The Regional School District #16 is seeking competitive bids from qualified firms to provide both Refuse and Recycling Services for all its buildings in Prospect, CT 06712.
Specifications and the form of proposal on which bids must be submitted may be obtained from the Director of Business and Finance, Regional School District #16 30 Coer Rd. Prospect, CT. 06712 between the hours of 8:30AM - 4:00PM. A PDF version can be obtained by emailing a request to adileone@region16ct.org. It is the responsibility of the vendor/firm to check for any issued addenda prior to any submission of the bid for this RFP. Failure to address any addenda relating to the bid may disqualify submitted bids or proposals for this RFP.
It is the sole responsibility of the responder for the vendor/firm to see that the proposal/bid is in the hands of the proper Region 16 official prior to the scheduled opening of bids.
Sealed bids ( 1 original, 2 copies) should be submitted and received at the Regional School District #16 District Office 30 Coer Rd. Prospect. CT. 06712, to be held in locked storage on or before December 18, 2026 at 11:00AM. At this time they will be opened and reviewed for awards.
The Regional School District #16 reserves the right to accept or reject any or all options, bids, or proposals. To waive any technicality in a bid or part thereof submitted, and to accept the bid or proposal deemed to be in the best interest of Regional School District #16.
Bid Specifications for Refuse and Recycling Services for Regional School District #16
Scope of Work: This bid/proposal covers the requirements of the Regional School District #16 and all its locations within Prospect,CT for refuse and recycling services that include collection and disposal. Bidders will include all labor, materials, equipment, supplies, and services to fulfill the requirements of these bid specifications.
Term of Contract: The contract period shall be three (3) years from the date of award (July 1, 2027), with the option to extend the contract for one additional year. Any contract extension will be based on the recommendations of the Administration and shall be contingent upon the approval of the BOE.
Laws: The vendor/firm will comply with all applicable laws and regulations for the Federal, State, and Local governments as part of the agreement with the Regional School District #16 for all services provided.
General Instructions: All work and services provided by the vendor/firm will be performed in a professional workmanlike manner, using quality equipment and material for any and all services provided as part of the agreement with Regional School District #16.
Terms of Bid/RFP: Although it is the intent of the Regional School District #16 to award this bid/RFP, in its entirety, to one bidder, the bid may be awarded by service and multiple vendors/firms if it is deemed in the best interest of the Regional School District #16. In this respect, the bids/RFP should be submitted with the following options:
Option 1 Bid/RFP Refuse and recycling services - Single stream preferred (collection and disposal)
Refuse
A. Collection and Disposal
Collection and disposal of trash generated from Prospect Elementary, and Long River Middle School will occur two times per week and The District Office once a week. The collection days will be agreed upon by the company chosen and the Director of Facilities. The size of the containers will be determined by the amount of trash generated to allow for the twice a week pick up so that containers are not overflowing. More or less frequent collection may be required, as ordered by the Director of Facilities.
Containers for collection and disposal of solid waste will be maintained by the chosen company so that they are always in proper working order with no broken lids for safety and to keep animals from accessing the solid waste.
B. Recycling
Recycling at all locations will occur one time every other week so the container/s chosen for each site need to be the appropriate size to handle the generated recycling waste. Single stream waste is the preferred method of collection and containers for recycling waste.
C. Construction Debris Containers
The chosen company for Refuse and Recycling Services as part of this RFP will be required to provide pricing for construction debris containers as needed in the following sizes 10, 20, and 30 yards. Pricing should include delivery and pick up fee as well as the current tonnage cost. These costs can be listed on the pricing sheet at the end of the RFP.
General Conditions
A. Pre - Bid Inspections
Bidders are encouraged to visit all sites to satisfy themselves as to the condition and requirements for each school location and district office. Visitation can be set up through the Director of Facilities by either email mparrino@region16ct.org or phone (203)758-6671.
B. Payments
Payments will be made after services are performed and completed. Vendors/Firms shall send itemized invoices, no later than one month after services are rendered. Invoices for services rendered through June 30 of any year must be received no later than July 31 of the same year. The invoices should be sent to the attention of the Accounts Payable, Regional School District #16 30 Coer Rd. Prospect, CT. 06712. All other invoices for additional or requested services not covered under this bid package should list the site name, address and services that were provided with dates of service.
C. Regional School District #16 Buildings
Please see attached site locations and addresses which it noted as (Exhibit A)
D. Basis of Award
An award will be made to the lowest, responsible, and qualified bidder. Based on our available approved budget the Regional School District #16 reserves the right to all or portions of the contract agreement to one or multiple bidders if it is deemed in the best interest of the Regional School District #16 and the BOE.
E. Laws
The vendors/firms shall comply with all applicable guidelines, regulations, and laws set forth by the Federal, State, and Local governments.
F. Damage to Regional School District #16 and/or Personal Property
The vendors/firms shall be responsible for the repair or replacement of damage caused by the use, misuse, or negligence of the vendor/firm or their employees during the actions of services provided. The vendor/firm will be required to carry the required level of insurance needed to provide services to the Regional School District #16 for the entire duration of the contracted agreement. The vendor/firm is responsible for reporting any damage to the Director of Facilities within 24 hours of the occurrence.
