BID SPECIFICATIONS-STOCKPILED LEAVES-GRASS CLIPPINGS-2026-Rebid.pdf

Bid 2025-26-1 – RE-BID 1

INVITATION TO BID

TOWN OF NEWINGTON

200 GARFIELD STREET

NEWINGTON, CONNECTICUT 06111

The Town of Newington will accept bids on the following:

STOCKPILED LEAVES/GRASS CLIPPINGS REMOVAL SERVICES

The Town of Newington will accept bids from experienced Contractors for Stockpiled

Leaves/Grass Clippings Removal Services. All bids must be submitted in accordance with Town specifications and on forms supplied by the Town. Bid forms and specifications are available in the Town Manager’s Office, 200 Garfield Street, Newington, Connecticut 06111 and on line at the Town’s website, www.newingtonct.gov under Doing Business, Bid Opportunities.

Bids will be received in the Town Manager’s Office and read publicly at 1:00 PM on

Wednesday, July 22, 2026. Addenda will be posted on the Town’s website.

An Affirmative Action/Equal Opportunity Employer. Minority/Women's Business Enterprises are encouraged to apply. The Town of Newington reserves the right to reject any or all bids.

The Town of Newington reserves the right to reject any or all bids.

Jonathan Altshul

Town Manager

Bid 2025-26-1 – RE-BID 2

STOCKPILED LEAVES/GRASS CLIPPINGS REMOVAL SERVICES

BID SPECIFICATIONS

INTENT

It is the intent of these specifications to select a contractor to provide stockpiled leaves/grass clippings removal services to the Town of Newington beginning on August 1, 2026 and ending

June 30, 2029.

BID PROCEDURES

All bids shall be submitted on forms provided by the Town of Newington and addressed to the

Assistant Town Manager, Town Manager’s Office, Town Hall, 200 Garfield St., Newington, CT

06111. Bids will be opened at 1:00 p.m. on July 29, 2026 in the Town Manager’s Office. Sealed bid envelopes should be clearly labeled “Bid NO. 2025-26-1 STOCKPILED LEAVES/GRASS

CLIPPINGS REMOVAL SERVICES”.

The Town reserves the right to waive informalities or reject any or all bids when such action is deemed in the best interests of the Town. The Town reserves the right to delete such items as it deems necessary from these proposals. All exceptions of the bidder to the terms and specifications of this bid shall be made in writing and submitted in full with the Bid Form. For all other terms and specifications, submission of a bid constitutes acceptance by the bidder.

Conditional bids may not be considered.

INQUIRES

Any questions regarding this bid shall be addressed in writing to the Assistant Town Manager, Lauren Rhines via lrhines@newingtonct.gov. All inquires shall be made prior to noon on July

21, 2026, and any addendum shall be published on the Town website by end of day, July 21, 2026.

SPECIFICATIONS

The Contract and Bid Form attached are an integral part of these specifications and shall be made a part thereof.

EVIDENCE OF ABILITY TO PERFORM

The successful bidder must, within twenty (20) days of notice of award show satisfactory proof that specified acceptable vehicles have been procured or are on order. Such proof must be established to the satisfaction of the Town Manager or their designee.

mailto:lrhines@newingtonct.gov

Bid 2025-26-1 – RE-BID 3

ACCEPTANCE PERIOD

The proposal submitted on the Bid Form shall remain in effect for a period of not less than sixty

(60) days from the date the bids are opened. The Town of Newington shall have the right to accept any of the bid proposals at the price submitted during that sixty (60) day period.

BASIS OF AWARD

Contract award shall be based upon the lowest total cost (includes transportation costs) to remove and legally dispose of approximately 15,000 cubic yards of leaves and approximately

3,000 cubic yards of grass clippings annually (based on Town historical data) from Town collections for the period of July 1, 2012 to June 30, 2025. The Town can not guarantee a minimum number of cubic yards of leaves of grass clippings.

