BID No.

#4417

CITY OF PORTLAND, MAINE

Department of Public Works
Supply Roll Out Carts for the
City's Recycling Program
Notice and Specifications

The City of Portland is requesting bids from qualified vendors to supply roll out carts for use in our single
stream recycling program. Households participating in the Citys curbside recycling program will receive a
cart to support their participation in the program. We anticipate offering cart based recycling beginning on
July 1, 2017.
Sealed bids, as specified herein, will be received at the Purchasing Office, City Hall, 389 Congress Street,
Room 103, Portland, Maine 04101, until Wednesday January 18, 2017 at 3:00 p.m., at which time they will
be publicly opened. The enclosed bid forms must be used for a bid submission. Late bids, bids without
addenda duly acknowledged, faxed bids and/or unsigned bids shall not be accepted. All bids shall be held
open to acceptance for sixty days from their opening. Two (2) complete copies of your bid submission,
including any descriptive literature, shall be submitted on the forms provided and in an envelope plainly
marked on the outside with the bids title and number.
Copies of the above documents will be available at the Purchasing Office, Room 103, City Hall, 389 Congress
Street, Portland, ME 04101. Each prospective bidder will be required to obtain from the City each copy of the
proposal form and each set of plans; e-mail jrl@portlandmaine.gov, phone (207) 874-8654, or fax (207) 8748652.
All bidders should be aware that the award of this bid is based upon appropriation of funds
granted by the Portland City Council.

BID No. #4417

QUESTIONS
All questions shall be directed in writing only to the Purchasing Office, City Hall, Room 103, 389 Congress
Street, Portland, ME 04101, e-mail mff@ portlandmaine.gov or fax 207-874-8652 and be received by 12
noon at least five (5) City business days (Saturday, Sundays and Holidays excluded) prior to the opening date.
Questions received after this time will not be addressed. Written addenda may be issued when changes,
clarifications, or amendments to this document are deemed necessary to document holders registered in the
Purchasing Office.
Receipt of any addenda must be acknowledged in writing as part of a proposal. Each bidder shall be
responsible for ensuring that they have received any and all addenda. The City shall not assume responsibility
for the receipt by the Contractor for any addenda.
BACKGROUND
The City of Portland currently offers its residents weekly curbside recycling as part of its solid waste
management program. Residents place single stream recyclables at the curb in 16 18 gallon recycling bins
on their designated collection day. Portland residents are avid recyclers and the weekly set out rate exceeds
90%. The existing recycling bins are not large enough to contain the amount of material generated by most
households. Consequently, many bins overflow and spill their contents into the street. The open top bins
expose the recyclables to the elements which allows wind to scatter items into the street. The City wishes to
provide residents with a more suitable recycling container and intends to move to a cart based recycling
program on or about July 1, 2017. It is not clear at this time whether collection vehicles will be semiautomated, fully automated, or some combination of the two. Therefore, the procured carts shall be universal
models that are compatible with both semi-automated and automated collection systems.
The City plans to identify one (1) vendor to supply these carts as may be needed, for a period of three (3)
years. All bid prices will include the delivery of carts directly to the City's Department of Public Works and
be F.O.B. City of Portland Maine.
The Department of Public Works estimates that the City will require approximately 23,500 medium sized
carts (62 66 gallon capacity) and approximately 1500 large carts (92 -98) gallon capacity. The price per cart
will not change regardless of the actual quantity ordered.
The contractor must accept the return of all carts a) not equal to the original samples provided for evaluation;
b) carts that are defective; and, or c) damaged carts, and provide a credit or substitute cart, as may be elected
by the City, for any and all returns.
The relationship between the contractor and the City during the term of the agreement shall be that of a vendor
and vendee. The contractor is not the agent or legal representative of the City for any purpose whatsoever and
is not granted by the term or execution of any agreement or otherwise any express or implied right to authority
to assume or create and obligation or responsibility on behalf of or in the name of the City or to bind the City
in any manner or thing whatsoever.

