Questions To Ask Recyclers and Haulers
Waste Reduction and
Fact Sheet
This factsheet is intended to help businesses (that are responsible for their own waste) identify
recyclers and haulers of waste and recyclables. It includes suggestions for: evaluating your needs;
asking the right questions regarding level of service, containers, contamination, transportation,
education, etc.; and tips on obtaining competitive bids.
THE FIRST THINGS YOU NEED TO KNOW
• Size of your business and number of employees
• Person(s) in your business responsible for contracting for waste collection
• Type(s) of recyclables and estimated quantities
• How waste is collected inside and outside your business
• Available waste storage space inside and outside your business
• Size of current waste container(s), number of pickups per week
• Container accessibility for pickup vehicles
QUESTIONS TO ASK A RECYCLER
A recycler collects, consolidates, and prepares large quantities of recyclable materials for shipment
to manufacturers. Some recycling facilities are owned and operated by mills or manufacturers and
others are operated by small companies and individuals. Some recyclers may operate a Materials
Recovery Facility (MRF), accepting commingled recyclables for processing. Most MRFs accept glass,
plastic, paper, aluminum, and steel materials. Recyclers offer different levels of services. Some
recyclers operate buy-back centers where materials are weighed and payment is made for specific
materials (for example, scrap metal dealers). Full service recyclers accept all recyclable materials
and often provide other services such as container leasing and transportation.
What types of recyclables are accepted?
Some recyclers accept all the materials you generate, while others may collect only a few. Choosing
one recycler that accepts all materials reduces truck traffic on your property. However, you may
need to do business with more than one recycler, depending on the types of recyclables generated
by your business.
Does the recycler perform site visits and waste assessments?
Some recyclers will visit your business to advise on placement of containers and to ensure that
vehicles have enough room to service your recycling containers. The recycler may also review your
waste stream with you to determine if other materials can be recycled.
How will recyclables need to be prepared?
The degree of preparation will vary. Some recyclers require that materials be clean and sorted,
while others can accept clean commingled materials. In addition, recyclers might request that the
material(s) be baled, compacted, shredded, granulated, or loose. Generally, recyclers will offer a
better price for compacted or baled material. Compacting or densifying materials before
transporting can lower transportation costs.
If you have confidential paper, can the recycler provide special services for confidential
materials? Many companies are bonded and will provide paper shredding service and locking
storage bins. Require them to provide assurances of document destruction.
If you have other special needs, can the recycler accommodate them?
Recyclers often tailor recycling programs to each business, so special needs can often
be accommodated.
Are there minimum quantity requirements?
The recycler may require a minimum weight or volume before accepting delivery. If the recycler
provides transportation, a minimum quantity may be needed for pickup, or the recycler may pick
up smaller loads for a fee.
Business Recycling Info Line: 704-432-3200
Mecklenburg County Business & Commercial Recycling Source Separation Ordinance
Questions To Ask Recyclers and Haulers
Waste Reduction and
Fact Sheet
What is an acceptable contamination level and what happens if loads are rejected?
Your recyclables will be re-manufactured into new products. It is important to keep the recyclables
as free of contaminants (unwanted materials) as possible. Even small quantities of contaminants can
create huge problems for manufacturers: damage equipment, cause breakdowns on processing lines,
and produce unusable end products. If your recyclables have too many contaminants, the recycler
might reject the load and send it back to your business. The recycler might also dispose of a
contaminated load in a landfill, which can result in your business incurring additional costs. If the
problem continues, the recycler may charge you a higher rate for service or may discontinue your
service altogether.
Does the recycler pay for the materials?
Some recyclers pay for clean, high-quality recyclable materials. Revenue from the recyclables can
offset recycling program costs and provide a long-term funding source. However, when recyclers keep
all the revenues, they generally charge lower fees (such as transportation fees) and they assume the
risk of fluctuating market prices. If the recycler pays for recyclable materials, establish how the price
is determined (for example, fixed price or tied to market index) and how often payment will be made.
Ask the recycler what you can expect when prices drop below normal market value.
Are there charges for processing the recyclable materials?
Charges for processing the materials depend on the individual recycler. Some receive recyclable
materials at no cost to them and therefore do not charge for processing materials, nor do they pay
for the materials. For those recyclables that require processing and/or do not have a stable market
value, the recycler will often charge fees. Fees may also apply if the recycler provides transportation
service.
Does the recycler provide education and training? Would that include signs and
educational materials?