COSTS

All costs for the requirements contained in the Contract and these specifications shall be included in the Bid Form.

Bid 2025-26-1 – RE-BID 4

STOCKPILED LEAF/GRASS CLIPPINGS REMOVAL SERVICES

CONTRACT

THIS AGREEMENT, made and concluded this ____ day of __________, by and between the

TOWN OF NEWINGTON, a municipal corporation located in the State of Connecticut, acting herein by this Town Manager duly authorized and hereinafter referred to as the “Town”, and

_____________of the Town of ___________,of the State of ______________and hereinafter referred to as the “Contractor”.

WITNESSETH

WHEREAS, THE TOWN desires to secure stockpiled leaves/grass clippings removal services for its residents: and

WHEREAS, the CONTRACTOR desires to furnish such stockpiled leaf/grass clippings removal services, upon terms and conditions hereafter set forth and based upon a competitive bid previously submitted;

NOW, THEREFORE, and in consideration of the mutual promises and agreements hereinafter contained, the parties hereto covenant and agree as follows:

I. MATERIAL ACCEPTABLE FOR REMOVAL

(a) Loose leaves and grass clippings stockpiled at the town Transfer Station.

II. PLACES TO BE SERVED BY THE CONTRACTOR

(a) The CONTRACTOR shall collect stockpiled leaves and grass clippings from the

Town’s Transfer Station located at 2045 Main Street, south of Churchill Park

III. TIME AND FREQUENCY OF COLLECTION

(a) The CONTRACTOR agrees to furnish the TOWN a truck within 48 hours of request by the Town and agrees to continue to provide trucks until all material is removed from the Town’s Transfer Station.

IV. LEAVES/GRASS CLIPPINGS DISPOSAL

The CONTRACTOR shall without additional cost to the TOWN, use facilities for the final disposal of leaves and grass clippings collected under this contract, which are approved by the Town Manager or their designee. The disposal site shall be currently registered with the Connecticut Department of Energy and Environmental Protection for

Bid 2025-26-1 – RE-BID 5 such activity and such registration shall remain in effect throughout the life of this contract.

V. EQUIPMENT

(a) All vehicles used for the collection or disposal of leaves and grass clippings shall be fully enclosed on the sides so as to prevent spillage during transit. The load shall be covered at all times; except when additions to the load are being made, so that none of the contents shall fall or spill therefrom. Provision and use of a tarpaulin or canvas cover to enclose open bodies of collection vehicles shall be permitted, but only when specifically approved by the Town Manager or their designee. CONTRACTOR shall provide personnel and equipment to load his vehicles, if the Town selects the Base Bid on the Bid Form. If the town selects the Alternate One, the contractor shall not be required to provide personnel and equipment to load his vehicles.

(b) The CONTRACTOR shall keep all such vehicles and equipment in good operating condition to assure adequate and prompt collection and disposal of leaves and grass clippings. Each such vehicle and piece of equipment shall be inspected and approved by the Town Manager or their designee before being placed into service, and shall be at all times subject to inspection. The

CONTRACTOR shall keep the interiors of said vehicles and equipment reasonably clean and odorless, considering the nature of the work, and shall comply within twenty-four (24) hours with any order of the Town Manager to rectify an unclean or odorous condition.

(c) Every truck or vehicle used for the collection and disposal of leaves and grass clippings shall be kept clean and well painted on the outside.

(d) The CONTRACTOR may, at its option and its risk, park vehicles and equipment used in the performance of this contract at the Town Highway Garage, Milk Lane, or at the Town Transfer station on Main Street, subject to the provisions of Article

XII of the Contract.

(e) The CONTRACTOR shall maintain all vehicles, in strict compliance with federal and state motor vehicle laws and regulations. Failure to do so shall be grounds for termination of this contract.

VI. CONTRACT DURATION

(a) This contract shall be for the period of three (3) years beginning August 1, 2026 and ending June 30, 2029, provided the contract is not earlier terminated for cause by the Town of Newington.

