2. Key Components of a Waste Services RFP                      

Ver 1.0 (Jun 23)

Confidential & Proprietary | 2023 CBRE, Inc.

1. Sourcing  Preferences and RFP Timing

• Strategic (FM) Preferred or Diverse Supplier partners should always be considered first with the exception of client preference
• Early engagement of Supplier partners and client is key to ensure proper understanding of the Scope of Works (SOW)

3. Go To Market Strategy

Sourcing Strategy & RFP Process

Pricing Strategy

• Review and agree supplier partner profiles with key contacts to ascertain if Tier 1, 2 or 3 - assess suitability prior to RFP

• Clearly define the scope of the services and evaluation process:

  • Clear bidding instructions and submission dates

  • Provision of clarification process for supplier (all assumptions and exclusions should be qualified by the supplier on their ability to complete all services)

  • Well-defined questions to validate supplier capabilities (technical and other)
  • Appropriate bid analysis and scoring matrix
  • Structured feedback to all Supplier partners post bidding exercise
  • Clear commercial and terms and principles
  • Assess the financial capacity of the business
  • Ensure in-country regulations can be met and suppliers have appropriate and up-to-date industry certifications and / or licensing and insurance relative to the services

• Evaluate with detailed pricing sheets with breakdown of all key cost drivers - consider open-book transparent pricing strategy - where margin and costs can be analysed 

• Look at the project threshold and tolerances

• Try to aim for fixed term pricing (with no inflationary increases)

4. Complying with CBRE policies and standards of Conduct

CBRE Supplier Code of Conduct

CBRE Procurement Policy

CBRE Standards of Business Conduct

CBRE Conflict of Interest Declaration

Our Standards of Business Conduct when procuring goods and / or services on behalf of CBRE is an essential part of our Ethics & Compliance Program. This reflects our culture and values and the necessary principles ensure every transaction we conduct on behalf of the company is ethical and legal.  These Standards of Business Conduct is based on CBRE RISE values. These values are the foundation on which CBRE is built, and how you must conduct your daily business activities.

When developing your RFP and eventually executing this into a finalised Contract please ensure that ALL CBRE Standards of Business Conduct are followed.  For each and every transaction you involve with a Supplier partner it is essential for the Supplier partner to also comply with our requirements and this includes signing a Declaration of Conflict of Interest.  

The following links provide you with the basis of which all CBRE employees agreed to on commencement with the company:

(Click on the links to gain access to the relevant documents)

Click Link shapes to access the documents

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BID

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Waste Services & Circular Economy

Organizational Overview

• Buyers should describe their organization and the scope of their operations
• Buyers should explain why they are seeking waste disposal services
• Buyers should state where the waste will be collected from
• If applicable, buyers should state the type of product produced or the services performed at their facility

Statement Of Need

• Buyers should provide information on the types of solid waste to be collected
• Buyers should advise of any special pickup requests (including site availability hours or constraints)
• Buyers should state the volume and frequency of expected pickups
• Buyers should outline any necessary licensing, permits and registrations needed from the appropriate governing bodies
• CBRE's commitment to Net Zero and ESG should be stipulated - waste diversion and recycling is paramount

Project Budget 

• Depending on the complexity of requirements, a range of contract mechanisms could be selected if more holistic services are required i.e. audit and waste reduction / circular initiatives ('Target Cost' contracts for instance - where buyers outline maximum contract spend but with efficiency 'Gainshare' clauses)
• Buyers should stipulate CBRE payment terms

Selection Criteria

• Buyers should evaluate the experience and qualifications of the waste collection vendor
• Buyers should make sure that the vendor has the capacity to meet the buyer's requirements including frequency, volume and type of material collection
• Buyers should evaluate any additional costs, such as emergency pickup fees

Project Schedule

• Buyers should outline the proposal due date
• Buyers should state the date of the first collection
• Buyers should include any other benchmark dates, such as reviews

Proposal Format

• Vendors should provide past performance information, including client testimonials and references
• Suppliers should outline the services they can provide for each associated material type
• Suppliers should provide an outline of operations at a typical collection site
• Suppliers should indicate what accessibility and site requirements are needed to collect the material

                                                               Page 2: Question Building

                                                               Page 3: CBRE Example RFP

Sources: Procurement IQ Procurement Research - 50806767 Solid Waste Collection & Disposal Services & Expertmarket.com 

Ver 1.0 (Jun 23)

Confidential & Proprietary | 2023 CBRE, Inc.

1. Preparing RFP Questions

Before issuing an RFP questionnaire, ensure that the suppliers to be targeted sign a "non-disclosure agreement", and the timelines that are set out are sufficient in order to receive a quality response, assess the bid and reward the contract accordingly.  The questions below can be added and tailored to suit your site-specific or customer-specific requirements.   Be sure to ask questions that will allow for a full and detail pricing submission from the supplier partner.  

General Information- Supplier Details

​

• Supplier name, headquarters, address, regional office details, website, year founded and CEO details
• Revenue
• Product/ service portfolio 
• Regional capabilities
• Number of employees engaged 

Assurance and Regulatory

• Do you provide proactive advisory to CBRE on any new regulations which could impact the business?
• Are you engaged with CBRE for other services which could result in conflict of interest? 
• If you are already engaged with CBRE for other services, please detail the type of work undertaken
• Are the personnel working on this project trained to the latest local regulations?
• Statutory compliance to be supported by documentary evidence
• Do you foresee any risks that might impact the engagement success and please state the steps to mitigate the risk?

