REQUEST FOR PROPOSAL

TOWN OF WEST HARTFORD

FOR

RFP # 270002

ON CALL ENVIRONMENTAL TESTING and

CONSULTING SERVICES

Bid Submission Due Date August 13, 2026, at 2:00PM EST

All questions must be submitted in writing through the Town’s Bidding

Portal, by August 4, 2026, by 4:00PM.

Do not email questions to the Purchasing Office.

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1. INTENT:

1.1. The Town of West Hartford (“Town”) is requesting proposals from qualified firms or individuals for Environmental

Testing and Consultant Services including but not limited to the following: Lead Based Paint; Asbestos; Radon; PCBs and Mold and shall be in compliance with all federal, state, and local laws. The Town intends to award the service contract to multiple firms based on firms’ expertise and price structures creating blanket contracts.

1.2. The intent of this relationship is to improve the efficiency and quality of service provided, including but not limited to

Scope of Services defined herein.

1.3. The Town of West Hartford will award the contract to those bidders whose proposal will provide the best value to the Town, as determined by the award criteria defined in this Request for Proposal and subject to the Town's right to reject any and/or all proposals.

1.4. Electronic submissions are required by August 13, 2026, at 2:00 PM and should be submitted through the

Town’s Bidding portal. In order to provide an electronic submission, you must be registered in our vendor database.

Once registered, you will gain access to the bid and the bid documents.

1.5. Complete proposals shall include the attached RFP Bid forms along with their detailed proposal as further defined in this Request for Proposal. Proposals shall be enclosed in a sealed envelope and clearly marked with “RFP

Environmental Testing Services, BID#270002, the name of the consultant submitting proposal, date and time for proposal acceptance.

1.6. The term of the contracts pursuant to this solicitation shall be from September 1, 2026, through August 31, 2027, and may be annually extended upon mutual agreement of both parties for up to two additional full years (September 1, 2027 – August 31 2028 and September 1, 2028- August 31, 2029). The terms and prices of the contract will remain the same for each year of the contract.

2. BACKGROUND:

2.1. This solicitation shall service the needs of various departments. These departments include West Hartford’s Housing

Division which oversees the Community Development Block Grants, the Plant & Facilities Department which is responsible for all Town and school properties, and the Community Services Division which may require soil and other ground testing. The services provided for this solicitation will encompass both commercial and residential properties.

Other Town departments may utilize this contract.

2.1.1. West Hartford Housing Department: HUD’s “Lead-Safe Housing Rule” (24 CFR Part 35) requires that certain projects funded by Community Development Block Grants (“CDBG”) have lead testing performed at the close of any job that the scope of work would disturb surfaces that have lead based paint in pre 1978 housing units.

2.1.2. Plant & Facilities will request services for various testing opportunities: There are 17 school facilities: 2 high schools, 3 middle schools, 11 elementary schools, and 1 leased building used as a school.

2.2. Types of Testing/Samples: Various Departments utilizing this contract will notify consultant of specific testing required as well as location.

2.2.1. Lead Testing: There are many occasions in which lead clearance tests will be performed in various school or town buildings.

2.2.2. PCB Testing:

2.2.3. Asbestos Testing: Based on the age of the facility, when renovations were last completed, and a host of other variables, the Facilities Division may request Asbestos Testing.

2.2.3.1. Three (3) year AHERA (Asbestos Hazard Emergency Response Act) Re-inspection and update

Management Plan.

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2.2.4. Radon Testing: The Town has conducted its latest round of radon study in schools to be in compliance with

Public Act 03-220, an Act concerning Air Quality in Schools that mandates an initial study and repeat studies every five years. This service may be requested at various locations over the term of this contract.

2.2.5. Mold Testing: Based on the moisture content and location, the Division may request Mold Testing.

3. SCOPE OF WORK

3.1. Consultant shall provide all labor, materials, equipment, supplies, travel, and shipping necessary to perform sampling, testing, and reporting as specified herein. All testing requests shall include reports. All correspondence shall be directed to the requesting department. The Town will not pay travel time.

3.2. Upon request for services, consultant shall prepare a scope and fee proposal for each service using the unit rates quoted in the RFP, identifying the approximate total cost for the service. This will also be utilized for invoicing. All requested services shall result in a formal report.