(b) However, upon mutual agreement and negotiation of fees between the Town of

Newington and the CONTRACTOR, this contract may be extended up to forty -eight (48) months consisting of two, two-year extensions. If the CONTRACTOR is desirous of extending the then existent contract, it must notify the Town

Manager, in writing, to this effect not less than ninety (90) days before the

Bid 2025-26-1 – RE-BID 6 termination of the original term of the contract and shall comply with the provisions of Section VII “BOND AND INSURANCE” of the existing contract.

VII. BOND AND INSURANCE

(a) CONTRACTOR hereby warrants and represents that it shall, on or before the effective date of this contract, file with the Town Manager, a Performance Bond covering faithful performance of the contract and payment of obligations arising thereunder. Such bond shall be in the full amount of pro-rata annual cost for service during the ensuing calendar year, as a guarantee that the terms of the contract shall be complied with in every particular. These bonds shall be issued from a surety company either licensed or approved by the State of Connecticut

Insurance Commissioner and which has a Best’s rating of B+ or better. The posting of a bank account passbook with the principal assigned to the Town of

Newington and having a balance equal to said prorated cost for service may be substituted in lieu of said surety bond. Any interest credited to such bank account shall accrue to the CONTRACTOR.

(b) CONTRACTOR hereby warrants and represents that it will file with the Town

Manager or their designee prior to the commencement of service hereunder a worker compensation insurance policy, meeting the requirements of the State of

Connecticut Worker’s Compensation Law, written in a form satisfactory to the

Town Manager, and including the interests of the Town of Newington and that said compensation insurance policy shall be renewed or kept in effect by the

CONTRACTOR throughout the term of this contract.

(c) CONTRACTOR hereby warrants and represents that it shall furnish a certificate of insurance to the Town Manager or their designee for the following insurance coverage on or before the contract execution. All insurance coverage shall be written with an insurance company licensed to conduct business in the State of

Connecticut. Insurance coverage shall remain in full force for the duration of the contract term including any and all extensions. Such certificate of insurance shall specify that the Town of Newington will receive thirty (30) days notice of any cancellation, non-renewal or reduction in coverage and limits originally provided.

1. Commercial General Liability including Premises-Operations, Independent Contractors, Blanket Contractual, Products and completed

Operations:

$1,000,000 Each Occurrence

$2,000,000 Aggregate

Combined Single Limit for personal injury or property damage or both combined. Such policy shall name the Town as additional insured.

2. Comprehensive Automobile Liability covering owned, non-owned, hired or leased vehicles.

$1,000,000 Each Accident

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Combined Single Limit for bodily injury or property damage or both combined.

On all policies, the Town is to be named as an additional insured, and all certificates of insurance must be on file in the Town Manager’s Office.

CONTRACTOR further warrants and represents that said policies shall be renewed or kept in effect by the CONTRACTOR through the term of the contract.

VIII. HOLD HARMLESS

The CONTRACTOR agrees to indemnify and save harmless the Town of Newington, its agents and employees from and against all loss and/or expense (including costs and attorney’s fees) arising out of or resulting from the performance of the work by reason of liability imposed by law upon the Town of Newington, its agents and employees for damages because of bodily injury, including death at any time resulting therefrom, sustained by any person or persons (including employees of the Contractor or any subcontractor) or on account of damage to property, including loss of uses thereof, whether such injuries or damages are caused in whole or in part by the negligence of the contractor, its agents, servants, and/or employees.

IX. CONTRACT PAYMENTS

(a) Billings to the Town of Newington for stockpiled leaf and grass clippings removal service shall be made monthly by the CONTRACTOR.

(b) Payment shall be made by the Town of Newington to the CONTRACTOR within thirty (30) days after receipt of invoice by the Town of Newington Finance

Department, 200 Garfield St, Newington, CT 06111.

