Active SLED Opportunity · CONNECTICUT · CITY OF WEST HAVEN
AI Summary
The City of West Haven seeks proposals for municipal solid waste, recycling, leaf bag, and bulk waste collection services. The contract includes collection, transportation, disposal, and customer service with strict compliance and insurance requirements. Initial term is 2 years starting October 2026, with an option to renew.
The City of West Haven (the “City”) is soliciting proposals for Municipal Solid Waste (MSW), Recycling, Leaf Bag Collection (by request only), and Bulk Waste Collection Services within the City of West Haven. Services shall include the collection, transportation, and disposal of municipal solid waste and recyclables, seasonal leaf bag collection, and scheduled bulk waste collection in accordance with the specifications outlined in this solicitation.
The City intends to award a contract to a vendor capable of providing reliable, efficient, and professional waste management services while maintaining compliance with all applicable Federal, State, and Local regulations.
The City of West Haven, Connecticut (the “City”) is committed to maintaining reliable, efficient, and environmentally responsible waste management services for residents, municipal facilities, and designated collection locations within the community. Manual weekly trash collection, (Automated) weekly recycling.
The selected contractor(s) shall be responsible for providing all labor, equipment, vehicles, supervision, transportation, disposal, and related services necessary to perform the collection and disposal operation in accordance with all applicable Federal, State, and Local regulations, ordinances, and environmental requirements and restrictions. Services shall include scheduled curbside collection, bulk trash collection conducted twice annually, and seasonal leaf bag collection services (by request only as optional services but not exclusive to the successful bidder) coordinated with the City’s Public Works Department
Through this Request for Proposals (RFP), the City seeks a qualified partner capable of delivering dependable and responsive collections services while maintaining high standards of customer service, operational efficiency, safety, regulatory compliance. The City further seeks a contractor with demonstrated experience in municipal waste collection operation and the ability to support the City’s ongoing public service and environmental objectives.
Prior to the commencement of the work, and as a condition of site access, the Respondent (referred to hereinafter as the “Contractor”) shall deliver to the City of West Haven (referred to hereinafter as the “Owner”) a valid and currently dated Certificate of Insurance (COI).
The insurance coverage carried by the Contractor must be placed with and written by an insurance company admitted doing business in the State of Connecticut, and with a rating of A- or better by A.M. Best.
The insurance coverage’s carried by the Contractor (shown below) shall apply regardless of whether the operations, actions, derelictions or failures to act, from which any claim arises, are attributable to the Contractor, a subcontractor, a sub-subcontractor, or any consultant, officer, agent, employee or anyone directly or indirectly employed by any of them, including anyone for whose acts any of the aforementioned may be liable by operation of statute, government regulation or applicable state law. Failure of Contractor to provide a Certificate of Insurance shall in no way limit or relieve Contractor of its duties and responsibilities in this Agreement.
It is the responsibility of the respondent awarded, to maintain insurance during the duration of the project. The vendor must submit the renewed insurance on a yearly basis (prior to expiration date)
The City of West Haven is soliciting proposals from qualified and experienced contractors to provide Residential Curbside Recyclable Collection services throughout the City of West Haven. The Selected contractor shall furnish all labor, supervision, vehicles, equipment, fuel, containers (if applicable), transportation, and all other resources necessary to provide reliable and efficient recycling collection services in accordance will all applicable Federal, State, and Local laws, regulations, and environmental requirements.
