Sustainable IT Management and Electronics Collection Events Services

The vendor is required to provide sustainable IT management and electronics collection events program aligns with strategy 5 of the city’s a2zero carbon neutrality plan: change the way we use, reuse, and dispose of materials. 
- Electronics collection events provide an opportunity for the community to sustainably and ethically dispose of unwanted electronic devices.
- Perform the following tasks at each of electronics collection events per year:
•    Work with staff to identify eligible items for collection. 
•    Over time, OSI expects products accepted to grow, mirroring society’s growing demand for and use of electronics. 
•    Attend a mutually agreed upon meeting prior to the event to coordinate and confirm logistics regarding traffic flow, space requirements, staffing, arrival times, contacts, and other items as necessary. 
•    This meeting should take place after a site visit has been completed. 
•    Collect items from residents, including removing items from resident vehicles at select events. 
•    This includes rejecting items that are outside of the scope of this contract but keeping track of the materials that residents are interested in disposing of. 
•    Reporting to the city on the full range and quantity of materials collected, what was rejected and if opportunities exist to integrate these materials into future events, and what the environmental impact is of all materials collected.
- The following tasks for each for separate, independent electronics collections per year, to be conducted via the use of electronics collection containers:
•    Help identify prime locations for electronic drop off collection. 
•    Provide recommendations to the city on what kind of collection container is best suited for each location. 
•    Deliver all necessary collection containers to a site to be agreed upon at least one week prior to the date that the collection begins, or by a mutually agreed upon date. 
•    Ensure that containers provided to collect electronics with sensitive information include a lock. 
•    Provide recommendations and strategies to ensure smooth communication with the public including what to do with their electronics if the collection bin is full, how to find out when the bins are full, and when the bins will be available, emphasizing that the collection sites are temporary. 
•    Provide clear signage for the collection sites, including details about what is allowed and what is not. 
•    Pick up the bins within one week of them becoming full. 
•    Reporting to the city on the full range and quantity of materials collected, what was rejected and if opportunities exist to integrate these materials into future events, and what the environmental impact is of all materials collected.
- The following for both electronics collection events and drop off events using collection containers:
•    Meet with the city’s circular economy coordinator to schedule collection events and collection containers six months in advance of any event, to the fullest extent feasible. 
•    Review marketing materials for the collections to ensure they properly capture the scope and types of materials eligible for collection.
•    Provide all equipment for the safe and lawful transportation of electronic materials and waste, including, but not limited to, boxes, pallets, labels and marking stickers, PPE, manifests and shipping papers. 
•    Provide ample staffing and trucking capacity to collect and transport all electronic materials and waste within the scope of the contract that are brought to the collection site. 
•    Perform pre-transportation functions of preparing shipments of electronic materials and waste, including but not limited to, sorting, packing, labelling, and marking the materials and waste or their shipping containers. 
•    The contractor will assume generator status for any regulated materials and waste beginning when the contractor participates in any functions, including pre-transportation functions, of preparing shipments of the regulated electronics materials and waste.
•    Remove all materials from the site on the day of the event unless mutually agreed upon in writing by office of sustainability and innovations director or their designee. 
•    Function as a generator and offeror and transporter for any shipping paperwork purposes. 
•    Manage all electronic materials and waste in line with the principles of the EPA’S waste management hierarchy, with reuse and refurbishment being the preferred method of materials management, then recycling, then energy recovery, then, if unavoidable, treatment and disposal. 
•    The city requires all reporting on event impact to be completed within three weeks of event conclusion or bin pick-up date. 
•    This should be completed by providing a report for the event including itemized weights by category of material and waste, and the methods of materials management (reuse, refurbishment, recycling) used to process the materials and wastes. 
•    To the fullest extent possible, quantify the environmental benefits and avoided emissions associated with the collection activity. 
•    Provide a report that certifies that all data on the electronic materials and wastes was 1) sanitized to department of defense or NIST standards or 2) physically destroyed. 
•    Actively and continually work with the office of sustainability and innovations to expand the types of electronics that can be collected through events, collection drop offs, or other appropriate avenues.

- Contract Period/Term: 2 years
- Pre-Proposal Meeting Date: October 28, 2025
- Questions/Inquires Deadline: October 29, 2025