BID No. #4417

In submitting bids under these specifications, bidders should take into account all discounts both trade and
time, allowed in accordance with this payment policy and should quote a net price.
As the City of Portland is exempt from the payment of Federal Excise Taxes and Maine Sales tax, prices
quoted herein shall not include these taxes.
CONTAINER SAMPLES: Each bidder must provide a sample container for each size quoted for
inspection and testing by the City. Bidders will be notified when and where carts will be tested and will be
allowed to witness the tests. The sample must be delivered the Department of Public Works, 55 Portland
Street, Portland, Maine by Wednesday January 18, 3:00 p.m.; Bidders can return to pick up the
container samples after our evaluation process has been completed.
REFUSE AND RECYCLE CART MINIMUM SPECIFICATIONS: The rollout container shall
consist of a body, lid, wheels, and axle and ALL necessary accessories for complete assembly. The cart
shall be a universal model that is compatible with semi-automated and automated collection systems. The
plastic resin material and the finished container must meet the minimum specifications described herein:
MANUFACTURING PROCESS: All containers shall be manufactured utilizing an injection molding or
rotational molding process. Blow molded products shall be deemed unacceptable.
1. PLASTIC MATERIAL: Base plastic resin for the cart body and lid must be first quality and
heavy duty high-density polyethylene (HDPE) or (Medium-density polyethylene) MDPE. Offspec or wide spec material and dry blending of material is not acceptable. The bidder must submit
technical data sheet(s) from the resin producer. Carts (body, lid and wheels) should be made of the
highest tolerable amount of post-consumer recycled material without the loss of structural integrity
or color uniformity. At a minimum, pre-consumer recycled material should be included in the
manufacture of the cart.
2. RESIN ADDITIVES: The plastic resin must be enhanced with color pigment and ultraviolet
inhibitor, which must be uniformly distributed throughout the finished container.
3. COLORFAST: All plastic parts shall be specifically prepared to be colorfast so that the plastic
material does not alter or fade appreciably in normal use. The container shall be protected against
ultraviolet rays with an ultraviolet stabilizer additive with no less than four tenths of one percent
(0.4%) by weight. All plastic resin and additives will be hot-melt blended.
4. CONTAINER PICTURE AND SAMPLES: Bidder must include a color picture of the refuse
and recycling containers. This can include a company brochure containing photos of the exact
container quoted. In addition a sample of the quoted containers must be delivered Purchasing
Office, as specified above, for inspection and testing.
CONTAINER REQUIREMENTS: The universal roll out carts must be compatible with standard
American semi-automated bar-locking lifters (ANSI type B) as well as automated arm lifters (ANSI type
G) and function as follows:

BID No. #4417

1. ANSI CONFORMANCE: Containers proposed herein must meet the requirements of ANSI
Z245.30 and ANSI Z245.60 standards for Type B/G containers. The bidder must submit
independently certified copies of all ANSI test results with proposal. Test results must state load
(in pounds) under which tests were conducted.
2. INTERIOR CONSTRUCTION: The interior surface must be smooth and free from crevices,
recesses, projections, and other obstructions where material inside the containers could become
trapped.
3. STABILITY: Each container shall be stable and self-balancing when in the upright position,
either loaded or empty.
4. LIFT SYSTEM: Each container shall be equipped with attachment points, which make it
compatible with standard American semi-automated bar-locking lifters and fully-automated arm
lifters. The upper lift point must be integrally molded into the body of the container. The lower
bar must come pre-installed from the manufacturer, must be designed to withstand over ten (10)
years of lifter attachment. It must be a minimum 0.75 diameter free floating metal or composite
bar or integrally molded plastic catch bar. Free floating bars that require latch/push pins must have
the latch/push pin located on the inside of the cart to avoid interaction with the cart tippers.
Latch/push pins placed on the outside of the cart are unacceptable. The lower bar cannot be
attached by means of screws, bolts, fasteners, pins, etc. Containers with bolted-on lower bars are
NOT acceptable.
5. ABRASION PROTECTION: The containers must be reinforced in the area that contacts the
ground with a molded-in wear strip.
6. RIM OF BODY: The top of the container body shall be molded with a reinforced rim to add
structural strength and stability to the container and to provide a flat surface for lid closure. This
reinforced rim shall have a raised inner perimeter to serve as a barrier to escaping odors, intrusion
of pests, and to prevent moisture from entering the cart from under the edge of the lid. The rim of
the cart must not be designed to have an inward radius to obstruct free flow emptying of material
out from the container.
7. LID: The lid shall be of one piece construction, injection molded of high density polyethylene
resin (HDPE). The lid shall be configured to ensure that it will not warp, bend, slump, or distort to
such an extent that it no longer fits the container properly or becomes otherwise unserviceable.
The lid must be designed to disallow entry of rain when in the closed position. The lid must open
from a closed position through a full 270 arc and hang open without stressing the lid or container
body. The manufacturer may not attach lids to containers using metal hinges, brackets/bolts, metal
bars, PVC, plastic glued connections, or any hidden bars. Lid attachments must be constructed of
weather resistant components only. Attachments must be easily installed during cart assembly and
uninstalled during cart disassembly. Lid must be capable of being imprinted with a custom hot
stamp, heat transferred label, or in-mold label technology.
8. HANDLES: Each container must be equipped with a handle that is a minimum of 1 diameter and
mounted as an integrally molded part of the container body. The handle shall be designed to afford