3.3. Consultant shall schedule an inspection to collect samples when notified by using department in a timely fashion.

Various samplings will be required depending on variables encountered:

3.3.1. Lead:

3.3.1.1. Wipe Samples

3.3.1.2. Paint Chip Samples

3.3.1.3. Soil Samples

3.3.1.4. Water Samples

3.3.1.5. Air Samples

3.3.1.6. TCLP Samples

3.3.2. PCB

3.3.3. Asbestos:

3.3.3.1. Bulk Samples:

3.3.3.1.1. Polarized Light Microscopy (PLM)

3.3.3.1.2. PLM Point Count

3.3.3.1.3. Transmission Electron Microscopy (TEM)– Chatfield Method

3.3.3.2. Air Samples:

3.3.3.2.1. Phase Contrast Microscopy (PCM)

3.3.3.2.2. Transmission Electron Microscopy (TEM)

3.3.4. Radon

3.3.4.1. Air Samples

3.3.5. Mold

3.3.5.1. Air Sample:

3.3.5.1.1. Direct Exam by Cassette Sample

3.3.5.2. Bulk/Swab/Tape Lift Sample – Direct Exam

3.4. Consultant shall submit Testing Results (report) in the format required by its governing body (24 CFR Part 35, DPH, EPA, DEEP) or that requested by the using department. Testing Results (report) may be emailed to the requester in agreed upon time frame, based on the bid sheet herein.

3.5. Consulting Services:

3.5.1. Consultant may be requested to perform consulting services. This includes, but is not limited to, consultation, advising, plans/drawings creation for remediation (if necessary); assistance with bidding documents and remediation vendor selection; and oversight of remediation.

PROPOSAL SUBMISSION:

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3.6. Complete proposals shall include the attached RFP Bid forms along with their detailed proposal as further defined in this Request for Proposal. Proposals shall be enclosed in a sealed envelope and clearly marked with “RFP

Environmental Testing Services, BID# 270002, the name of the consultant submitting proposal, date and time for proposal acceptance.

3.7. Addenda and Interpretations: Any request from a prospective bidder for interpretation of meaning of the Request for

Proposal shall be made in writing through the Town’s bidding portal.

3.8. Not later than three (3) days prior to date fixed for opening of this RFP, the final addenda will be posted on the website.

3.9. Site Conditions: At the date fixed for opening of RFP, each bidder will have made an examination of any locations and sites; has satisfied itself as to actual conditions, requirements and quantities of work; and has read and become thoroughly familiar with RFP.

3.10. The proposal shall include a statement of public and private sector work that it has done within the past 60 months of a similar character to that included in the proposed contract and give references that will enable the Town to judge its experience, ability to meet completion date, skill and business standing.

3.11. Describe how services required herein will be provided to the Town and describe how the service delivery plan will ensure timely delivery of services. Describe how the consultant will staff the assignment: names, resumes, licenses and certifications of individuals to be assigned to the project, including position descriptions, hours worked annually, levels of responsibility and experience and background. Detailed statement of the firm’s qualifications and knowledge of the federal and state regulations including, but not limited to 24 CFR Part 35, and which govern the evaluation and testing, removal, worker protection requirements, and disposal of lead-based paint materials on a federally funded project.

3.12. Fee Proposal: All respondents are required to submit a fee proposal (Bid Submission Form) for all services outlined in the scope of services. The fee shall include all materials, supplies, personnel and whatsoever necessary to provide proper reporting as described herein. The Town is exempt from the payment of excise taxes, transportation and sales taxes imposed by the federal government and/or the State of Connecticut. Such taxes must not be included in the fixed fee. The Town reserves the right to negotiate fees and payment schedules with the selected respondent.

3.13. Proposals are considered valid for ninety (90) days after proposals(s) are opened. Proposers may not withdraw, cancel or modify their proposals for a period of ninety (90) days after proposal(s) are opened.

