Description
CITY OF SANDY OAKS, TEXAS
REQUEST FOR PROPOSAL
of
SOLID WASTE
COLLECTION, DISPOSAL
and
RECYCLING SERVICES
Date: September 11, 2026
Deadline for Response: October 14, 2026, at 5:00 p.m.
REQUEST FOR PROPOSAL
The City of Sandy Oaks, Texas (the "City") is considering contracting a single Contractor for Solid Waste Disposal and Recycling Services for the collection, transportation and disposal of all residential and commercial or industrial solid waste, including refuse, yard waste, bulky waste, and recyclables from the City to a disposal or processing site identified by the Respondent. The City is asking potential Contractors to submit sealed proposals regarding the services they can provide for our community in accordance with this Request for Proposal for Solid Waste Disposal and Recycling Services ("RFP").
The City is a 2.4 square mile incorporated municipality with approximately 5,500-5,874 residents. Of the 2,100 properties within the City, approximately 1,800 currently have a residence or business on them. Solid waste and recyclables are currently collected curbside at the customer's option, but the City may require mandatory collection for residential and commercial properties in the future during the term of the contract. Enclosed with this RFP is a map showing the City's boundaries and the Contract Area.
All proposals will be evaluated and reviewed by the Interim City Administrator who will provide a recommendation of one or more Respondents for consideration. The proposals and recommendation are anticipated to be reviewed by the City Council at its regular meeting on October 22, 2026. Respondents are welcome to attend the public meeting to address the City Council and be available to answer any questions, although attendance is not required. Respondents wishing to address the City Council will be given five (5) minutes to speak, not including any questions that the City Council may have for each Respondent.
The deadline for proposals to this Request for Proposal is 5:00 p.m. on October 14, 2026. Any proposals received after this date will not be considered unless through negligence of the City, its officers, agents, or employees or if only one proposal is received. It is the responsibility of the Respondent to ensure that the City receives the proposal by the deadline.
Please submit proposals to: Email: cityadministrator@cityofsandyoaks.com and citysecretary@cityofsandyoaks.com, or hand delivered to City of Sandy Oaks, Texas, Attention: Interim City Administrator, 22870 Priest Road, Sandy Oaks, Texas 78112 during City Hall's normal business hours.
On the subject line of an email, clearly indicate "Proposal to RFP for Solid Waste Disposal and Recycling Services." The City is not responsible for any proposals that may not be delivered to recipient inboxes due to size. If any part of this RFP does not apply to the services provided by the Respondent, please indicate "not applicable" or "N/A" rather than leaving a blank response. The submission must be in a searchable PDF format.
The City reserves the right to reject any and all proposals, to waive irregularities, and to accept the proposal deemed most advantageous to the City.
Questions regarding this Request for Proposal may be submitted to the Interim City Administrator at cityadministrator@cityofsandyoaks.com.
DEFINITIONS
For purposes of this RFP and the proposed contract for such services, the following terms are defined as follows:
Bin: Metal or plastic collection receptacle designed to be lifted and emptied mechanically for use only at residential or commercial and industrial units.
Brush: All separated material other than leaves and grass resulting from the pruning, trimming or removal of bushes or trees.
Bulky Waste: Furniture, appliances and other household items too large for a refuse container.
City: The City of Sandy Oaks, Texas, a 2.4 square mile incorporated municipality, including all present and future boundaries of the City.
Commercial/Industrial Refuse: All bulky waste, construction debris, garbage, rubbish and other waste generated by a producer at a commercial or industrial unit.
Commercial/Industrial Unit: All premises, locations or entities, public or private, requiring refuse collection within the corporate limits of the City and not a residential unit as defined herein.
Construction Debris: Waste building materials resulting from construction, remodeling, repair or demolition operations.
Contract Area: The geographical boundaries of the City limits within which the Contractor will provide services.
Contractor: The individual, corporation or partnership with whom the City has executed the service contract.
Customers: Those occupants of designated residential units and/or commercial and industrial units, that are located within the City limits and the generated solid waste and/or recyclable materials, as defined herein.
