Important Dates

Mapping out dates to ensure a successful delivery is a significant component of any waste program. To determine your timelines, you can work backwards from the expected delivery date as that is the most easily established. From that date, you can estimate the other dates.

Here are some questions to consider when determining the correct:

• Implementation Date
  This is the date that the waste program should start on your property. Ask
  • Is there an existing contract that is expiring?
  • Is there an external event or timeline that needs to be considered?
  • When does the waste need to be picked up?
  • How much lead time do you need to be there before waste starts to become excessive?
• Decision Date
  This is the date that we need to select the vendor and inform them that they have won the bid. To determine this date, ask:
  • How much reasonable lead time will your vendors need to be organized for pick-up? 
  • Then work back from the Implementation Date
• Evaluation Date
  This is the date that you will start reviewing the submissions; when you want all the submissions to be received.
  • Consider how much time you want yourself and your team to consider the submission. 
  • Consider all stakeholders (strata, property owners, AGMs, etc) and their availability 
  • Then work back from the Decision Date
• Post Date
  This is the date that you will send out the RFPs
  • What is a reasonable amount of time that vendors will need to create the RFP submission? 
  • Consider allowing time to ask questions and for you to provide answers.
  • Then work back from the Evaluation Date

Description

Now that you have determined dates, providing an in-depth detailed project description is equally important. The more you can communicate with vendors about your project, the better.

When forming your project description for an upcoming waste program RFP, consider including the following:

• Required waste stream (solid waste, organic waste, cardboard recycles, bottle recycles)

This is important because it ensures vendors can tailor their proposals to specific your specific waste management needs, along with confirming regulatory compliance.

• Expected Volume

Residential buildings are constructed in many sizes, impacting volume. Consider this to share an accurate scale of the services you need for the property. 

• Expected Service Frequency 

Scheduling needs to align with the building’s waste production rate to ensure timely waste removal while maintaining cleanliness. 

• Site Limitations

Some buildings have rooms that may require bin pull-out services for the waste trucks to access the bins. Additionally, some buildings’ waste rooms are a ways away from accessible trucks. Providing this context will give vendors the opportunity to provide a solution that works. 

• Historical information

If you’re looking for a new service provider, provide historical information regarding how the work was performed before can give future vendors tips on how to improve or avoid existing problems.

Requirements and Questions

Now that you have determined dates, providing an in-depth detailed project description is equally important. The more you can communicate with vendors about your project, the better.

When forming your project description for an upcoming waste program RFP, consider including the following:

• Are you flexible with increasing or decreasing service at a moment’s notice?

Volume or frequency trends can change over time. Getting a clear response will help to get an idea of how adaptable the vendor is to changing trends of the building.

• What are the sizes of your vehicles?

Preference of vehicle size for accessibility will depend on your building specifications and space. Will their trucks be able to reach your pick-up location if the space is tight?

• Provide a copy of your health and safety policy

Having such a written safety policy means the vendor is mature and sophisticated. Waste bins are heavy, and Waste trucks are large; improper operation can cause a lot of damage and injuries. 

• What happens when a missed pick occurs?

Missed pick-ups will happen. What is the process, and how quickly will it be rectified?

• What are the contract terms and standards for price increases
  Typically, a waste program agreement carries a 1-3 year commitment. This means that the vendor will typically include a yearly inflationary price increase. Ensure that this is revealed and negotiated.

Files

If you have any files to give vendors outlining relevant information, it would be a good idea to include documents like

• Floor Plan / Map

This would be a plan of the residential building indicating waste collection points, access points, gate locations and waste room locations. 

• Building Photos

This helps provide a visual of what the building, room and access environments look like. 

• Previous waste management reports 

Reports that showcase volumes and types of waste.

Scorecard

There are many factors to consider when choosing the right vendor for your Waste Program.  As a result, It is best to create a criteria hierarchy based on the importance level to keep organized and ensure that you choose the right option.

Consider using the following priority rankings for your waste program:

1.Product/Service Fit

This should be the top priority, as the ability to execute your waste program should be of the utmost importance.

2.Price

The budget directly impacts the property owners and budget, and a balance must be found between affordable service, quality, and consistent waste management

3.Flexibility

Waste trends of the residents may change, and the vendor will need to be flexible with future changes or adjustments as needed. Additionally, this is where you would look for flexibility in price changes, service changes, contract length and cancellation clauses.

4.Service Level 

Missed pick-ups, and other service exceptions will happen. How your vendor will deal with these changes should be considered. 

Next Steps

With this information in mind, try PowerRFP software for your first waste program project for free here!