(c) The CONTRACTOR agrees to accept as full and complete payment for services under this contract, the amount specified in Section X, and the Town of

Newington agrees to provide payment at said amount.

X. PRICE SCHEDULE

The pricing schedule for this contract shall be based on the following:

Collection, transport, and disposal of leaves and grass clippings; and CONTRACTOR loads his own vehicles:

BASE BID

CONTRACTOR loads his own vehicles:

7/1/26 to 6/30/27 $__________________ per 100 cu. yd. trailer

7/1/27 to 6/30/28 $__________________ per 100 cu. yd. trailer

7/1/28 to 6/30/29 $__________________ per 100 cu. yd. trailer

Bid 2025-26-1 – RE-BID 8

ALTERNATE ONE

TOWN loads CONTRACTOR’S vehicles:

XI. NONDISCRIMINATION CLAUSE

The CONTRACTOR is required to comply with all provisions of the Civil Rights Act of

1964, the Equal Employment Opportunity Act of 1972, Executive Orders 11246, 11375, 11478, and, if applicable, the Connecticut Fair Employment Practice Law and Section

122 of State and Local Fiscal Assistance Act of 1972.

XII. GENERAL PROVISIONS

(a) The CONTRACTOR understands that hauling may not be needed on a weekly basis and agrees to furnish the Town with a truck for hauling within 48 hours of request by the town and continue on a daily basis until all material is removed.

(b) The CONTRACTOR shall be responsible for any damage to private property caused by its agents or vehicles. In cases where the CONTRACTOR’S liability for damage to private property is in doubt, CONTRACTOR agrees that the decision of the Town Manager or their designee shall be held to be the final decision.

If the CONTRACTOR does not replace or repair any damage to private property caused by its agents or vehicles within ten (10) days of its receipt of a written notification of his liability from the TOWN, the Town Manager or their designee at his sole discretion shall cause the damaged property to be repaired or replaced and shall deduct the cost of any such repair or replacement from a subsequent payment due the CONTRACTOR.

(a) The CONTRACTOR shall be responsible for any damage to Town property resulting from its carelessness. In cases where the CONTRACTOR’S liability is in doubt, the CONTRACTOR agrees that the decision of the Town Manager or their designee shall be held to be the final decision. The CONTRACTOR, after receipt of a written notification from the TOWN of his liability shall promptly reimburse the Town therefore. If the CONTRACTOR does not reimburse the

Town within ten (10) days of notification of its liability for its damage, the Town

Manager or their designee at his sole discretion shall have the cost of such damage deducted from a subsequent payment due the CONTRACTOR.

Bid 2025-26-1 – RE-BID 9

(c) The CONTRACTOR shall immediately clean up and remove all spillage resulting from its carelessness and shall clean the area affected by such spillage thoroughly.

(d) The CONTRACTOR shall collect, transport and dispose of all leaves and grass clippings in accordance with this contract in a thorough and efficient manner least offensive to the public.

(e) The CONTRACTOR shall extend or discontinue the collection and transportation of leaves and/or grass clippings as the Town Manager may direct in writing.

(f) The CONTRACTOR shall provide at a minimum one dedicated piece of equipment and appropriate personal from November 1st through December 31st for the purpose of hauling material during the Town’s Leaf Collection program.

(g) The CONTRACTOR agrees to furnish all equipment and personnel necessary for the adequate and prompt removal of stockpiled leaves and grass clippings from the Town of Newington, by December 31st of each contract year.

(h) The CONTRACTOR shall establish and maintain effective procedures to receive and promptly follow-up on service complaints and communications from agents of the Town. Such procedures and any changes therein shall be made known to the Town Manager or their designee for his concurrence. The CONTRACTOR shall handle all such communications and complaints promptly. The

CONTRACTOR agrees to service all complaints within twenty-four (24) hours of the receipt of the complaint by the CONTRACTOR.

(i) The CONTRACTOR shall comply with all Federal and State laws, rules and regulations pertaining to Social Security, unemployment compensation and worker’s compensation.

