The City of Hampton is seeking proposals for recycling processing and marketing services. Proposals are due by April 30, 2026, at 11:00 AM. The RFP is subject to competitive negotiation. Proposals must be sealed and can be submitted electronically via DemandStar or to the issuing office. Key requirements include the offeror's recycling plant or transfer facility being located within 5 miles of Hampton city limits, performing services to high industry standards, and the facility being available to receive recycling Monday through Saturday. Offerors must specify how and where the collection will be recycled and provide daily weight tickets or database access. The contract will be governed by the RFP, addenda, offeror's proposal, and negotiated changes. Offerors must acknowledge receipt of attachments and addenda. Questions regarding the RFP must be submitted in writing by April 14, 2026. Proposals must be organized with specific tabs and include offeror representations and acknowledgements. Evaluation criteria include location of material processing facility/percentage, capability and skills, services to be provided, costs, and minority/woman-owned business participation. The contract term is one year with up to four optional one-year renewal periods. Insurance requirements are detailed, and offerors must agree to hold harmless and indemnify the city. A warranty of at least one year is required. Termination clauses for cause and without cause are outlined. The contract is subject to federal requirements if federally funded. Minority and woman-owned business subcontracting goals are established (MBE 4. 34%, WBE 3. 82%), and businesses must be SWAM certified by the Virginia Department of Small Business and Supplier Diversity to count towards these goals. A subcontracting plan is required with the proposal.
The bid proposals must be received by the issuing office no later than April 30, 2026, at 11:00 AM EST. Proposals received after this time will not be considered.
The City agrees to make payments within thirty (30) days after receipt of a correct invoice. Payment terms offering a prompt payment discount of twenty (20) days or greater will be considered in the evaluation of proposals. All other payment terms shall be net thirty (30) calendar days or greater. Payment terms not specified by the contractor shall be net forty-five (45) days.
Contractor guarantees against defective or faulty material or workmanship for at least one (1) year or for the manufacturer's standard warranty period, whichever is greater, from the date of acceptance by the City.
The City intends to award the contract to a fully qualified offeror submitting the best proposal based on the criteria set forth herein and as determined by the City in its sole discretion. The scoring criteria include location of material processing facility and/or percentage (30%), capability and skills (25%), services to be provided (20%), costs (20%), and minority/woman-owned business participation (5%).
Offerors must be qualified and best suited among those submitting proposals. The proposal evaluation includes assessing the offeror's understanding of the scope of work, best practice approaches, specific requirements, assistance needed from the city, why their solution is most advantageous, and their unique attribute. Past project experience, capability and skills, project schedule, and cost proposal are also evaluated.
The contract may be terminated for cause if the contractor breaches any term of the contract and fails to cure such noncompliance within ten (10) calendar days from the date of the City's written notice. In the event of violations of law, safety, or health standards and regulations, the contract may be immediately cancelled and terminated.
Contractor may not institute legal action prior to receiving the final decision of the City regarding a claim. The final decision of the City shall be considered final and conclusive unless contractor appeals the decision within six (6) months of the final decision or the due date of the final decision by instituting legal action.