Single Family Units 11,200
Two, Three & Four Family Units 4,790
| Complex | Address | Number of Units |
| Elm Terrace | 96 Jones Hill Road | 24 |
| Highwatch | 725 Island Lane | 20 |
| Oronoque Forest | 690 Forest Road | 149 |
| Savin Rock (West Walk) | 105 West Walk | 282 |
Regular curbside recycling collection services shall occur Monday through Friday and pick-up currently consist of collection within two (2) of the City’s ten (10) routes per day. The collection schedule is generally as follows:
The City, currently utilizes City-provided 65-gallon recycling containers for most residential collection locations. In addition, the contractor shall provide recycling collection services to designated condominium and multi-family residential locations identified by the City. Please see the list below which includes but not limited to the following:
| Complex | Address |
| Bayview | 27 Bayview Place |
| Elm Commons | 392 Elm Street |
| Griswalk Commons | 484 1st Avenue |
| Main View | 204 View |
| Oronoque Forest | 690 Forest Rd |
| Savin Rock | 105 West Walk Union School 174 Center Street (Toters) |
| Captain Walk | 269 Captain Thomas |
| Colonial Ridge | 1014 Campbell Avenue |
| CrestHill | 40 Crest Avenue |
| Crestway Court | 22 Treat Street |
| Elm Terrace | 94 Jones Hill Road (opted 65-gallon) |
| Harborview | 104 Captain Thomas (Toters) |
| Mallard Brook | 89 Coleman Street |
| Oceanview | 375 Captain Thomas |
| Orchard Hill | 309 Terrace Avenue |
| Savin Beach | 215 Beach Street |
| Savin Park | 266 Savin Avenue |
| Greta Court | 360 West Spring Street |
| Northwoods | 40 Plainfield Street |
| Baybrook Arms | 41 Jones Hill Road |
| Gull Beach | 920 Ocean Avenue (Toters) |
| Orange Blossom | 215 Jaffrey Street |
| High Watch | 725 Island Lane (Opted in 65-gallon) |
The City reserves the right to continue to use semi-automated recycling containers during the term of the contract. Respondents are encouraged to identify their capabilities and experience with automated or semi-automated collection systems and their ability to support any future operational modifications.
The selected contractor shall be responsible for collecting, transporting, and properly disposing of all acceptable recyclable materials at an approved recycling or processing facility in compliance with all regulatory requirements. The contractor shall further maintain collection schedules, respond to missed collections, provide adequate staffing and equipment, maintain courteous customer service standards, and coordinate operations with the City of West Haven Department of Public Works.
All collection vehicles utilized under this contract shall be properly maintained, clearly identified with the contractor’s company information, and operated in a safe and professional manner. The contractor shall be responsible for maintaining cleanliness at collection locations and for the prompt cleanup of any debris resulting from collection operations.
Failure to include all required forms, signatures, acknowledgements of addenda, vendor background information, pricing sheets, certifications, or any other documentation required by the solicitation may result in disqualification.
The City conducts Bulk Trash Collection twice annually, generally during the Spring and Fall seasons. The selected Contractor shall complete all designated collections with seven (7) business days, or within such timeframe as established by the City.
The Contractor shall be sole responsible for providing all labor, equipment, transportation, disposal, and operational support necessary to complete the collection services. Additional costs incurred by the Contractor due to operational delays, staffing shortage and equipment failures, or other related issues shall not be passed on to the City.
The Contractor(s) shall deliver MSW collected under the Contract(s) to the disposal site or sites as designated by the City. For the purposes of this RFP, Contractor(s) shall assume that all MSW collected will be transported to the Bridgeport Resource Recovery Facility (the “Bridgeport Facility”) located at 61 Howard Avenue, Bridgeport, CT or any other drop off site approved by the City. The scheduled delivery days and hours at the Bridgeport Facility are Monday-Friday 1:00 a.m.to 4:30 p.m. Saturday 1:00 a.m. to 1:30 p.m. exclusive of any customary holiday recognized in the State of CT. The Contractor(s) shall adhere to all designated disposal site or a site mutually agreed upon prior to initial award.
The City of West Haven strictly enforces its collection start-time policy. No Municipal Solid Waste (MSW), recycling, or bulk waste collection activities shall commence prior to 5:00a.m. and be completed by 4:00 p.m. on any collection day unless otherwise authorized in writing by the City, this includes but not limited to (up to three (3) dwellings units) at the curbside; collection services at condominiums. The Contractor shall ensure that all employees, subcontractors, and collection crews comply with this requirement. Any violation of the 5:00 a.m. collection start-time policy shall result in a fee of Two Hundred Fifty Dollars ($250.00) per occurrence. Repeated violations may be considered a breach of contract and may result in additional corrective actions at the discretion of the City.