Disposal site: A refuse depository, including but not limited to sanitary landfills, transfer stations, incinerators, and waste processing/separations centers, licensed, permitted or approved to receive municipal solid waste for processing or final disposal by Texas Commission on Environmental Quality and other agencies having jurisdiction and requiring such licenses, permits and approval.
Dumpster: Metal collection receptacle designed to be lifted and emptied mechanically for use at residential or commercial and industrial units.
Garbage: All normal and usual household and institutional waste products that are placed in approved containers for collection purposes and are usually a mixture of putrescible, nonputrescible, combustible, and incombustible materials, such as organic wastes from food preparation and consumption, wrapping and packaging materials, metal, glass and plastic containers and other items. This definition also applies to similar waste products from commercial establishments such as restaurants, cafeterias, school and hospitals.
Hazardous Waste: Waste, in any amount, which is defined, characterized or designated as hazardous by the United States Environmental Protection Agency or appropriate State agency by or pursuant to Federal or State law, or waste, in any amount, which is regulated under Federal or State law.
Processing site: A facility capable of changing the nature of solid waste or separating solid waste to facilitate its re-use in lieu of disposal.
Respondent: The individual, corporation, or entity submitting a response or Proposal to the RFP.
Recyclables: Materials recovered from the solid waste stream for the purposes of re-use or reclamation. Includes, but not limited to: newsprint, inserts, glass, food and beverage containers, plastic containers, aluminum and other commodities economically impacting waste reduction.
Residential Refuse: All garbage and rubbish generated at a residential unit.
Residential Unit: A dwelling occupied by a person or group of persons, including but not limited to apartments, condominiums, mobile homes and single-family dwellings, and receiving any utilities from the City. Each dwelling within any such residential unit, which is individually billed by the City for water and/or sewer services, shall be treated as a residential unit. Other multiple residential facilities not billed individually, such as apartment complexes, shall be considered as a commercial unit for the purposes of this contract.
Roll-Off Container: Large collection container with open or closed top that can be rolled onto the back of a truck, generally in excess of 20 cubic yards capacity.
Rubbish: All nonputrescible solid waste including wood products, tree trimmings, grass cuttings, dead plants, weeds, leaves, sawdust, printed matter, paper, pasteboard, rags, straw, used and discarded clothing, used and discarded shoes and boots, and other products such as are used for packing, or wrapping crockery and glass, ashes, cinders, floor sweepings, glass, mineral or metallic substances, and any and all other waste materials not included in the definition of Construction Debris, Garbage or Hazardous Waste.
Solid Waste: Useless, unwanted or discarded materials with insufficient liquid content to be free flowing, that result from domestic, industrial, commercial, agricultural, governmental and community operations, which require proper storage, collection, transportation and disposal to prevent environmental pollution unfavorable to public health, safety and welfare.
Yard Waste: Bagged grass and leaves from yard maintenance.
GENERAL SPECIFICATIONS
I.
Scope of Work and Contract
The work to be done by the Contractor pursuant to this proposal consists of providing waste services which will include the collecting, transporting and processing or disposing of Residential Refuse, Commercial Refuse, and/or Recyclables collected from every building used for residential purposes and commercial and industrial purposes within the corporate limits of the City as the present and future boundaries exist, and the furnishing of all labor, methods or processes, tools, equipment, and transportation necessary to provide the service and meet the requirements of the contract. This RFP is intended to describe the services required to fulfill the City's needs, but is not intended to describe or limit the services or technologies Respondent may use to provide such services.
The successful Contractor will be required to enter into a contract for services with the City for a term to be determined by the City Council.
The successful Contractor, upon award of the contract, shall be responsible for all notifications to current residential and commercial customers of any proposed changes to rates, pickup hours and/or days, recycling materials, routes, or any other necessary and pertinent information. A copy of such notifications must also be provided to the City.
II.
Equipment
Contractor shall furnish all equipment necessary to furnish the services provided by the contract between the Contractor and the City with sufficient operators and workmen for each, to collect and dispose of all refuse in the City from residential, commercial, and industrial customers and all recyclables from residential and commercial and industrial customers, if applicable.
All Dumpsters and Roll-Off containers requested by commercial customers shall be maintained by Contractor in good condition. Dumpsters will be changed as needed to maintain all health and safety concerns free of charge. All other container movement will be as agreed by the Contractor and customer.