G. Assessment of Penalties
In the event that the vendor/firm is not providing satisfactory service, had been given a chance to improve in which the Regional School District #16 had to have remedied by Region 16 staff or another vendor, Regional School District #16 will assess the awarded vendor/firm a penalty for the full amount expended to correct the deficiencies. In the event that the vendors/firms performance and/or equipment is not in proper working condition, the Regional School District #16 reserves the right to negotiate and assess penalties. Negotiation of penalties will be discussed by all parties and final determination will be made by the Regional School District #16 and the Board of Education legal counsel.
H. Disputes
In the event that there is a disagreement between the Regional School District #16 and the awarded vendors/firms regarding interpretations of contractual requirements, the vendor/firm is to proceed with the work in question under protest until the disagreements are resolved by the Regional School District #16 and the Board of Education legal counsel. The decision shall be binding on all parties entered into the agreement.
I. Cancellation Clause
The Regional School District #16 reserves the right stop work and/or terminate the contract agreement for non compliance with the contract and/or any valid reason deemed in the best interest of the Regional School District #16 as long as the awarded vendor/firm has been given the opportunity to rectify any non compliance items within 30 days unless it involves the safety of staff, students, and visitors.
J. Bid Pricing
The Regional School District #16 will award and enter a contractual agreement with the vendors/firms who are the lowest qualified bidder that is deemed in the best interest of the Regional School District #16. The duration of the contractual agreement will have bid pricing remain firm for the entire 3 year term of the contract. If the Regional School District #16 chooses to extend the contract by one (1) year, pricing will be negotiated at that time.
Exhibit A - Locations and site-specific notes provided for Prospect Elementary School (75 New Haven Rd.), Long River Middle School (38 Columbia Avenue), and Region 16 District Office (30 Coer Rd.). Contact: Director of Facilities Mark Parrino 203-627-8795. Site-specific current container counts, hours of operation, and placeholders for pricing are provided in the RFP document.
GENERAL BID SPECIFICATIONS - PART A
Bids shall be made on the bid forms furnished by the Regional School District #16, without alteration. Bids shall be submitted in a sealed envelope, stating on the outside of the envelope the words "BID DOCUMENTS", the Region 16 bid number, the title of the project or bid package for which the bid is being submitted, and the time and date of the bid opening. All bidders shall provide three (3) copies of the bid, one original and two copies of their bid, unless otherwise stated. Bids received after the deadline will be rejected. All spaces on the bid form must be filled in with figures and words or the Regional School District #16 in its sole discretion, may reject the bid as non responsive. NO faxed or emailed bids will be accepted.
Bid Security: Each bid shall be accompanied by a certified check or bid bond for five percent (5%) of the total bid. The bid security deposit will be returned by the Regional School District #16 upon signing of the contractual agreement with the successful bidder. Checks or bonds must be made to the order of the Regional School District #16. Security may be held by Region 16 for a period not to exceed 90 days from the date of the bid opening for the purpose of reviewing the bids.
Liquidated Damages, Subcontractor requirements, Modification procedures, Errors clause, Permits/Licenses, Obligations of Bidders, Withdrawal rules, "Or equal" clause, Non-Collusive Bid Statement, Insurance requirements (Workers' Compensation, Commercial General Liability, Business Automobile Liability, Umbrella/Excess, Pollution Liability, Professional Liability), Additional Insured requirements, Indemnity/Hold Harmless, Certificate of Insurance, Licensure requirements, Award to other than the apparent low bidder, Pricing instructions, Reserved Rights of Regional School District #16, Discrepancy resolution between numeric and written amounts, and Miscellaneous Requirements are detailed in the RFP.
Miscellaneous Requirements / Questions/Requests for Information: All Questions shall be submitted in writing only and e-mailed to mparrino@region16.org at least seven (7) days prior to the bid opening date. Bidders shall not attempt or engage in any ex parte or verbal communications with BOE personnel prior to the bid opening deadline. Pre-Bid Meeting(s): Failure to attend a mandatory pre-bid meeting may be deemed, by R16, grounds for rejection of your bid. Deliveries: All deliveries are inside deliveries. Provision of Bid Packets, Submission of Bids: Bid packets will be mailed upon request. Bid packets will not be faxed. Bid proposals must be mailed back or delivered to: Regional School District #16 Finance Department 30 Coer Road Prospect, CT 06712. Please include one original and three copies of your bid unless otherwise specified. ALL ENVELOPES MUST BE MARKED PROPERLY WITH BID #, BID DATE, AND BID TITLE ONLY.
Ownership of Documents and Subsequent Products, Timing and Sequence, No Oral Agreements, Rejection for Default or Misrepresentation, Assigning/Transferring restrictions, Cost of Preparing Bids, No Conflict of Interest, Compliance with Regional School District #16 Regulations, Confidential Information obligations, and required Bid Forms, affidavits, business verification, non-collusive statements, equipment and container inventories, workforce, and contract totals tables are included in the complete bid packet.