3.14. Proposals must be signed by an authorized person representing the legal entity of the bidder.

3.15. The inability to meet any specified requirements(s) must be stated in writing and attached to the proposal.

4. INDEMNIFICATION AND INSURANCE

Definitions: For purpose of this exhibit, the term “Consultant” means the Consultant as well as the Consultant’s agents, employees, representatives, and any subcontractors of any tier; “Owner” means the Town of West Hartford, West Hartford Board of Education including their respective agents, boards, commissions, employees, officers and officials whether appointed or elected, representatives and volunteers; it shall also mean property owners who are receiving financial assistance from the Department of Housing and Urban

Development through the West Hartford Housing Rehabilitation Program for renovations on their residence. The term “Premises” means the residence and land where renovations will be performed.

I. INDEMNIFICATION

A. To the fullest extent permitted by law, the Consultant shall release, defend, indemnify, and hold harmless each and every Owner from any and all actions, claims, lawsuits, costs (including without limitation reasonable attorneys’ fees and court costs), compensation, damages, fines, penalties, liabilities or judgments of any name or nature for:

Bodily injury, sickness, disease, or death; and/or

Damage to or destruction of real and/or personal property; and/or

Financial losses (including, without limitation, those caused by loss of use)

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Owners, or the Consultant, or by the public, which is caused or alleged to have been caused in whole or in part by any and all acts, errors or omissions of the Consultant, its contractors of any tier, or anyone directly or indirectly employed by them arising from or related to the performance of this Agreement.

B. To the fullest extent permitted by law, the Consultant shall release, defend, indemnify, and hold harmless each and every Owner from any and all actions, claims, lawsuits, costs (including without limitation reasonable attorneys’ fees and court costs), compensation, damages, fines, penalties, liabilities or judgments that may arise out of the failure of the

Consultant, its contractors of any tier, or anyone directly or indirectly employed by the Consultant, to comply with any laws, executive orders, statutes, ordinances, building codes, rules and/or regulations of the United States of America, the State of Connecticut, the Town of West Hartford, or their respective agencies.

C. To the fullest extent permitted by law, the Consultant agrees to defend, indemnify and hold harmless each and every

Owner from any and all suits, claims, losses, damages, costs (including, without limitation, reasonable attorney’s fees), compensations, penalties, fines, liabilities or judgments, on account of or in connection with any death of person or injury, loss or damage to any person, property, or to the environment, arising out of the activity of the type contemplated by this Agreement, whether or not said activity complies strictly with the requirements of this contract and, arises out of or in connection with;

a. the violation or breach, by any employee or person acting on behalf of the Consultant of any federal, state, or local environmental statute, rule, regulation, ordinance, or other law or any provision or requirement of the contract dealing with hazardous substances or protection of the environment; or

b. the release or discharge, onto any public or private property, of any hazardous substances, regardless of the source of such hazardous substances, by any employee or person acting on behalf of the Consultant while present on, within, or in the vicinity of the Premises; or

c. the subsequent storage, processing or other handling of such hazardous substances by any person or entity after they have been removed by the Consultant or persons acting on the Consultant’s behalf from the Premises.

D. This duty to indemnity shall not be constrained or affected by the Consultant’s insurance coverage or limits, or any other portion of the Agreement relating to insurance requirements. It’s agreed that the Consultant’s responsibilities and obligations to indemnify shall survive the completion, expiration, suspension or termination of the Agreement.

II. INSURANCE

A. Insurance Requirements

1. The Consultant shall obtain and maintain at its own cost and expense all the insurance described below continuously for the duration of the Agreement, including any and all extensions, except as defined otherwise in this Exhibit.

2. Consultant’s policies shall be written by insurance companies authorized to do business in the State of

Connecticut, with a Best's rating of no less than A: VII, or otherwise approved by the Owners.

3. All liability policies (with the exception of Worker’s Compensation and Pollution Professional Liability) shall include each and every Owner and their respective agents, boards, commissions, employees, officers and officials whether appointed or elected, representatives and volunteers as an Additional Insured. The coverage shall include, but not be limited to, investigation, defense, settlement, judgment or payment of any legal liability. Any Insured vs. Insured language shall be amended to eliminate any conflicts or coverage restrictions between the respective Insureds.

4. When any or all of the Owners or the Consultant is damaged by failure of the Consultant to purchase or maintain insurance required under this exhibit, the Consultant shall bear all reasonable litigation costs including, but not limited to, attorneys’ fees and court costs.