• Please provide three active client references outside of our company for which your organization has provided services. Please provide the company name, length of relationship, address, contact name, contact details and email for each client reference
• What differentiates your organisation to your competitors?
• Who are your top clients? What percentage of your revenue do they comprise?

Quality

Service Delivery

• Can you supply dedicated account management for the project(s)?
• Do you intend to subcontract or assign to third parties any aspects of the work (for example: any specific service line in the category)? If so, to whom 

• Does your company follow an auditable process to measure reporting quality and / or to track performance? (YES/NO) 
• What continuous process improvements are implemented to enable efficiency? (YES/NO)
• Evidence typical updates and milestone reports that detail service delivery and quality 

Technology and Innovation

• Please specify the major technologies / innovations that you can bring to the service and explain how increase efficiency and reduce cost
• How are these innovations impacting and improving your carbon footprint, net zero journey etc?

Client References and Market Position

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BID

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                                                               Page 3: CBRE Example RFP

Waste Services & Circular Economy

2. Generic RFP Questions

Geographic Coverage

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• Which industries do you primarily provide services for?
• Does your company provide services on a national or local level?
• How do you respond to situations involving severe weather or a natural disaster
• How do you communicate or connect with drivers and staff while they are conducting collections?
• How often do you experience problems with the timeliness of transactions as a result of travel distances? What is your on-time service delivery rate?
• How have your systems and processes changed to improve timeliness?

Regulation

• How have changing regulations affected your operations and prices in the past three years?
• How do you communicate changes in regulations to your customers?
• As regulations change, how do you train your staff so they remain up to date on rules and procedures?
• What safeguards will be taken to ensure that regulated waste will be accepted?

• How do you determine fuel surcharges? Do you limit fuel surcharges?
• How have the growing costs of regulatory compliance, fuel and other expenses altered your pricing?
• How do you control increases in costs?
• What kinds of controls are placed on price increases?

Service Performance

Experience & Expertise

• How long has your company been involved with solid waste collection and disposal?
• How many clients does your company currently serve?
• What are the different services you provide to customers of different sizes?

• How are your resources allocated during times of increased demand?
• How easily can pickup times be changed during the contract period?
• Are fees applied when requests are made to change pickup dates?
• How have your operations changed in the wake of the coronavirus pandemic?
• What measures will be taken if one of your employees contracts the coronavirus?
• How are pickup times decided?

Customer Service

• What factors do you use to determine which customers to provide services to?
• How do you differentiate your services for small, midsize and large customers?
• What are the different services you provide to customers with diverse operating processes?
• What type of disposal methods do you use?

Surcharges

3. Waste Specific RFP Questions

Sources: Procurement IQ Procurement Research - 50806767 Solid Waste Collection & Disposal Services & Expertmarket.com 

Ver 1.0 (Jun 23)

Confidential & Proprietary | 2023 CBRE, Inc.

1. Assessment Guideline

2. Typical RFP Weighted Assessment criteria

Criteria

Weighting

Description

Supplier Capabilities

incl ESG

This section usually requires the bidder to demonstrate its operational capability to deliver the services by identifying: the company structure, experience (inc case studies), ESG, management systems in place, and inherent capacity of the company to deliver through directly employed staff

30%-40%

Delivery of Service

This section requires the bidder to demonstrate how it proposes tp deliver industry-leading services and compliance to CBRE systems and processes

20%-30%

Innovation / Quality

This section requires the bidder to detail any innovations and added value services that it could provide to improve the service delivery.  Evidence must be displayed of quality control and enhancements offered

5%-10%

HSE

This section requires the bidder to demonstrate its knowledge of Health, Safety and Environment (HSE) legislation and provide details on its systems and procedures in place to manage HSE risks and activities in the delivery of services

5%-15%

Commercial ($$)

This section covers the commercial pricing offered - must be comprehensive and transparent in order to mitigate clarifications during the evaluation process

20%-30%

Note: Further or additional assessment criteria may be added to account for client specific requirements i.e. flow-downs from CBRE / Client Terms & Conditions or where there are specific criteria components that need to be considered due to local, regional or global requirements (as in the case with the CBRE example above).

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BID

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Waste Services & Circular Economy

Company Profile

Compliance

CSR

Services

Key Customers & Market Share

Capability & Coverage

Technology

Reporting

Service Levels

Market Insight

Efficiencies

Fleet

Innovation

Account Mgt

• Turnover
• No of employees

• Market share
• Top customers
• Competitors

• Services
• Sub-contractual relationships 

• Geographical reach
• Typical waste journey description
• Vehicle type
• Recycling 

• CSR targets
• Diversion rates
• Living wage 

• Proof of compliance across regions
• Licences held
• Convictions / investigations declaration 

• Technologies used
• New technology pipeline

• Monthly mgt info
• End destination reporting 

• Fleet weight payments 

• Waste reduction opportunities / strategies
• Case study examples 

• Innovations developed / in development

• Future of waste management
• Opportunities
• Key risks

• Collection response times
• Missed collection resolution

• Mobilisation / demoblisation
• Account mgt and escalation 

The sections highlighted below are the technical scoring element from a recent CBRE RFP for waste services.  The full RFP excel matrix can be accessed in the link below:

Click here to access the CBRE example RFP Template

Typically an RFP evaluation prescribes weighted assessment criteria for the technical and commercial elements of the RFP tender response.  Although the price of services is a key differentiator between bidders, depending upon the nature and complexity of the services requested the overall technical response usually has a higher weighting attributed.  This is because there may need to be a broad range of questions for bidders (some of whom may not be known entities to CBRE) to answer, to elicit a comprehensive response to show proven experience and the ability to take on the services identified within the RFP documentation.