The City reserves the right to assess liquidated damages in the amount of Two Hundred Fifty Dollars ($250.00) per day for each day any collection remains incomplete beyond the approved timeframe. The City further reserves the right to extend the collection schedule at its sole discretion when deemed necessary and in the best interest of the City.
When a legal holiday falls during the week, and the Contractor(s) does not work on such holiday, Saturday collections will be permitted under the same times and terms as the weekly collection. The Contractor(s) shall designate which holidays will be observed and indicate the schedule that will be worked if the holiday falls on a regular collection day. They shall provide information within three weeks of commencement of collection of MSW, an annual calendar showing the holidays must be published by the Contractor(s) at a minimum of three (3) weeks in advance of the change in a newspaper with the general circulation or on their website within the corporate limits of the City. Specific City Holidays are defined as New Years Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, and Christmas Day but this list can be extended if the Contractor(s) calendar states additional days, but the Contractor(s) must apply to the rules listed above.
The City is seeking from qualified contractor(s) to provide an as needed basis, the collection, transportation, and disposal of residential leaves and/or lawn clippings. Services are anticipated to commence in the Fall of 2026 and may be required for approximately fourteen (14) to eighteen (18) weeks annually during the Spring and Fall collection seasons, at the sole discretion of the City.
The award of this service shall not be exclusive. While the contractor awarded the Municipal Solid Waste and Recycling Collection contract may be considered for these services, the City reserves the right to engage other qualified contractor(s) to perform residential leaf and /or lawn clipping collection services as needed. Nothing in this solicitation shall be construed as granting any contractor(s) exclusive rights to provide such services.
The City reserves the right to evaluate and award each service MSW, Recycle and Grass/Leaf Bag Pick up independently or as a sole provider, whichever the City deems in its best interest.
At a minimum, the COI shall indicate that the following coverages and limits are in place:
| Insurance Amount | Liability Category |
| $2,000,000 | General Aggregate |
| $2,000,000 | Producers/Completed Operations Aggregate |
| $1,000,000 | Each Occurrence |
| $1,000,000 | Automobile Combined Single Limit |
| $2,000,000 | Pollution Liability Each Occurrence |
| $2,000,000 | Aggregate |
| $3,000,000 | Umbrella Each Occurrence |
| $2,000,000 | Worker's Compensation and Employer's Liability |
| $1,000,000 | EL Each Accident |
| $1,000,000 | EL Disease Each Employee |
| $1,000,000 | EL Disease Policy Limit |
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.
Originally, completed Certificates of Insurance must be presented to The City of West Haven prior to contract issuance. Contractor/Vendor agrees to provide replacement/renewal certificates at least 30 days prior to the expiration date of the policies. Should any of the above-described policies be cancelled, limits reduced or coverage altered, 30 days’ written notice must be given to the City of West Haven.
The City will not be responsible for payment of any work services performed or material(s) supplied by the successful respondent; before the Contractor receives a fully executed agreement and purchase order. Unless an emergency has been declared by the Mayor or Finance Director, who is duly empowered to do so, and the vendor receives written authorization from this individual to proceed. Note: Responsibility for payment shall be limited to only that work deemed necessary by the City to alleviate the immediate emergency.
The respondents awarded shall not begin any work until:
For this section, "city-based business" shall mean a business with a principal place of business located within the City of West Haven. A business shall not be considered a "city-based business" unless evidence satisfactory with the purchasing agent has been submitted with each bid submitted by said business to establish that said business has a bona fide principal place of business in West Haven.
Such evidence may include evidence of ownership of or a long-term lease of the real estate from which the principal place of business is operated or payment of property taxes on the personal property of the business to be used in the performance of the solicitation.
To be considered a City Based Business you must submit satisfactory proof to the Purchasing Agent of your current City of West Haven address. Some examples of proof include are, but not limited to:
The Local Preference ordinance can be found in Section 42-8 [Award of Contract], B2 “
Bid preference for local vendors.”. Please review for further details.
If at any time during the contract period, criminal charges are filed against the contractor(s) or if it is discovered that local or federal taxes are delinquent for a period exceeding 90 days, the City reserves the right to reopen and renegotiate the terms of the contract. This includes, but is not limited to, the potential suspension or termination of the agreement. The contractor(s) shall promptly notify the City of any such developments, and failure to do so may result in further penalties or legal action, as deemed appropriate by the City.
