CC MEETING: August 19, 2025
DATE: August 6, 2025
TO: Erin Rinehart, City Manager
FROM: Diana Vaughn, Chief Financial Officer
Chrystal Davis, Assistant City Manager
Title
Consider Authorizing The City Manager To Enter Into An Agreement With Republic Services, Inc. Pursuant To RFP #25-002 For Solid Waste and Recycling Services In An Amount Not To Exceed $15,007,943.00 Annually, For A Total Five-Year Contract Amount Not To Exceed $68,602,936.00.
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BACKGROUND:
The City of Carrollton currently services approximately 35,000 single and 100 multi-family customers for trash and recycling services. The current contract is ending, and the City underwent a lengthy process to identify service updates needed for a new agreement. At the end of 2024 the City benchmarked services from neighboring cities, created a committee of citizen representatives and Council members to provide feedback on the services to procure with a new contract, and issued a request for information (RFI) to gather details from solid waste and recycling providers on current market offerings they can provide. The result was a scope of services that addressed existing needs while balancing the cost to residents.
On March 24, 2025, the City issued request for proposal (RFP) 25-002 for Solid Waste and Recycling Services. Notifications were posted online and previous and interested vendors were contacted. Four vendors submitted responses. The submissions were reviewed based on criteria related to cost of services, resources and equipment, financial stability, workplans, and prior experience in providing solid waste and recycling services. Republic Services, Inc. was deemed to provide solid waste and recycling services at the best value and met the required qualifications to provide these services to the City of Carrollton.
The expected contract with Republic Services, Inc. will include weekly residential solid waste collection, apartment solid waste collection, bi-weekly residential recycling services, apartment complex recycling services, weekly bulk and brush collection based on defined parameters, enhanced communication initiatives that will have a positive impact on the community and assisting with alternate services and programs requested as part of the service identification process. The expected contract with Republic Services, Inc. will begin October 1, 2025.
FINANCIAL IMPLICATIONS:
The Solid Waste function is managed as an enterprise fund, and the City will adopt new solid waste service rates through the budget process that are consistent with this contract. Costs incurred for trash and recycling services will be covered with solid waste fees in accordance with the City’s annual budget ordinance and adopted financial policies. The Annual Not-to-Exceed amount has been set for the highest anticipated single year, year 5, of the contract, while the total expenditure includes the estimated cost for all 5 years.
Year 1 $12,494,555
Year 2 $13,077,699
Year 3 $13,689,934
Year 4 $14,332,805
Year 5 $15,007,943
Total $68,602,936
IMPACT ON COMMUNITY SUSTAINABILITY:
This project supports and aligns with the City Council’s goals and objectives of improving accessibility to the services we provide.
STAFF RECOMMENDATION/ACTION DESIRED:
Staff recommends that City Council authorize the City Manager to enter into an agreement with Republic Services, Inc. pursuant to RFP #25-002 for Solid Waste and Recycling Services in an amount not to exceed $15,007,943.00 annually, for a total five-year contract amount not to exceed $68,602,936.00.