RFP 2162 - Hauling Disposal of Stockpiled Leaves.pdf

Contract #2162 – Hauling and Disposal of Stockpiled Leaves from Various Locations in Vernon, CT

RFP# 2162 Page 1 of 9 v09.02.2026

PLEASE DO NOT REMOVE ANY SHEETS FROM THIS DOCUMENT

TOWN OF VERNON

DEPARTMENT OF PUBLIC WORKS

Request for Proposals (RFP) #2162

HAULING & DISPOSAL OF STOCKPILED LEAVES

FROM VARIOUS LOCATIONS IN VERNON, CT

Submittal Date: September 29, 2026 at 11:00 AM

LATE SUBMITTALS WILL NOT BE ACCEPTED

RFP# 2162 Page 2 of 9 v09.02.2026

LEGAL NOTICE

REQUEST FOR PROPOSALS

The Town of Vernon, Connecticut is seeking proposals from a qualified contractor for the removal and disposal of stockpiled leaves from various town locations in Vernon, Connecticut. The contractor must have demonstrated experience in providing such service and adhere to the standards and requirements typical for this service.

Questions about this RFP should be directed to Dwight Ryniewicz, Director of Public Works Department, by email only to dryniewicz@vernon-ct.gov, no later than Tuesday, September 15, 2026 at 3:30 PM. Answers to questions received will be posted by Tuesday, September 22, 2026 on the Town’s website at https://www.vernon-ct.gov/o/tov/page/bids-and-rfps and at the Connecticut State Department of Administrative Services (DAS) at https://portal.ct.gov/das/ctsource/bidboard?language=en_US by referencing Contract #2162. It is the sole responsibility of the respondent to review any or all addendum or question responses related to this RFP.

Two (2) copies of the proposal should be submitted in a sealed envelope marked “BID DOCUMENT- DO NOT OPEN - CONTRACT #2162” clearly marked on the outside of the envelope to: John W.

Kleinhans, Town Administrator, Town of Vernon, Memorial Building, 14 Park Place, 3rd Floor, Vernon, Connecticut 06066 no later than Tuesday, September 29, 2026 at 11:00 AM. Emailed, faxed or late bids will not be accepted.

Received bids will be opened publicly in person on Tuesday, September 29, 2026, at 11:00 AM. Bid results will be posted on the Town website.

The selected firm must meet all municipal, state and federal AA and EEO practices and requirements.

MBE's, WBE's, SBE's are encouraged to apply. The Town reserves the right to reject any or all proposals in whole or part, to award any one service or group of services or all services, to negotiate with any or all companies submitting proposals, and to enter into an agreement with any company for any services mentioned in this RFP; if it is deemed to be in the best interest of the Town.

Confidentiality - If Respondent believes that any information in its proposal should be treated as confidential that material shall be clearly marked. The Town shall endeavor to protect confidential material from disclosure to non-Town employees to the extent required by State or Federal law. In no event will the Town be responsible for the inadvertent disclosure of your response to this RFP.

John W. Kleinhans Town Administrator mailto:dryniewicz@vernon-ct.gov https://www.vernon-ct.gov/o/tov/page/bids-and-rfps https://portal.ct.gov/das/ctsource/bidboard?language=en_US

RFP# 2162 Page 3 of 9 v09.02.2026

INSTRUCTIONS TO BIDDERS

These instructions are standard for all proposals issued by the Town of Vernon, Connecticut for the purchase of all supplies, materials, equipment and the furnishing of certain services. The Town may delete, supersede or modify any of these standard instructions for a particular proposal by indicating such change in an addendum.

1. Questions about this RFP should be directed to Dwight Ryniewicz, Director of Public Works

Department, by email only to dryniewicz@vernon-ct.gov, no later than Tuesday, September 15, 2026 at 3:30 PM. Answers to questions received will be posted by Tuesday, September 22, 2026 on the Town’s website at https://www.vernon-ct.gov/o/tov/page/bids-and-rfps and at the Connecticut State Department of Administrative Services (DAS) at https://portal.ct.gov/das/ctsource/bidboard?language=en_US by referencing Contract #2162. It is the sole responsibility of the respondent to review any or all addendum or question responses related to this RFP.

2. This contract shall be in effect for one (1) leaf collection season, typically October through December

2026. Depending on the quality of service and funding, the contract may be extended for up to one, one-year periods, if agreed upon by both parties. The Town Administrator, at his option, may renew the contract in one-year increments for a maximum of (1) additional year upon sending the Contractor thirty (30) days written notice. Within ten (10) days after receipt of said notice, the Contractor shall indicate his/her acceptance or non-acceptance of the proposed renewal. In the event that the contract is renewed, all of the original terms shall remain in full force for the renewal period unless otherwise mutually agreed upon, in writing, between the Town and the Contractor.