B. Required Insurance Coverages:

1. Commercial General Liability: $1,000,000 limit for each occurrence / $2,000,000 aggregate for premises/operations, independent contractors’ protective, products/ completed operations, contractual liability, 6 | P a g e personal injury and broad form property damage. Consultant shall continue to provide products/ completed operations coverage for two (2) years after completion of the work.

2. Automobile Liability and Physical Damage Coverage: $1,000,000 limit for each accident for any automobile, including uninsured/underinsured motorist coverage and medical payments. Policy shall include collision and comprehensive physical damage coverage.

3. Pollution Professional Liability (claims-made): $1,000,000 per claim, $2,000,000 annual aggregate for errors and omissions arising out of the professional services performed in connection with this Agreement. Retroactive date under the policy shall precede the effective date of this Contract. The Consultant shall maintain continuous coverage or obtain an extended reporting period in which to report claims for two (2) years following the final completion of the work.

4. Contractor’s Pollution Liability: $3,000,000 each occurrence limit / $6,000,000 aggregate. Policy to include pollution coverage for bodily injury, property damage, cleanup costs, defense costs, contractual liability and completed operations for all work performed by or on behalf of the Consultant under this Agreement (including but not limited to asbestos, lead, radon, mold and PCB abatement, removal and disposal). Consultant shall continue to provide products/ completed operations coverage for two (2) years after final completion of the work.

5. Workers’ Compensation and Employer’s Liability: Statutory coverage in compliance with Connecticut

Workers’ Compensation laws or applicable to the work to be performed. Policy shall include Employer’s Liability with minimum limits of $1,000,000 for each accident, a $1,000,000 disease/policy limit, and $1,000,000 disease for each employee policy.

The Consultant represents that they are currently in compliance with all requirements of the State of Connecticut

Workers’ Compensation Act and shall remain in compliance for the duration of the Agreement. The Consultant agrees that Workers’ Compensation is the Consultant’s sole remedy and shall indemnify and hold harmless each and every Owner from all suits, claims, and actions arising from personal injuries to the Consultant, however caused. This indemnity shall not be affected by a lapse of Workers’ Compensation coverage and/or if the Consultant failed, neglected, refused or is unable to obtain Workers’ Compensation insurance.

6. Personal Property: All personal property of the Consultant are the sole risk of the Consultant. The Consultant agrees to indemnify, defend and hold harmless each and every Owner from any and all losses or damages, however caused, to any and all personal property belonging to the Consultant.

C. Additional Terms

1. Minimum Scope and Limits: The required insurance shall meet the minimum scope and limits of insurance specified in this exhibit, or required by applicable federal, state and/or municipal law, regulation or requirement, whichever coverage is greater. Providing proof of compliance with the insurance requirements described in this exhibit is not intended and shall not be construed to exclude the Owners from additional limits and coverage available to the Consultant.

Acceptance by the Owners of insurance submitted by the Consultant does not relieve or decrease in any manner the liability of the Consultant arising out of or in connection with this Agreement. The Consultant is responsible for any losses, claims and costs of any kind which exceed the Consultant’s limits of liability, or which may be outside the coverage scope of the policies, or a result of non-compliance with any laws including, but not limited to, environmental laws. The requirements herein are not intended and shall not be construed to limit or eliminate the liability of the Consultant that arises from the Agreement.

2. Certificates of Insurance: The Consultant shall provide certificates of insurance acceptable to the Owners confirming compliance with this exhibit and thereafter upon renewal or replacement of each required policy of insurance. Upon request, the Consultant agrees to furnish complete copies of the required policies.

3. Subcontractors: Consultant shall cause all contractors of any tier, acting on its behalf, to comply with this exhibit.

The Consultant shall either include its contractors as an insured under its insurance policies or furnish separate certificates of insurance and endorsements for each contractor.

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4. Premiums, Deductibles and Other Liabilities: Any and all related costs, including but not limited to, deductibles, retentions, losses, claim expenses, premiums, taxes, and audit charges earned shall be the sole responsibility of the Consultant.

5. Occurrence Form, Primary and Non-Contributory: All required insurance coverage shall be written on an occurrence basis, except as defined otherwise in this exhibit. Each required policy of insurance shall be primary and non-contributory with respect to any insurance or self-insurance maintained by the Owners.