III.
Evidence of Insurance
Each proposal must be accompanied by a certificate of insurance evidencing the coverage set forth in the Information Requested below.
IV.
Security for Faithful Performance
Contractor shall furnish and maintain a faithful performance bond during the full term of the Contract in the amount of Two Hundred Thousand Dollars ($200,000) as a guarantee that it will faithfully perform the Contract services. Said bond shall be issued by a duly authorized corporate surety company authorized to do business in the State of Texas.
Said bond shall be made payable to City or as may be provided by law, and be subject to the approval of the City Attorney as to form and the Mayor as to surety. Said bonds shall remain in force for the entire length of the Contract.
V.
Power of Attorney
Attorneys-in-fact who sign bonds must file with each bond a certified and effectively dated copy of their power of attorney.
VI.
Method of Award
The City reserves the right to accept any proposal or to reject any or all proposals, and to waive defects or irregularities in any proposal. In particular, any alteration, erasure or interlineations of the contract documents and of the proposal shall render the accompanying proposal irregular and subject to rejection by the City. The City intends that the Contract will be awarded at its regular meeting on November 12, 2026, the final regularly scheduled City Council meeting preceding the contract's effective date, but in no event later than Sixty (60) calendar days following the date that Proposals are publicly discussed.
Proposals will be evaluated based on quality of service and previous performance as well as price. Once a contractor is selected, the City shall enter into final negotiation of a contract. The City reserves the right to cease negotiations at any time if it feels doing so is in its best interest. If negotiations cease, the City may elect to enter negotiations with another Respondent or reject all proposals and re-advertise for proposals.
All decisions and awards shall be at the sole discretion of the City Council and all decisions shall be final.
INFORMATION REQUESTED
The City is seeking proposals for the performance of services as described herein. Respondents may elaborate on the method by which they propose to provide the services requested and they may offer alternative solutions for the delivery of the services required by the citizens of the City. In addition, to any information specified under "GENERAL SPECIFICATIONS," please provide the following:
1. Information on the Respondent
a) Please provide the name of the Respondent, address (main office and local, if any), phone number, and the name and email of a contact person.
b) Identify the person or persons who will manage the contract with the City and provide quality control with the City. Describe Respondent's quality control methods, complaint management, and resolution procedures.
c) Provide the length of time the Respondent has been in the business of providing the services requested in this RFP.
d) Evidence of Respondent's authority to conduct business in the State of Texas.
2. Services and Fees
a) Collection and Disposal of Unlimited Residential Refuse
i. Please provide rates for both once and twice per week curbside collection of Residential Refuse per residence. The City will choose between once per week or twice per week service. Indicate whether the Respondent will provide the Bins necessary and include the size and color of the Bin that will be provided or required for the collection of Residential Refuse and any additional costs per residential property that require additional Bins.
ii. If the Respondent will also offer recycling services, please indicate whether recycling will be collected by a separate truck in a separate container, whether Bins will be provided for each residence, and whether recycling will provide a savings to the customer or the City.
iii. If recycling is provided, please provide rates for both once a week and twice per month for curbside collection of unseparated recyclable waste per residence. Describe the types of recyclable waste that will be accepted. Include the size and color of the Bin that will be provided or required for the collection of Recyclable Waste and any additional cost per residential property that will require additional Bins.
iv. Please provide rates for curbside collection of bulky waste items (furniture, appliances, etc.) to be collected and how often the Respondent will provide these services annually. If the Respondent will not provide these services, please indicate so in the Proposal.
v. Please provide rates for curbside collection of brush collection to be collected and how often the Respondent will provide these services annually. If the Respondent will not provide these services, please indicate so in the Proposal.
vi. Indicate whether residential dumpster service will be available to requesting customers and provide the additional cost of such service if applicable. Indicate whether a residential service fee will be waived or applied if a residential dumpster option is selected.
b) Collection and Disposal of Commercial and Industrial Refuse
i. Please provide rates for both once and twice per week curbside collection of Commercial and Industrial Refuse per commercial and industrial tenant. The City will choose between once per week or twice per week service. Also include the size and color of the Bin that will be provided or required for the collection of Commercial and Industrial Refuse and any additional costs per property that require additional Bins.