BID No. #4417

the user positive control of the loaded cart at all times. The handle must not have the ability to
rotate on its own axis at any time. Handles that are molded as part of the lid are unacceptable.
Bolted-on handle mounts or bolted-on handles are unacceptable.
9. AXLE: The axle for all carts must be a minimum of 5/8diameter, high strength solid steel fully
supported by cart body. Galvanized steel, Zinc chromate plated or powder coated equivalent for
corrosion protection. Axle must slide through the molded-in plastic journals in the cart bottom and
must not be exposed to contents inside of container. There must also be sufficient journals molded
into the bottom of the container for the axle to slide through to ensure proper weight distribution of
the contents of the cart. Axles attached by means of bolts or rivets are unacceptable. Hollow or
tubular axles are unacceptable.
10. EASE OF ASSEMBLY AND DISASSEMBLY: The bidder must supply a container assembly
instruction sheet with their response. The instruction sheet should include a list of container parts
and a list of tools needed for assembly.
11. PARTS AVAILABILITY: All bidders will supply a listing of replacement parts available for
their model container.
12. COLOR: All containers must available in medium blue. If sample carts are not of the color to be
provided bidders must submit a color chip to indicate color.
CONTAINER SPECIFICATIONS 62-68 and 92-98 GALLON - The container offered must be
between 62-68 and 92-98 gallons and must comply with the following listed specifications:
1. LOAD RATING: The load rating each 62-68 and 92-98 Gallon containers must conform to ANSI
Standard Z245.30.
2. MANEUVERABILITY: The proposed 62-66 and 92-98 gallon containers must be easily moved
by the citizens of the City when loaded.
3. WALL THICKNESS: The quoted 92-98 gallon container must have a minimum nominal wall
thickness of 0.172 inches throughout the body of the container and the 62-68 gallon cart must have
a minimum nominal wall thickness of 0.160 inches throughout the body of the container.
4. CAPACITY: The total capacity of the container body, excluding the lid, must be 62-66 and 92-98
U.S. gallons.
5. WHEELS: Wheels shall be minimum 10 in diameter and 1.75 wide with knobby treads. Wheels
must be extra high molecular weight polyethylene capable of supporting a minimum of 200 lbs.
Wheels must snap on for easy assembly.

BID No. #4417

MARKINGS -Each container must be permanently marked with letter/numbers, as follows:
1. SERIAL NUMBER: Each container may have a bar code but must have a serial number branded
(hot stamped) in white on the front face of its body. Adhesive or sticker serial number bar codes
are not acceptable. If a bar code is deemed necessary by the bidder, the bar code must be
associated with the serial number. The bidder will maintain a file that will identify the date of
manufacture by the serial number.
2. CONTAINER LOGOS: The chasing arrows recycling symbol shall be affixed by hot stamp
onto both sides of the cart body along with the wording CITY OF PORTLAND RECYCLING
on both sides of the container body in large lettering, white in color, to fit both sizes of carts bid
herein. Bidders must state available space for this marking.
3. USER INSTRUCTION: Instructions for the safe use of the container must be molded into each
lid.
4. LOAD RATING: The load rating of the container must be raised-relief molded into the lid. Load
rating shall be stated in both pounds and kilograms.
RFID TAGS: Each container shall have affixed an RFID tag to help track cart usage and set out rates.
1. FREQUENCY: Tags must be Ultra High Frequency, Gen 2.
2. DESCRIPTION: Tags must be fully encased in a weather resistance material to protect them
from harsh environmental and mechanical conditions/abuse. Tags must be installed in a protected
location that prevents tampering by residents. RFID tag number shall be correlated to the hotstamped serial number on the cart container.
3. ATTACHMENT: Tags must be attached prior to delivery of the carts. Sticks on tags are not
acceptable.
4. WARRANTY: Tags shall be included in the mandatory 10-year warranty.
RFID READERS: The successful bidder shall provide a price quote for truck mounted and hand held
RFID tag readers (or a suitable application for a smart phone) to facilitate management of cart assets and
collection of program performance data. Note: the City is currently investigating whether to continue
offering recycling service with City personnel or to transition to a contractor. A quote for this equipment
is necessary because it will be needed if the program continues in-house.
1. TRUCK MOUNTED READERS: The successful bidder shall provide a price quote for three (3)
truck mounted RFID tag readers and associated software and sensors to allow City staff to
monitor data about cart usage to include cart location and time/date of collection. Real time
monitoring of trucks in the field is not a requirement for this bid but the proposed system must be
upgradeable in case the City chooses to add this feature in the future. The proposed system must