6. Waiver of Rights of Recovery: Both the Consultant and Consultant’s insurers shall waive their rights of recovery or subrogation against each and every Owner.

7. Claim Reporting: Any failure of the Consultant to comply with the claim reporting provisions of the required insurance policies shall not relieve the Consultant of any liability or indemnification in favor of the Owners for losses which otherwise would have been covered by said policies.

8. Cancellation Notice: Each required insurance policy shall not be suspended, voided, cancelled or reduced except after thirty (30) calendar days prior written notice has been given to the Owners, ten (10) calendar days for non-payment of premium.

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Insurance Statement

TO: Town of West Hartford

Tara Cummins

Purchasing Agent

FROM:

CLIENT:

DATE:

Dear Ms. Cummins:

In accordance with the contract bidding documents, please be advised that my client currently has or will have by the date of the execution of the Agreement for this project, a Certificate of Insurance in amounts and types as specified in the Insurance Exhibit.

Signature

Authorized Insurance Agent or Broker

Contractor further understands and agrees to comply with the insurance provisions required in the attached insurance exhibit and will provide a Certificate of Insurance, with the required limits and additional insured language, to the Town of West Hartford in compliance with the bid document. By signing this document, it is understood, that should we not be able to comply with the necessary insurance requirements, our company will be disqualified from this contract award.

Authorized Signature Date

Printed Name

Bidder Response Form 2 | P a g e

BIDDER RESPONSE FORM

BOND INFORMATION if applicable

Bid Surety - 10% Bond Attached (yes/no) Cashier Check Attached (yes/no)

Cost of Performance Bond included in base bid (if applicable) $ Per thousand

List up to six past contracts of this type/size your firm has completed within the last three (3) years

Project Date Contact Person Phone No.

PLEASE COMPLETE THE FOLLOWING INFORMATION.

FAILURE TO RESPOND TO ALL ITEMS MAY RESULT IN THE REJECTION OF YOUR RESPONSE.

Vendor Name Trade Name if applicable

Address

Phone # Email Address

Contact Person Tax ID#

Number of years in business: Bid# Project Name:

STATUS OF THE BUSINESS AND ITS CURRENT STANDING WITH THE SECRETARY OF STATE'S OFFICE

Connecticut Businesses Yes No

Are all required filings current with the Secretary of State and will the Secretary of State be able to issue a Certificate of Legal Existence?

Out of State (foreign) Businesses Yes No

Have you filed a Certificate of Authority / Application of Registration with the Connecticut Secretary of State? If so, submit a copy of your filing with your response. If not, submit a copy of your Certificate of Good Standing from your state of incorporation.

DAS CONTRACTOR PREQUALIFICATION if applicable

(required for construction / infrastructure projects only) (non-highway construction projects >$1,000,000)

Circle one

DAS prequalified? (yes/ no) Certificate attached (yes/no) Update Statement attached (yes/no)

You certify that there has been no substantial change in your financial position or corporate structure since your most recent prequalification certificate was issued or renewed, other than those changes noted in the update statement (attached).

Yes No

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BID FORMS

Assignment Hourly Rate

1. Senior Manager/Principal: $_______________

2. Project Manager: $_______________

3. Licensed or Accredited Lead/PCB/Asbestos/Radon/Mold Project Designer $_______________

4. Field Technician/Consultant $_______________

5. CADD Operator $_______________

6. Administrative $_______________

TESTING/LAB FEES

Lead:

Wipe Samples

48 hours (normal) $______________________ 24 hours $______________________ 6 hours $______________________

3-5 business days $______________________

Paint Chip Samples

48 hours (normal) $______________________ 24 hours $______________________ 6 hours $______________________

3-5 business days $______________________

Soil Testing

48 hours (normal) $______________________ 24 hours $______________________ 6 hours $______________________

3-5 business days $______________________

Water Testing

48 hours (normal) $______________________ 24 hours $______________________ 6 hours $______________________

3-5 business days $______________________

Air Testing

48 hours (normal) $______________________ 24 hours $______________________ 6 hours $______________________