ii. Indicate whether commercial or industrial dumpster service will be available to requesting customers and provide the additional cost of such service if applicable. Indicate whether any service fee will be waived or applied if a commercial dumpster option is selected.
iii. Please provide rates for both once a week and twice per month for curbside collection of unseparated recyclable waste per commercial and industrial tenant. Describe the types of recyclable waste that will be accepted. Include the size and color of the Bin that will be provided or required for the collection of Recyclable Waste and any additional cost per property that will require additional Bins.
iv. Describe specifically the method by which the proposed service is to be provided. Industrial service to the City is to be provided in a manner that serves the needs of the business. Alternative methods must be made available so that the businesses and industries will have a choice of service that reflects their needs as they grow.
3. Collection Schedule
Please provide a proposed collection schedule for residential, commercial and industrial properties. Please note the City understands that the needs of residential, commercial and industrial properties may not be determined at the time of the response and therefore the City considers this schedule "proposed" and may be in general terms.
4. Equipment
Describe all equipment the Contractor will use to collect and dispose of all refuse in the City from residential, commercial, and industrial customers and all recyclables from residential and commercial and industrial customers, if applicable, and include how many operators are necessary for the equipment. Indicate whether the Respondent will provide Bins for waste and recyclables, and describe the size and color of such Bins.
5. Billing
Indicate whether the Respondent will bill tenants residential, commercial and industrial properties for its services associated with a contract or whether you propose the City bill its residents for services.
6. Service Hotline
The City will consider whether the Respondent maintains an answering service to track and follow-up on collection misses and complaints, the days and hours of operation, and how the Respondent will handle calls and complaints. Ideally, such answering service will be operational at all times between the hours of 8:00 a.m. and 5:00 p.m., Monday through Saturday, except holidays, and shall have a person available at such number with whom the public, the City, or any City officer, employee, or agent may communicate, discuss, and refer any complaint or inquiry arising in connection with such collection services. If such service is available, the City will require each collection miss or complaint be recorded on a complaint form approved by City and a copy of the complaint log be provided to the City Secretary on a monthly basis.
Will the Respondent provide an answering service to track and follow-up on collection misses and complaints? If so, what are the days and hours of operation? Is the number a toll-free number? How will calls and complaints be handled by the Respondent?
7. Franchise Agreement
The franchise fee is a percentage of gross revenues in an amount set by City Council for all fees collected from customers. The Respondent awarded the contract will be required to remit to the City a franchise fee of 10% based on gross receipts. The franchise fees will be remitted to the City on a quarterly basis. Sales taxes and franchise fees shall not be included in the rates quoted. There shall be no additional fees not included in the rates quoted.
8. Effective Date and Length of Contract
The City intends the effective date of the contract be January 1, 2027, and the term of the contract will be determined by the City Council based on the qualifications of the Contractor. The new contract effective date of January 1, 2027, ensures no gap in service upon expiration of the existing Waste Connections agreement on December 31, 2026. The original contract term may be extended by the mutual agreement of both the Contractor and the City.
9. Insurance
Contractor shall maintain in full force and effect during the term of the contract, Workmen's Compensation insurance in accordance with the Workmen's Compensation statues of the State of Texas, and Public Liability, Employer's Liability, and Property Damage Insurance, including Contractual Liability coverage in a form acceptable to the City Attorney for the benefit of third persons who may be injured or damaged as a result of any negligent operations or other wrongful conduct of the Contractor in the performance of the work under the Contract.
All insurance shall be by an insurance company licensed to do business in the State of Texas and for policy limits acceptable to the City. Prior to the commencement of any Contract, Contractor shall furnish the City with certificates of insurance to the effect that such insurance has been procured and is in force.
Contractor shall notify City in the event of any changes in coverage and shall give such notices not less than thirty (30) days prior to the change, which notice must be accompanied by a replacement Certificate of Insurance.
Please include a certificate of insurance evidencing the coverage limits of liability for worker's compensation, employer's liability, bodily injury liability, property damage liability, automobile bodily injury, automobile property damage, excess umbrella liability.