BID No. #4417

be scalable so additional carts and/or collection routes can be added in the future. Indicated price
must include a one (1) year license for any necessary software, hosting and data fees.
2. HAND HELD READERS: Bidders shall provide two (2) hand held RFID tag readers that will
allow City staff to access information about each cart including its assigned address and service
history. An application for a smart phone that performs similar functions will be an acceptable
equivalent. The Hand Held Readers or smartphone app will integrate with back office software to
support swaps, drops, collections and cart repairs. Bidders shall indicate a price for the cost of
supplying these readers or smartphone application. Indicated price must include a one (1) year
license for any necessary software, hosting and data fees.
ASSEMBLY AND DISTRIBUTION: The vendor shall be responsible for distributing carts to each of
the participating households. The vendor shall create a log documenting each delivery that shall include
the serial number and RFID tag associated with each address. The goal is to create an accurate record of
the cart(s) at each address for inventory control and program management purposes.
WARRANTY: The bidder must submit with its proposal the exact warranty offered for the universal
refuse and recycling carts. The warranty must be for no less than ten (10) full years and must specifically
provide for no-charge replacement of any component parts that fail in materials of workmanship for a
period of ten (10) years after installation. Also, the warranty extends only to the first purchaser of
containers. The Bidder's warranty is understood to include, whether stated in Bidders warranty or not, the
following coverage:
1. Failure of the lid to prevent rainwater from entering the container when in the closed position.
2. Damage to the container body, lid or any component parts through opening or closing the lid.
3. Failure of the lower lift bar from damage during interface with standard ANSI approved lifting
devices.
4. Failure of the body and lid to maintain their original shape.
5. Damage or cracking of the container body through normal operating conditions.
6. Failure of the wheels to provide continuous easy mobility as originally designed.
7. Failure of any part to conform to minimum standards as specified herein.
SHIPMENT: The City intends to place a single order for and receive shipment of the total amount of
carts deemed necessary to implement the pilot programs. Shipment will be accepted only Monday
through Friday between the hours of 7:00 a.m. and 2:00 p.m. unless otherwise specified by the City point
of contact.

BID No. #4417

PAYMENT: The Contractor shall submit an invoice to the City for good and services rendered as a result
of this RFP once the specified work is complete. This includes assembly and delivery of carts to City
residents.
REFERENCES: The bidder shall provide with their bid submission three (3) trade references who shall
be customers who purchase large quantities of carts. References shall include contact names, titles,
addresses and telephone numbers.
The successful bidder shall agree to defend, indemnify and save the City harmless from all losses, costs or
damages caused by its acts or those of its agents, and, before signing the contract, will produce evidence
satisfactory to the Citys Corporation Counsel of coverage for General Public and Automobile Liability
insurance in amounts not less than $400,000 per person, for bodily injury, death and property damage,
protecting the contractor and the City, and naming the City as an additional insured from such claims, and
shall also procure Workers Compensation insurance.
EQUAL EMPLOYMENT OPPORTUNITIES
Vendor shall comply fully with the Nondiscrimination and Equal Opportunity Provisions of the
Workforce Investment Act of 1998, as amended (WIA, 29 CFR part 37); the Nontraditional Employment
for Women Act of 1991; title VI of the Civil Rights Act of 1964, as amended; section 504 of the
Rehabilitation Act of 1973, as amended; the Age Discrimination Act of 1975, as amended; title IX of the
Education Amendments of 1972, as amended; and with all applicable requirements imposed by or
pursuant to regulations implementing those laws, including but not limited to 29 CFR part 37 and all other
applicable laws, including the Maine Human Rights Act, ordinances and regulations regarding equal
opportunity and equal treatment.
All materials and equipment used as well as all methods of installation shall comply at a minimum with
any and all Federal, OSHA, State and/or local codes, including applicable municipal ordinances and
regulations.
RESERVATION OF RIGHTS
The City of Portland reserves the right to cancel the contract immediately for cause. The City shall have the
right to terminate the ensuing agreement with the contracted vendor for convenience. In the event the City
exercises said right, it shall pay the vendor for all Carts held in reserve by the vendor as of the date of the
receipt by the vendor of the notice to terminate.
The City reserves the right to substantiate bidders qualifications, capability to perform, availability, past
performance record for the City or for others and to verify that the bidder is current in its obligations to the
City, including taxes, sewer assessments and any other City accounts receivable.
The City reserves the right to waive any informality in bids, to accept any bid, and to reject any or all bids,
should it be deemed for the best interest of the City to do so.

