Refuse and Recycling Removal Services 2027-2030

Project Overview Southwest Minnesota State University (SMSU) in Marshall, Minnesota seeks proposals from qualified vendors to provide comprehensive refuse and recycling removal services for the campus. The selected vendor will be responsible for timely and reliable refuse collection, environmentally responsible recycling services, and operational practices that support the University’s sustainability commitments and Minnesota State system requirements. The scope of services must include regularly scheduled collections, on‑demand pickups, recycling program management, organics or compost hauling where feasible, and all associated documentation and reporting. The University experiences approximately 85 low‑occupancy days and 190 high‑occupancy days per academic year, and the successful vendor must deliver services that accommodate these seasonal fluctuations in waste volume while maintaining consistent performance. Service coverage must include all campus locations listed in Attachment A, such as academic buildings, residential areas, the Child Care Center, athletic venues, the Maintenance Building, and Food Service operations. Vendors must provide containers appropriately sized for each location and loading configuration and maintain them in sanitary, “like‑new” condition through regular cleaning, repair, or replacement as needed. All scheduled collections must comply with City of Marshall noise ordinances. In addition to standard weekly service, the vendor must respond to on‑demand pickup requests within twenty‑four hours, or the same business day if the request is made before noon, and must supply additional containers within forty‑eight hours to support campus events or changing operational needs. The vendor is responsible for addressing any spilled materials resulting from container overflows, equipment malfunctions, or maintenance issues and may substitute larger containers at its own cost when this improves operational efficiency. During Commencement week, the vendor must provide a 20‑yard roll‑off for trash and a 30‑yard roll‑off for recyclables, with pickup as needed. Functional Requirements SMSU requires a vendor capable of providing consistent, reliable refuse and single‑sort recycling services that support daily campus operations as well as seasonal fluctuations. Regular weekly pickups must be conducted across all campus locations, and the vendor must also respond to on‑demand requests within twenty‑four hours—or the same business day for requests submitted before noon—to ensure uninterrupted campus sanitation services. All recyclable materials must be managed within a single‑sort system, and the vendor must support the handling of additional materials, including animal carcasses generated by academic programs, which may be disposed of through standard refuse channels unless otherwise required by program‑specific protocols. Compost or yard‑waste hauling may require roll‑off containers, such as a 30‑yard roll‑off for leaves, grass, or branches, to maintain campus grounds effectively. All disposal activities must occur at approved facilities that comply with State of Minnesota and Lyon County regulations. The vendor must help advance SMSU’s sustainability initiatives through best‑practice recycling, waste‑reduction efforts, and environmentally responsible handling methods. Quarterly reporting of refuse, recycling, cardboard, and organics volumes is required to support SMSU’s tracking of waste‑diversion and regulatory compliance. Administrative expectations include issuing monthly invoices with clear identification of all service charges, taxes, surcharges, and any applicable credits or rebates. SMSU retains the right to adjust container quantities or modify service frequencies with fourteen days’ written notice to maintain flexibility across the academic calendar. Overage charges may not exceed fifty percent (50%) of the container lift cost, and the University will not be charged overages on days when scheduled pickups were missed. Selection Process The selection process includes Director of Facilities, Director of Business Services, Buyer, and Building Service Manager. 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. Evaluates the responder’s demonstrated understanding of the contract’s objectives, goals, and tasks, including acknowledgment of Minnesota State terms and conditions and any exceptions taken. The responder must clearly articulate their interpretation of the contract scope and requirements, demonstrating awareness of Minnesota State expectations and compliance obligations. 4 Waste Operations, Sustainability & Management Plan Assesses the responder’s operational capacity to support SMSU in Marshall, MN. Key criteria include response times for unscheduled pickups and a robust work plan covering refuse, single-sort recycling, and organics. The proposal should detail methods for container maintenance, overflow prevention, and logistical efficiency. Additionally, the responder must demonstrate stewardship through landfill diversion strategies, contamination-reduction outreach, and regular reporting of waste metrics. Evaluation focuses on the vendor's ability to provide reliable communication and strategic recommendations that optimize campus waste flow and support environmental progress. 30 Cost and Value. Identify the level of the participation of Minnesota State in the contract, as well as any other services to be provided by Minnesota State, and details of cost allowances for this participation. Evaluation of total pricing structure, rate transparency, surcharges, landfill fees, credits, and overall value of service in relation to SMSU’s needs. 35 Qualifications & Local Service Capacity Assessment includes the vendor’s proximity to Marshall, MN, staffed business hours, and guaranteed response times for supplemental service requests. The proposal must outline the responder’s experience with similar projects and provide a dedicated personnel list detailing relevant training and expertise. Key elements include the vendor’s customer service structure, communication protocols, and overall reliability in issue resolution. Resumes should focus on professional qualifications; any included personal contact information must be clearly identified. Evaluation focuses on the infrastructure and human capital available to ensure seamless service. 27 Completeness, thoroughness and detail of the response Completeness, thoroughness and detail of the response as reflected by the proposal's discussions and coverage of all elements of work listed above 4 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 36 MONTHS or 3 YEARS. Minnesota State may, at its sole option and upon satisfactory performance, extend the contract for up to an additional twenty‑four (24) months, not to exceed a total contract length of sixty (60) months If Minnesota State and Respondent are unable to negotiate and sign a contract by May 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 RFx date and time deadlines. Failure to meet the deadlines shall be grounds for rejection.