3. Deviations: Any and all deletions, variations and exceptions to the specifications must be stated in writing at time of bidding and must be attached to the “Proposal” section of contract. The Town Administrator will notify the contractor, in writing, of these changes. Terms and conditions of any additions or deletions will be subject to negotiation by both parties.

4. In the event it becomes necessary to revise any part of this RFP, an Addendum will be posted on the town’s website and on the State Department of Administrative Services (DAS) website, referencing the contract number.

5. The attached proposal is signed by the bidder with full knowledge of, and agreement with, the general specifications, conditions and requirements of this bid.

6. Not responsible for defects to electronically-mailed contracts.

7. Bids shall be submitted in sealed envelopes which shall be addressed to the Town Administrator, 14 Park Place, Vernon, Connecticut 06066, and shall be clearly marked "BID DOCUMENT - DO NOT OPEN". The bid envelope shall indicate the contract number as shown on the "Request For Proposal".

Emailed, faxed or late bids will not be accepted.

mailto:dryniewicz@vernon-ct.gov https://www.vernon-ct.gov/o/tov/page/bids-and-rfps https://portal.ct.gov/das/ctsource/bidboard?language=en_US

RFP# 2162 Page 4 of 9 v09.02.2026

8. Bids received later than the time and date specified in the "Request For Proposal" will not be considered. Withdrawal of bids received later than the time and date set for the bid opening, will not be considered.

9. Bids received prior to the advertised hour of opening will be securely kept sealed. The officer whose duty it is to open them will decide when the specified time has arrived and no bid received thereafter will be considered.

Town of Vernon office hours:

Monday – 8:00 AM – 4:30 PM Tuesday – 8:00 AM – 7:00 PM Wednesday – 8:00 AM – 5:00 PM Thursday – 8:00 AM – 4:30 PM Friday – closed

10. In accordance with the provisions of Section 12-412 (a) of the Connecticut General Statutes, the Town of Vernon and Vernon Public Schools are exempt from the payment of Federal or State tax and such tax or taxes shall not be included in bid prices.

11. The Town reserves the right to reject any and all bids, wholly or in part; to waive technical defects, and to make awards in the manner deemed to be in the best interests of the Town.

12. Contractor shall agree to maintain in force at all times during the contract the following minimum coverages and shall name Town of Vernon & Vernon Board of Education as an Additional Insured on a primary and non-contributory basis to all policies, except Workers Compensation. All policies should also include a Waiver of Subrogation. The successful bidder must carry the following insurance coverages. Insurance shall be written with Carriers approved in the State of Connecticut and with a minimum AM Best’s Rating of “A-“ VIII. In addition, all Carriers are subject to approval by the Town of Vernon & Vernon Board of Education.

General Liability Minimum Limits

Each Occurrence: $ 1,000,000 General Aggregate: $ 2,000,000 Product/Completed Operations Aggregate: $ 2,000,000 Fire Damage Legal Liability $ 100,000

Automobile Liability (Town of Vernon added as additional insured):

Combined Single Limit $ 1,000,000

Umbrella/Excess Liability (following form of general liability, auto liability and employer liability):

Each Occurrence: $ 1,000,000

Workers' Compensation/Employers Liability

RFP# 2162 Page 5 of 9 v09.02.2026

Workers' Compensation Statutory Requirement set forth by State of CT Employers Liability Each Accident $ 1,000,000 Disease-Policy Limit $ 1,000,000 Disease-Each employee $ 1,000,000

Professional Liability) Each Claim: $ 2,000,000 Annual Aggregate $ 2,000,000

If any policy is written on a “Claims Made” basis, the policy must be continually renewed for a minimum of two (2) years from the completion date of this contract. If the policy is replaced and/or the retroactive date is changed, then the expiring policy must be endorsed to extend the reporting period for claims for the policy in effect during the contract for two (2) years from the completion date.

Original, completed Certificates of Insurance must be presented to the Town of Vernon prior to contract issuance. The Contractor agrees to provide replacement/renewal certificates at least 30 days prior to the expiration date of the policies. All insurance shall not be canceled, limits reduced or coverage altered, 30 days written notice must be given to the Town of Vernon, Town Administrator, 14 Park Place, Vernon, CT 06066.

13. All bids must be accompanied by bid security in the sum of not less than five percent (5%) of the total bid and shall be in the form of a bid bond, a certified check, a treasurer's or cashier's check drawn on a National or State bank or trust company and shall be made payable to the "Town of Vernon". The bid security shall secure the execution of the contract by the successful bidder.

Should any bidder to whom an award is made fail to enter into a contract within ten (10) days, exclusive of Saturdays, Sundays and legal holidays, after notice of the award has been mailed to the bidder, the amount so received from the bidder through his/her bond shall become the property of the Town of Vernon, Connecticut as liquidated damages for failure to enter into a contract.

