service requests

o Can requests be entered remotely and status monitored

• What is the maximum time to deploy carts to new accounts

• What type vehicles are available to negotiate narrow streets and alleys

• Frequency of route audits to ensure only active accounts are serviced

II. BACKGROUND

Currently, James City County does not provide or manage residential solid waste collection

within the County. The Board of Supervisors has taken the steps necessary to mandate this

service County-wide in April 2029. The County manages a subscription-based, curbside

recycling service. Approximately 9,500 households participate in the program. The County

anticipates awarding a permanent contract for the curbside collection of recyclables to coincide

with the award of the solid waste collection contract.

The goal of the County is to offer residents and eligible small businesses access to solid waste

and recycling collection services that provide an economy-of-scale similar to a Home Owners

Association (HOA).

The initial service area focuses on the eligible households and small businesses of the Roberts

District (see attachment 1). Approximately 3,249 residential households in the Roberts District

would be eligible for the opt-in program (excludes the Kingsmill Community). The County

would work with the successful bidder to methodically expand the program throughout the

County. The County will be the billed entity.

The County also owns a solid waste transfer station located at 1204 Jolly Pond Road,

Williamsburg, VA 23188. The operation of the Transfer Station is contracted to a third-party.

The current contract expires November 1, 2028. The County considers the transfer station as a

key component of its County-wide solid waste management plan.

III. RESPONSES

Interested parties are invited to respond to this RFI by submitting a response to the point of

contact listed above. Responses should include ideas, information and recommendations

that could result in a clarification of the requirements, cost-saving opportunities, and the

identification of problem areas with this initiative.

Respondents are requested to provide a concise and focused response to this RFI. Responses

are requested in the following format:

1. Brief company profile and Contact person

Provide a brief profile, including the number of years in the industry and any unique

approaches or technologies that set your firm apart. Provide the name of a key contact

person, including telephone number, fax number and email address

2. Recommended Solution and Estimated Costs

Provide a description of the services/options available and pricing packages/tiers. If

possible, provide recommendations that cover a range of price points and functionality

to provide several options for consideration. Please include in your pricing estimates

the cost of implementation, Additionally, include pertinent information if your firm can

provide consulting or other assistance to the County to plan/phase launch of a recycle/trash

service.

Ongoing Maintenance/Equipment Costs: Provide information on recommended

maintenance plans/equipment costs to support operability of the equipment, and long term

viability of the program including services offered and pricing.

3. Current Contracts

Provide information on any current contracts your firm has with other public agencies in

Virginia to provide the goods and services outlined herein. Please provide the name of the

public agency, contract number, and general description of what goods/services are

covered under the contract.

4. Past Customers

Provide a list of recent similar public agency customers in Virgina for whom you have

provided similar equipment and services and briefly describe the work you did for their

project.

5. Commentary on JCC’s specific Needs

Provide feedback on the Background/Overview of Needs section presented. Is there any

information beyond that which is stated that vendors might want to know to be able to

propose a project of this nature? Relay special factors that JCC Solid Waste should

consider when developing a solicitation, such as recent advances or trends in the industry.

IV. NOT A COMPETITIVE SOLICITATION

This RFI is not a competitive solicitation, and no contract award shall result. It is merely for

informational gathering purposes. This RFI will not be used to evaluate, rank or select

vendors, nor will it be used to pre- qualify or screen vendors for a subsequent competitive

solicitation process, if any. In the event that sufficient information is received, JCC may, but

is not required to, conduct a competitive solicitation. If a subsequent competitive solicitation

is issued, JCC is under no obligation to advise any firm responding to this RFI. Vendors are

advised to monitor the James City County website (www.jamescitycountyva.gov) or reach

out to the Purchasing point of contact listed above for any such opportunities, which will be

open to all vendors regardless of whether or not a response to this RFI has been submitted.

JCC will not pay for the preparation of any information submitted or for use of that information.

JCC reserves the right to utilize any information submitted in its best interest without any

obligation, liability, or consideration on the part of JCC.

Ownership of all data, materials and documentation originated and prepared for the JCC

pursuant to this RFI shall belong exclusively to JCC and be subject to public inspection in

accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary

information submitted by a firm shall not be publicly disclosed under the Virginia Freedom

of Information Act; however, the firm shall invoke the protection of this section prior to or

upon submission of the data or other materials and must identify the data or other materials

to be protected and state the reasons why protection is necessary. Disposition of the

proprietary materials after the RFIs are reviewed should be stated by the firm. Firms should

indicate on the Cover Sheet the portions of their response that are proprietary and return the

signed Cover Sheet with their submission. Please list the page number(s) and reason(s).

Commodity Codes

• NAICS 562111Solid Waste Collection

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