3-5 business days $______________________

TCLP Testing

48 hours (normal) $______________________ 24 hours $______________________

3-5 business days $______________________ Asbestos

Bulk Samples

Polarized Light Microscopy (PLM)

48 hours (normal) $______________________ 24 hours $______________________ 6 hours $______________________

3-5 business days $______________________

PLM – Point Count

48 hours (normal) $______________________ 24 hours $______________________ 6 hours $______________________

3-5 business days $______________________

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Transmission Electron Microscopy (TEM) Chatfield Method

48 hours (normal) $______________________ 24 hours $______________________ 6 hours $______________________

3-5 business days $______________________ Air Samples

Phase Contrast Microscopy (PCM)

48 hours (normal) $______________________ 24 hours $______________________ 6 hours $______________________

3-5 business days $______________________

Transmission Electron Microscopy

(TEM)

48 hours (normal) $______________________ 24 hours $______________________ 6 hours $______________________

3-5 business days $______________________

Radon Air Samples 24 hours $______________________

3-5 business days (normal) $______________________

Mold

Air:

3 hours $______________________ 6 hours $______________________

Direct Exam by Cassette 24 hours (normal) $______________________ 3-5 business days $______________________

Bulk/Swab/Tape Lift

3 hours $______________________ 6 hours $______________________

24 hours (normal) $______________________ 3-5 business days $______________________

SPECIAL SERVICES

Asbestos

AWP Application, (including State Fee) Per Application:

Re-Occupancy Clearance Testing: (Exclusive of Sample costs but inclusive of reports)

PCM Testing Clearance Per Clearance $______________________

TEM Testing Clearance Per Clearance $______________________

Lead

Re-Occupancy Clearance Testing: (Exclusive of Sample costs but inclusive of reports)

1 Unit

Per Clearance

2-4 Unit Per Clearance

5-7 Unit Per Clearance

8+ Units Per Clearance

Bidder Response Form 3 | P a g e

CERTIFICATION

The Undersigned hereby certifies that they are the only duly authorized representative/agent of the vendor and have the authority to sign this form and make these certifications on behalf of the vendor.

Vendor acknowledges receipt of all bidding documents and addenda, if applicable during the bidding period, issued during the bidding period and understands that they are a part of the bidding documents.

The undersigned hereby declares that they are thoroughly familiar with the specifications, the various sites, the Town’s requirements, and the objectives for each element of the project item or service and understands that in signing this proposal all right to plead any misunderstanding regarding the same is waived. The undersigned further understands and agrees that they will furnish and provide all the necessary material, machinery, implements, tools, labor, services, and other items of whatever nature, and to do and perform all the work necessary under the aforesaid conditions, to carry out the term of the agreement and to accept in full compensation therefore the amount agreed to by the vendor and the Town of West Hartford.

The undersigned further declares that these bidding documents are made without any connection with any other person or persons making any proposal for the same work and made without collusion or fraud; that no person acting for or employed by the Town of West Hartford is directly or indirectly interested therein, or in the supplies or works to which it relates, or will receive any part of the profit or any commission there from in any manner which is unethical or contrary to the best interest of said Town of West Hartford.

The undersigned additionally declares that they are not debarred or suspended, or otherwise excluded from, or ineligible for, participation in Town of West Hartford, State of Connecticut or federally funded projects. The vendor agrees that by affixing their signature to this request for bids, the authorized signatory grants approval to the Town of West Hartford to obtain third party credit reports for the purposes of assessing the financial capacity of the business entity tendering such bid to the Town

The undersigned certifies under penalty of false statement that the information provided in this response is true.

Submitted by (Signature)

Printed name and title Date

(Authorized Agent of Company)

ORGANIZATIONAL STRUCTURE OF BUSINESS ENTITY (select one)

Limited partnership (LP) General partnership (GP)

Limited liability corporation (LLC) Limited liability partnership (LLP)

Corporation Individual doing business under a trade name (sole proprietor)

BUSINESS AFFILIATIONS if applicable

Indicate the principal place of business of the parent company and the name of agent for service.

Is your local organization an affiliate of a Parent company? Yes

No

Parent Company Business Name

Address

City State Zip

Name of Agent

List all Affiliated Businesses if applicable (attach additional sheets as necessary):

Business Name Address Ownership Interest %