The bid security, exclusive of the successful bidder, will be returned upon execution of the contract, but in no case later than forty-five (45) days after the opening of the bids. The bid security of the successful bidder shall be held until such time as all conditions of the proposal have been met.

END SECTION

RFP# 2162 Page 6 of 9 v09.02.2026

SPECIFICATIONS

DESCRIPTION

The Contractor shall accept all leaves collected from the Town of Vernon’s curbside leaf collection program and deposited at the Town of Vernon’s leaf bin sites:

• Nye Street Firehouse (off West Street)

• Church Street parking lot

• Legion Field (off Regan Road at rear of parking lot)

The leaves will be loaded into Contractor's trucks by Vernon Department of Public Works (DPW) equipment.

Include in the description, “Disposal fee for Town of Vernon vehicle’s direct hauls.” As the proposal asks bidders for pricing.

GENERAL REQUIREMENTS

1) The Contractor will be called as needed to haul from stockpiles. The Contractor shall use caution to maintain the integrity of the property and structures during the removal process. Any damage sustained to the property as a direct result of the removal shall be repaired by the Contractor at the Contractor's expense.

2) The Contractor shall be responsible for conforming to all applicable safety codes, OSHA regulations, etc. pertaining to the work.

3) Any change in the scope of the project will be made in writing to the Town's representative and no additional work will be completed without the prior written approval of the Town.

4) Vendor slips will be used to record any and all hauls completed. Vendor slips are to be numbered and dated. Slips are to be signed by a Town of Vernon DPW loader for verification. A copy of the vendor slip is required with invoice to receive payment.

5) Contractor will provide certificates of insurance in accordance with Town requirements for themselves and any subcontractors. All certificates will name the Town of Vernon as additional insureds.

6) All material will be removed at the responsibility of the Contractor to the Contractor's licensed disposal facility.

7) Contractor will provide labor and equipment necessary for hauling. The Town of Vernon DPW will be responsible for loading.

RFP# 2162 Page 7 of 9 v09.02.2026

PROPOSAL

TO: Town of Vernon 14 Park Place Vernon, CT 06066

Sirs:

THE UNDERSIGNED HEREBY DECLARES that:

A. No person or 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 work, and is in all respects fair and without collusion or fraud; that no person acting for or employed by the Town of Vernon (the Town) is now or will hereafter be directly or indirectly interested therein, or in any portion of the profits thereof in any manner which is unethical or contrary to law;

B. He has read the information contained herein relating to the work;

C. That in the event a Contract, as contemplated by this Proposal, is awarded to him, he will enter into a written Contract with the Town, and agrees that in case he fails to do so, the Town may determine that the bidder has abandoned the Contract, and thereupon the acceptance of this Proposal and the award shall be null and void, and that the proposal guarantee may be forfeited in whole or in part to the Town as the Town may determine, and he will, by such Contract, agree to furnish all materials herein required, within the time stipulated by the Town, will perform all services and will assume all liabilities and obligations connected therewith, all in accordance with the Contract, Specifications, and Instructions to Bidders, all of which are made a part hereof, and will accept in full payment therefore the following sums, to wit:

RFP# 2162 Page 8 of 9 v09.02.2026

BID PROPOSAL

The undersigned representative of ______________________________ hereby submits the following bid proposal on the equipment and/or work as specified:

Hauling Rate Per cubic yard

Disposal Fee Per cubic yard

Total Fee Size of container Per cubic yard

Disposal fee for Town of Vernon vehicle's direct hauls Per cubic yard

1. Bid Bond Attached: YES_____ NO_____

2. By signing the Bid Form, the Bidder acknowledges receipt of all Addenda issued.

3. Bidder shall submit the name, address, responsible party and phone number of four or more municipalities where comparable services have been done. If none, state so.

1) ______________________________________________________________________

2) ______________________________________________________________________

3) ______________________________________________________________________

4) ______________________________________________________________________

4. The undersigned declares that the signer of this proposal is:

(a) INDIVIDUAL doing business as

(b) PARTNERSHIP doing business as

(c) CORPORATION entitled organized under the laws of the State of ________________ and having its principal offices at___________________________________. The names of all partners of a partnership or the principal offices of a corporation will be submitted upon request.

RFP# 2162 Page 9 of 9 v09.02.2026

The names of all partners of a partnership or the principal offices of a corporation will be submitted upon request.

Signature of Authorized Representative

Print Name and Title

Print Firm Name

Print Street Address

Print City, State and Zip Code

Contact Name

Area Code and Telephone Number

Email Address

I, ____________________________, hereby certify that I do not hold any executive or appointive office in the government of the Town of Vernon; furthermore, I do not anticipate holding or seeking office in the Town of Vernon for the duration of this contract. I further certify that the firm, which I represent, as named above, is an Equal Opportunity Employer.

Date Signature