(j) The Ordinances and Regulations of the Town of Newington relative to leaves and grass clippings are herein incorporated by reference as if fully set forth.

XIII. TERMINATION

If the CONTRACTOR fails to perform this contract in accordance with its terms, the

TOWN shall have the right, in addition to all other remedies it may have, to declare the contract in default and therefore terminated, and to award stockpiled leaf and grass clippings removal service to another contractor. In this event, the CONTRACTOR shall pay the town, as liquidated damages, the amount of any new contract price less the contract price herein provided for, for the period of time covered by the unexpired term of the contract at the time of default, and additional expenses including reasonable attorney’s fees, incurred by the Town as a result of said default by the CONTRACTOR.

XIV. ARBITRATION OF DISAGREEMENTS

In case that any dispute between the parties hereto, or any person claiming under them in relation to this Contract, concerning the respective rights and liabilities of the parties hereunder cannot be resolved within sixty (60) days, it may be referred to the American

Bid 2025-26-1 – RE-BID 10

Arbitration Association by either party. The decision of the American Arbitration

Association shall be final and binding and the costs of such arbitration shall be shared equally among the disputants.

XV. NONASSIGNABILITY

The rights and obligations of the CONTRACTOR under this Contract shall not be assignable except with the written approval of the Town Manager or their designee. Any attempts by the CONTRACTOR, voluntarily or involuntarily, to assign any rights or obligations under this Contract shall constitute breach of contract and may be declared in default at the option of the Town Manager or their designee.

XVI. BANKRUPTCY, RECEIVERSHIP, INSOLVENCY

If the CONTRACTOR shall be declared insolvent or adjudicated bankrupt, or if a receiver shall be appointed for its business or its assets and not voided within sixty (60) days, or if it shall make an assignment for the benefit of creditors, or otherwise, or if interest herein shall be sold under execution, then and forthwith thereafter the Town of

Newington shall have the right as its option and without prejudice to its rights hereunder to terminate this contract.

XVII. NOTICES

Any order or notices required to be given under this contract shall be in writing and sent by certified mail, return receipt requested, postage prepaid.

From the TOWN to: _____________________________________

From the CONTRACTOR to: Jonathan Altshul

Town of Newington

200 Garfield Street

Newington, CT 06111

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IN WITNESS WHEREOF, the parties hereto have set their hands and seals this _____ day of _____________, 2026.

SIGNED SEALED AND DELIVERED

IN THE PRESENCE OF:

By: ______________________________

Jonathan Altshul

Its Town Manager

CONTRACTOR

By:_______________________________

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STOCKPILED LEAF AND GRASS CLIPPINGS REMOVAL SERVICES

BID FORM

Town of Newington

200 Garfield Street

Newington, CT 06111

The undersigned hereby declares that no persons other than those named herein are interested in this proposal or in the contract proposed to be taken, that it is made without any connection with any other person or persons making any proposal for the same service, that it is in all respects, fair and without collusion or fraud, and that no person acting for or in any portion of the profits which may be derived therefrom.

This proposal is made with the understanding that it will be accepted or rejected within sixty (60) days from the date set for receiving bids.

The undersigned further declares that he has carefully examined the annexed Invitation to Bid, Bid Specifications, and Contract, and will comply with the terms thereof and furnish the service therein required at the following prices(s):

BASE BID

CONTRACTOR loads his own vehicles:

ALTERNATE ONE

TOWN loads CONTRACTOR’S vehicles:

THE BID FORM CONTINUES ON THE NEXT PAGE

Bid 2025-26-1 – RE-BID 13

Submitted for:

Submitted by:

FIRM:_______________________________ SIGNATURE:__________________________

ADDRESS:___________________________ NAME:_______________________________

_____________________________________ TITLE:________________________________

_____________________________________ TELEPHONE:__________________________

If corporation, list principals:

NAME:_______________________________ TITLE:________________________________