To promote the maximum collection of high-quality recyclables, some recyclers provide educational
materials and training for your employees. Good signs, training, and educational materials help
employees understand what is expected of them and ensure that the program will run smoothly.
Does the recycler provide the weight of the recyclable materials?
Material weights are of value in calculating the savings from your business recycling program. Some
recyclers estimate weights, while others actually weigh the materials. Weight receipts can help in
recordkeeping for recycling materials payment purposes. It can also be used in reporting and
publicizing the recycling program accomplishments. Request that weight receipts be provided to you.
If the recycler does not have certified scales, you may want to accompany some loads so you can
develop an idea of what different volumes should weigh.
Helpful Hints: If Limited Space is a Problem
• Use collection containers that attach to waste containers
or use stackable collection containers.
• Use a recycling service that allows commingling of waste and recyclables.
• Use smaller recycling containers and request more pickups.
• Downsize and/or reduce number of waste containers to provide space for
recycling containers.
Does the recycler provide transportation for the materials? If so, is there a charge?
Some recyclers provide free transportation for quantity and/or highquality materials, while
others charge transportation fees or reduce the amount you will be paid for the recyclables. If
transportation services are not provided by the recycler, you will need to locate a hauler to transport
materials to the recycler. County waste management authorities can help provide this information.
Does the recycler provide containers for collecting recyclables inside your business? If so, are
containers provided at no cost?
Recyclers may provide free recycling containers with an exclusive agreement for the materials.
Payment for recyclable materials may be reduced to cover the cost of the containers. If they are free,
Business Recycling Info Line: 704-432-3200
Mecklenburg County Business & Commercial Recycling Source Separation Ordinance
Questions To Ask Recyclers and Haulers
Waste Reduction and
Fact Sheet
ask if there is a limit. If you must pay for them, ask for the price per container and about
quantity discounts.
Is a signed contract required for service?
Yes or no. It depends on the individual recycler, type of service, and whether you would be a large
volume customer. Upon your request, some recyclers will set up a pilot program to collect several
loads before requiring a contract. A good contract clearly defines responsibilities, so there is no
confusion about expectations. You may want to have any contract reviewed by your legal advisor
prior to signing.
What is the length of the contract term?
Discuss the length of the potential contract with the recycler. Short-term contracts (three to six
months) provide greater flexibility to take advantage of rising prices and enable the evaluation of
services and equipment. Longer term contracts provide more security in an unsteady market.
Often, recyclers favor long-term contracts to help ensure a consistent supply of materials. In
addition, the contract may have a renewal option, but you should avoid signing a contract with
an automatic renewal clause.
Will the recycler be willing to allow changes to the contract over time?
The recycler might want some flexibility as well; in many cases, the recycler will be willing to pay a
higher rate in return for a stable large supply of quality materials. The details of allowable changes
and their triggering conditions should be specified in the contract.
Helpful Hints: Controlling Cost
• Practice waste reduction techniques to reduce the amount of waste that needs to be
disposed or recycled.
• Contact several recycling vendors for service and negotiate the best price.
• Utilize County Recycling Centers.
• Reduce number and/or size of waste containers and pickup frequency to offset the cost
of recycling service.
• Work with employees to maximize recyclable collection.
Can a cancellation clause be included in the contract?
Such clauses allow you to be released from the contract if the recycler does not fulfill the terms of
the contract.
Will the recycler provide commercial client references?
Obtain and thoroughly check the recycler’s references with existing contract holders. Ask these
companies specifically whether the recycler is fulfilling all contract specifications, is paying or
charging the rates agreed to in the contract, and is making payments on time. Ask what problems
they have experienced with the recycler and if they would consider using the recycler’s services
again? Also, ask if the recycler’s weight or volume estimates were accurate and fair, and if the
recycler handles confidential materials properly.
QUESTIONS TO ASK A HAULER
Haulers collect solid waste and/or recyclables. Solid waste is transported to a disposal facility such
as a landfill or transfer station. Recyclables are transported to a recycler, Materials Recovery
Facility, or manufacturer. Waste haulers must be permitted by the Mecklenburg County Engineering
and Building Standards Department (704-336- 2831) and the Mecklenburg County Health
Department’s Public Health Test Management and Environmental Services Program (704-336-5101).
Contact these permitting authorities to ensure that the hauler has the necessary permits.
What will be the schedule for collections?
