What should a waste RFP include?

Site details, each waste stream and container with pickups per week, current invoices, a pricing form with all fees in dollars, a schedule of extra charges, and the contract terms you want.

Free template · Updated October 28, 2026

Request for proposal for waste collection

This request for proposal makes every hauler price the same service on the same contract terms, with every fee shown in dollars, so you can compare bids on the total. Send it four to six months before your current notice window closes.

Request for proposal

Select the text to copy it, or print this page. Replace everything in [BRACKETS].

REQUEST FOR PROPOSAL: COMMERCIAL WASTE AND RECYCLING COLLECTION

Issued by: [YOUR COMPANY]          Date issued: [DATE]
Questions to: [NAME, EMAIL]         Proposals due: [DATE AND TIME]
Service start date: [DAY AFTER CURRENT TERM ENDS]

1. SITES
For each site: address; hours when collection is allowed; gate, lock or enclosure details; container location and pad surface; any height or turning limits.

2. CURRENT SERVICE (for information; bidders may propose alternatives)
| Site | Stream | Container type and size | Quantity | Pickups per week | Typical fill at pickup |
Twelve months of invoices are attached as Exhibit A.

3. SERVICE REQUIRED
Price each stream at the service level in section 2, and price one alternative you recommend (for example a different container size or frequency). Roll-offs: price per haul, disposal per ton, delivery, and rent.

4. PRICING FORM (Exhibit B)
For each line: monthly rate; every fee that would appear on the invoice, as a dollar amount for the month; taxes and franchise fees shown separately; monthly total.
Schedule of extra charges, fixed for the term: extra pickup, overage, contamination, relocation, lock or push/pull, dry run, container exchange, late payment.

5. CONTRACT TERMS (Exhibit C)
The successful bidder will sign its service agreement together with the buyer's rider in Exhibit C, which controls where the two conflict. State each exception to Exhibit C; terms not excepted are accepted.

6. EVALUATION
Total cost over the initial term; price protection; contract terms and exceptions; service plan and transition; references for similar sites.
The buyer will not disclose bidders' prices to other bidders and gives no bidder a right to match.

7. TRANSITION
Describe delivery of containers before the start date, and coordination with removal of the current hauler's containers.

Why use a written RFP?

A phone quote prices the rate line. A written request prices the whole bill and the paper it sits on: fees, extra charges, increases and the exit charge. That is where the large differences between offers usually are. See fees and liquidated damages.

The three exhibits

Exhibit A, invoices: twelve months, so bidders see your real extras and seasonality.
Exhibit B, pricing form: one row per service line, every fee as a dollar amount, and a fixed schedule of extra charges.
Exhibit C, contract terms: the buyer's contract rider, which bidders accept or take exception to in writing.

No right to match

Section 6 says you won't share prices or give any bidder a right to match. That keeps bids sharp. Maine bars small-container contracts from requiring either.^[1] See exclusivity and right of first refusal.

Questions buyers ask

What should a waste RFP include?: Site details, each waste stream and container with pickups per week, current invoices, a pricing form with all fees in dollars, a schedule of extra charges, and the contract terms you want.

Sources

Maine Revised Statutes, Title 38, §2112: Small container contract restrictions, Maine Legislature, Office of the Revisor of Statutes. Read 2026-10-28.