FY27 Waste Removal

Project Overview Minnesota State is requesting proposals to to provide refuse, recycling and compost removal services for the Winona State University campus from qualified suppliers. The vendor will partner with and assist the University to accomplish best practices as it relates to environmental stewardship, sustainability and recycling practices. Technical/Functional Requirements Winona State University is committed to continuous improvement of our sustainable practices. Solid waste reduction and diversion is an important part of this commitment. As a member of Minnesota State, the university’s goal is to achieve a 75% solid waste diversion rate through both recycling and composting of solid waste by 2030. Progress toward this goal will be measured by weight and reported on an annual basis. The selected vendor will be a key partner in helping the university achieve our goal. 1. Within the first 90 days of the contract the vendor will perform a waste stream analysis to establish a baseline weight, volume, and diversion rate. The analysis will include trash/landfill waste, comingled and paper/cardboard recyclables, organics and compostables, and scrap metals. Based on this data, the vendor will propose a collection strategy and diversion rate goal. 2. With each monthly invoice the vendor will provide a progress report that includes weights and volumes collected at each pickup site, aggregate diversion rate, and recommendations for improvement. 3. The vendor will propose source separated organics composting services. The university’s priority is collecting pre and post-consumer food waste from the centralized dining hall; our second priority is collecting food waste from the satellite food service locations, residence halls, and scattered sites identified in the waste stream analysis; and our third priority is collecting other compostables such as paper and plastics. A 2018 study estimated organics composed over 10% of the university’s waste by weight. 4. At the beginning of the contract, it is required all containers be in new or like new condition. The vendor will work with a designated Winona State University Facilities Services Supervisor to approve all signage. All containers should have good visible signage on them stating what each container will be used for. Throughout the contract it is expected all containers will be well maintained and in good condition. Clean up container(s), leakage and site when trash or recycling is outside of the container as a result of full containers, equipment failure or maintenance needs. The vendor shall guarantee that all equipment shall meet the approval of State and Local Health Department requirements. Winona State University reserves the right to request the replacement of any containers deemed unsightly or hazardous. 5. The vendor will be responsible for all service and maintenance on its equipment. All containers and compactors are to be cleaned and disinfected by the vendor once a year within one month after spring graduation. Winona State University reserves the right to request additional cleaning and disinfecting of any containers as deemed necessary. 6. Winona State University requests regularly scheduled Non-residence Hall building pickups to start at 6:15 a.m. with the intent to have all internal dock containers emptied before 7:30 a.m. Residence Hall pickups should take place no earlier than 7:00 am. The vendor will conform to all traffic regulations of the campus and surrounding community. 7. Vendor shall not assign or transfer any rights or obligations or sub-contract any services without thirty days (30) prior written consent of Winona State University and subject to periodic review. 8. Winona State University has the right, upon 7 days written notice to the vendor, to: a. Increase or decrease the number of containers required by this contract; b. Increase or decrease the frequency of pick-up 9. If, during the contract period, landfill charges and/or taxes increase due to legislative (City, County, State) charges, such increases will be allowed to be passed on to Winona State University. Request for such increases must be submitted by vendor to Winona State University Business Manager in writing. The following must show as separate line items for each location on the invoices: Minnesota Solid Waste Tax 17% Winona County Surcharge 13% 10. The vendor shall bear the full and complete responsibility for all risk of damage for loss of equipment resulting from any cause whatsoever and shall not penalize the University for any losses incurred related to this contract. 11. The vendor shall have and assume complete responsibility for its employees and its personnel relations including, but not limited to, all applicable government regulations relating to employment, payment of personnel, and worker’s and unemployment compensation. 12. The vendor must be able to respond to requests for service in a reasonable amount of time as requested by the University. 13. The vendor must be able to respond to requests for service in a reasonable amount of time as requested by the University. 