Frequency of collections should be based on need and volume. Waste collections can be available at
one, two, three, or more pickups per week and on set days. For recyclables collection, some busi-
Business Recycling Info Line: 704-432-3200
Mecklenburg County Business & Commercial Recycling Source Separation Ordinance
Questions To Ask Recyclers and Haulers
Waste Reduction and
Fact Sheet
nesses might prefer to have the hauler ”on-call”, picking up recyclables when a certain weight or
volume has been reached. Larger companies might generate enough recyclable materials to
warrant a set schedule of collections. Ask if the hauler will work to ensure efficient collection
of waste or recyclables by monitoring volumes and will advise you of any need to adjust the
collection schedule.
How much notice is required for an unexpected pickup?
Investigate “on-call” pickup procedures, as fluctuations in your business can affect the volume of
waste or recyclables.
What is the fee for pickup?
Fees may be provided on a monthly basis, depending on the number of pickups and size of
container(s). “On-call” pickups would be charged per pickup and depend on the size of the
waste container or amount of recyclables. Extremely low prices can be an indicator that your
waste/recyclables will be illegally dumped.
If the hauler is to provide both waste and recyclables collection, will he include recycling pickup
at a cost that could be adjusted as solid waste quantities decrease?
As waste quantities decrease, collection containers could be downsized (or the number reduced)
and the number of collections reduced. Therefore, the hauler could decrease waste service and
add recycling pickup with minimal adjustments in overall service.
Does the hauler lease or rent exterior recycling storage containers (dumpsters or
roll-off containers)?
Ask about the sizes and styles available and the rental or lease fees for each.
Who is responsible for repairs to a dumpster or roll-off container?
Make sure repair responsibility is included in the contract.
How often is the dumpster or roll-off container cleaned?
In the summer, large roll-off units need monthly cleaning to reduce odors. If you permit them
to be cleaned at your business, there will be debris and cleaning chemicals dumped onto the
pavement or ground.
Where does the hauler intend to take the waste or recyclables?
You are responsible for your own waste or recyclables, so you need to ensure that the hauler
will take your waste or recyclables to a legitimate landfill or recycler. Especially in the case of
recyclables, construction and demolition debris, and land clearing debris, if you have not
contracted with a particular landfill or recycler, you need to ensure that the hauler takes your
material to a legitimate facility. You may want to pay half the hauling costs when the load is
collected and the other half after the hauler returns with a receipt from the facility. You may
want to check with the receiving facility for assurances of delivery. Also, discuss any actions
you would take against the hauler if your recyclables are taken to a disposal facility rather
than a recycler.
Helpful Hints: If Recycling Service is Not Cost-Effective
• If you are part of a multitenant building with garbage service provided through the property
management company, ask the property manager to also provide recycling.
• Band together with other businesses. Check with other businesses in your building, mall, or
block. Coordinated efforts can raise recyclable volumes and make recycling services affordable.
• Piggyback with a large business in your area that is already recycling. Check to see if the large
business will allow you to empty recyclables into their large recycling bins.
• Ask trucks that bring supplies to your business if they would be available to back-haul clean
recyclables to a recycling center.
• Join an existing program. Ask neighboring businesses if they have recycling programs and if it is
possible to join their program.
Business Recycling Info Line: 704-432-3200
Mecklenburg County Business & Commercial Recycling Source Separation Ordinance
Questions To Ask Recyclers and Haulers
Waste Reduction and
Fact Sheet
Tips on How to Get a Competitive Bid
Competitive bids for services require a clear definition of the services you require. Most recyclers/
haulers will quote services over the phone. The challenge is to get at least two bids for the same
services. The following tips should assist in obtaining competitive recycler/hauler service bids.
• Contact Mecklenburg County Waste Reduction for names of recyclers and haulers. Save time
by identifying potentially suitable vendors by phone before requesting a bid.
• Define your required services in writing to the vendors (e.g., use a bid form).
• Specify the duration of service required (6 months, 1 year, etc.).
• State estimated volume of waste/recyclables and frequency of service required; ask for costs of
service on various size units or container configurations. Request the vendor to provide a per unit
or per item bid and a total. Include information on when and where to return the bid.
• State in the bid request that alternative approaches can be proposed by vendors in addition to
the original bid request.
• Evaluate the bids with prospective vendors to make sure there are no hidden charges or
misunderstandings.
Business Recycling Info Line: 704-432-3200
Mecklenburg County Business & Commercial Recycling Source Separation Ordinance