The City shall not, nor shall any officer or employee thereof, be liable or responsible for any accident, loss, or damage happening or occurring in the performance of the work under the contract and Contractor shall agree to indemnify and hold harmless the City and its officers and employees in the event of any and all liability arising therefrom of and to the extent caused by Contractor's negligence or willful breach thereof.
10. Reports
How will the Respondent maintain records and books for purposes of identifying, accounting for, and reporting revenues, uncollectibles, and expenses, tonnage of materials collected, number of household setouts per collection day, average pounds per set out and average pounds per home per month within the City?
11. References
Provide the contact information with point of contact for at least three cities where the Respondent currently provides or has previously provided similar services.
12. Statement
Please provide the following statements with the Proposal:
"I have received, read and understand all pages of the conditions and specifications set out in the City of Sandy Oaks, Texas Request for Proposal for Solid Waste Disposal and Recycling Services. The Respondent agrees to abide by all areas of the Request for Proposal that will also be included in any contract with the City of Solid Waste Disposal and Recycling Services.
If awarded the contract, Respondent agrees to conform to and abide by all the valid rules, regulations, and ordinances of any City or other jurisdiction through which Recyclables and/or Refuse may be hauled, processed, or disposed of, governing the picking up, hauling, processing, and/or disposal of said Recyclables or Refuse. Respondent agrees, when Recyclables and/or Refuse is hauled to or through the unincorporated territory of any county, to conform to and abide by all the rules, regulations, and ordinances of any county governing the picking up, hauling, processing, and/or disposal of said Recyclables or Refuse. If awarded the contract, Respondent agrees to abide by all Local, Federal, State, and Environmental laws governing the picking up, hauling, processing, and/or disposal of Recyclables and Refuse.
I am a legal agent of the above named company, authorized to sign this proposal. On behalf of the Respondent, I further state Respondent has not paid, given, or donated or agreed to pay, give or donate to any officer or employee of the City of Sandy Oaks any money or other thing of value, either directly or indirectly, in procuring the contract."
Authorized Officer/Owner: _______________________________________________________________________
Printed Name: _______________________________________________________________________
Title: _______________________________________________________________________
Name of Respondent: _______________________________________________________________________
Date: _______________________________________________________________________
13. Conflict of Interest
A statement indicating the Respondent has no conflict of interest with the City, including any past or present employees or past or present elected officials of the City, must be submitted with the Proposal. Chapter 176 of the Texas Local Government Code requires that any vendor or person considering doing business with a local government entity must disclose in the Questionnaire Form CIQ, the vendor or person's affiliation or business relationship that might cause a conflict of interest with a local government entity. This questionnaire must be filed, by law, with the City Secretary not later than the 7th business day after the date the person becomes aware of facts that require the statement be filed. See Section 176.006, Local Government Code. A person commits an offense if the person violates Section 176.006, Local Government Code. An offense under this section is a Class C misdemeanor. For more information or to obtain the Questionnaire CIQ go to the Texas Ethics Commission web page at www.ethics.state.tx.us/forms/CIQ.pdf. The Applicant shall also include its statement that it meets all City and state ethics and conflicts of interest requirements.
14. Certification regarding Business with Certain Countries and Organizations
A statement confirming Respondent is not identified by (1) the Texas Comptroller as a company with business operations in Sudan, (2) the Texas State Pension Review Board as a company with business operations in Iran, or (3) the Texas Comptroller as a company known to have contracts with or provide supplies or services to a foreign terrorist organization or that it is a company the United States government affirmatively declares to be excluded from its federal sanctions regime relating to (1) Sudan, (2) Iran, or (3) foreign terrorist organizations pursuant to Chapter 2252, Subchapter F of the Texas Government Code.
15. Certification Regarding COVID-19 Vaccination
In compliance with section 161.0085 of the Texas Health and Safety Code, a statement certifying that Respondent does not require a customer to provide any documentation certifying the customer's COVID-19 vaccination or post-transmission recovery on entry to, to gain access to, or to receive service from the business.
16. Other Information
Please describe any other information regarding the Respondent and its services that will assist the City in selecting a Contractor that is not already specified in this RFP.