BID No. #4417

Pursuant to City procurement policy and ordinance, the City is unable to contract with businesses or
individuals who are delinquent in their financial obligations to the City. These obligations may include
but are not limited to real estate and personal property taxes and sewer user fees. Bidders who are
delinquent in their financial obligations to the City must do one of the following: bring the obligation
current, negotiate a payment plan with the Citys Treasury office, or agree to an offset which shall be
established by the contract which shall be issued to the successful bidder.
It is the custom of the City of Portland, Maine to pay its bills 30 days following equipment delivery and
acceptance, and following the receipt of correct invoices for all items covered by the purchase order. In
submitting bids under these specifications, bidders should take into account all discounts; both trade and
time allowed in accordance with this payment policy and quote a net price. The City is exempt from the
State's sales and use tax as well as all Federal excise taxes.

December 22, 2016

Matthew F. Fitzgerald
Purchasing Manager

BID No. #4417

PROPOSAL TO SUPPLY RECYCLING CARTS
FOR THE CITY'S TRASH COLLECTION PROGRAM
* This form must be signed and included in your proposal*
The UNDERSIGNED hereby declares that he, she or they are the only person(s), firm or corporation
interested in this proposal as principal; that it is made without any connection with any other person(s), firm or
corporation submitting a bid for the same.
The UNDERSIGNED hereby declares that they have read and understand all conditions as outlined herein,
and that the proposal is made in accordance with same.
The UNDERSIGNED hereby declares that any person(s) employed by the City of Portland, Maine, who has
direct or indirect personal or financial interest in this proposal, or in any profits which may be derived
therefrom has been identified and the interest disclosed by separate attachment. (Please include in your
disclosure any interest which you know of. An example of a direct interest would be a City employee who
would be paid to perform services under this proposal. An example of an indirect interest would be a City
employee who is related to any officers, employees, principals or shareholders of your firm or you. If in doubt
of status or interest, please disclose to the extent known).
This Proposal acknowledges, if applicable, the receipt of Addenda No. _______________
COMPANY NAME: ___________________________________________________________________
AUTHORIZED SIGNATURE: ________________________________________ DATE: ____________
(Officer, Authorized Individual or Owner)
PRINT NAME & TITLE: _______________________________________________________________
ADDRESS: __________________________________________________________________________
____________________________________________________________________________________
TELEPHONE: _________________________________ FAX: ________________________________
E-MAIL: __________________________________ FEDERAL TAX I.D. #:_______________________
STATE OF INCORPORATION (If incorporated in another State, businesses must be authorized to do
business in the State of Maine.
NOTE: All bids must bear the handwritten signature of a duly authorized member or employee of
the organization making the bid.

Proposal (cont.)

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BID No. #4417

* This form must be included in your proposal*

RECYCLING CARTS
SCHEDULE OF QUANTITIES, PRICES AND TOTAL BID

ITEM

EST. ANNUAL QUANTITY

COST EACH

1). Recycling Carts, 62 - 68 gallon

Medium blue,

23,500

2). Recycling Carts, 92 - 98 gallon

Medium blue

1,500

____________/M

3). Truck Mounted RFID Reader

_____________/each

4). Handheld reader or smartphone app

_____________/each

TOTAL COST

____________/M

(Items # 1 - #4)

$ ___________________

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BID No. #4417

* This form must be included in your proposal*

Does the proposed price include the cost of the two (2) hand held and two (2) truck mounted RFID tag
readers as required by the bid? _____________Yes
_____________ No

Does the bidder manufacture the proposed carts? ___________________

If not, indicate the name and address of the manufacturer:

___________________________________________________________________

Vendors must indicate in their bid submission the percentage of recycled material, if any, used in the
manufacture of their product. ______________________%

List any exceptions taken to requirements as specified in this document. (Attach separate sheet).

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