14. Dispose of refuse and recyclable materials at a state approval disposal site. Follow county-required Waste and Recycling Plan and the goals stated that plan. WASTE HAULING REQUIREMENTS Waste and Cardboard 20 yard Roll Off Dumpsters to be delivered for approximately 2 weeks commencing early May and mid-August. WSU to inform vendor of exact dates. Some pick-ups will be on an on-call basis upon Move In (Aug) and Move Out (May) and will call to schedule pick-ups as needed. Additional bins added throughout the course of the contract will be priced at the rate listed on the proposal plus any applicable rate adjustments. Sites may be added or removed by Winona State University during the term of the contract. Container quantity or service frequency may be reduced or changed during summer, and other, breaktimes. Vendor may propose or substitute bin size to Winona State University. Due to space constraints must be approved prior to implementation. COMPOST PROGRAM Vendor should assist University in determining what size, location and service level is appropriate. Vendor shall provide compost/organic carts to support the compost program. They need to clearly state composting containers only. Design needs to be approved by the University. The Vendor will empty the compostable material from the organics compost carts at the established collection location(s) once a week during the academic year and on an on-call basis at other times as determined by the University. The Vendor will transport the compost material to a licensed location for processing, as mutually determined by the Vendor and University; and shall include the collection, transportation, and processing cost in the compost service price. Vendor shall not be responsible for moving the carts to/from the collection location to the compost room, nor the cleaning of the carts. The Vendor will be responsible for cart repair and replacement if used by the University as designed. Budget The budget for this contract is anticipated to be $150,000 per year of the contract. Selection Process The selection process includes the AVP for Facilities Management, Business Manager and Plant Director. This group will evaluate the proposals and make the final decision. Evaluation Factors The following factors and their identified weight will be used to evaluate the responses: Topic Factor Weight Adherence to Minnesota State Terms and Conditions 1. Exeptions to Terms & Conditions 2. Conflict of Interest 10 Pricing/Cost/Reporting 1. Complete the Attached Vendor Service Quote Form found in Attachment A. 2. To meet the requirements of Minnesota State Board Policy 5.17 the university is required to measure and report solid waste by weight. Please indicate how your company will assist the university in collecting accurate data. 3. Provide maximum pricing escalation rates, if any, for Year 2 through 5. (Price escalation in any given year cannot exceed the preceding years’ Consumer Price Index, Minneapolis-St. Paul-Bloomington area https://www.bls.gov/regions/midwest) 4. Vendor shall provide an example invoice showing breakdown by location, weight and taxes and fees (upload file). 45 CRefuse & Recycle Workplan/WasteReduction Strategy/Wast Audit 1. Describe how your company will conduct the waste stream analysis. 2. Describe how your company collects and provides data showing volume and weight of waste produced and calculation of diversion rates. 3. Describe how your company will assist the university in collection and diversion of organic waste. 4. Describe how waste is handled once removed from site. 5. Provide recommendations for best practices for the university to manage waste and increase diversion rates. 6. Outline tools the university can use to reduce the environmental impact of university’s waste stream. 7. Outline tools the university can use to educate and encourage the university community to participate in increasing the diversion rate. 8. Please describe your company's environmental stewardship and best practices for managing recycling. 30 Completeness. Completeness, thoroughness and detail of the response as reflected by the proposal's discussions and coverage of all elements of work listed above 15 Total: 100 Minnesota State reserves the right to name a date which all responding Respondents will be invited to present demonstrations or participate in an interview. Minnesota State does not agree to reach a decision by any certain date although it is hoped the evaluation and selection will be completed by the contract terms date identified. Contract Terms Minnesota State desires to enter into a contract with the successful Respondent(s) effective July 1, 2026 or on the date the last recognized signature is obtained, whichever occurs later. The length of such contract(s) will be THREE years plus two optional 1-year extensions upon written approval by both parties (not to exceed a maximum of 5 years). If Minnesota State and Respondent are unable to negotiate and sign a contract by June 1, 2026, then Minnesota State reserves the right to seek an alternative Respondent(s). Inquiries and Submission Instructions Minnesota State accepts all questions and bid submissions exclusively through Minnesota State's e-procurement system. Hard copy submissions, emails, or submissions through any other medium will not be considered. Each Respondent is solely responsible for the timely delivery of its questions and bids by the RFP date and time deadlines. Failure to meet the deadlines shall be grounds for rejection.