The Contractor shall perform all collection services on the scheduled collection day established by the City. For each household or service location that is not collected on its designated collection day or time (before 5:00am) and where the missed collection is attributable to the Contract, the City shall assess a fee in the amount of Two Hundred Fifty Dollars ($250.00) per household or service location. Such assessment shall apply unless the missed collection is the result of circumstances beyond the Contractor’s reasonable as determined by the City, including but not limited to severe weather events, natural disasters, road closures, or other emergencies.
The City reserves the right to deduct any assessed amounts from payment due to the Contract under the contract. This assessment of liquidated damages shall not limit the City’s right to pursue any other remedies available under the contract or applicable law for repeated or substantial failures in performance
With regard to any/all claims made against the Additional Insured by any employee of the Contractor, any subcontractor or anyone directly or indirectly employed by the Contractor or any subcontractor, or anyone for whose acts the Contractor or any subcontractor might be liable, the indemnification obligation shall not be limited by any limitation on the amount or type of damages, compensation or benefits payable by or for the Contractor or any subcontractor under Workers Compensation acts, disability benefits acts or other employee benefit acts.
The Contractor(s) shall make its own examination, investigation, and research regarding the proper method of doing the work – all conditions affecting the work to be done; the labor, equipment, and material; and the quantity of the work to be performed. The Contractor(s) agrees that it has satisfied itself by its own examination, investigation, and research regarding all conditions affecting the work, that its conclusion to enter into the Contract(s) is based on that examination, investigation, and research, and that it shall make no claim against the City because of any of the estimates, statements, or interpretations made by any officer or agent of the City that may prove to be in any respect erroneous.
The Contractor(s) assumes the risk of all conditions foreseen or unforeseen and agrees to continue the work without additional compensation under whatever circumstances that may develop other than as herein provided.
The City shall provide the Contractor with maps precisely defining collection routes, together with the days on which the routes shall be processed and the time at which collection shall regularly commence. If the Contractor(s) wishes to change the route, day, or time of collection, except where provisions exist in the Contract(s) for holidays and other special occasions, it shall notify the City in writing sixty (60) days prior to the date of the intended change and the reasons therefore, but in no event shall the change be accomplished until permission therefore is given in writing by the City and notices have been sent to all affected customers thirty (30) days prior to change.
Collection shall be made between the hours of five 0’clock (5:00) am and four o’clock (4:00) pm, Monday through Friday.
When a legal holiday falls during the week, and the Contractor(s) does not work on such holiday, Saturday collections will be permitted.
The City reserves the right to change the collection time upon three weeks’ written notice to the Contractor(s).
To the fullest extent permitted by law, the Contractor shall indemnify, defend and hold harmless the Owner, and all of its elected or appointed directors, officers, officials, agents, employees and members of all of its boards and commissions, as well as the State of Connecticut, from and against any/all claims, actions, damages, losses and expenses, including but not limited to attorney’s fees, for any actual or alleged injury to any person or persons, including death, or any damage to or destruction of property, arising out of or in connection with the project.
In collecting under the Contract(s), the Contractor(s) shall use all metal, watertight, and “packer” type bodies that are designed and manufactured for the collection of MSW and are capable of servicing detachable containers. All vehicles, facilities, equipment, and property to be used in the performance of the Contract(s) shall be wholly owned by the Contractor(s); provided, leasing or rental agreements may be allowed where approved by the City in writing prior to execution of the Contract(s), and conditional sale contracts, mortgages, or other contractual arrangements for financing the purchase of the vehicles, facilities, equipment, and property may be allowed where approved by the City in writing prior to execution of the Contract(s).
All vehicles shall be subject to periodic and unscheduled inspections by the City.
The Contractor shall maintain in effect all insurance coverages required under this agreement at the Contractors sole expense and with insurance companies acceptable to the Owner. The policies shall contain a provision that the coverage will not be cancelled or non-renewed until at least 30 days prior written notice has been given to the owner.
Within the City limits, the Contractor(s) shall not use property in or adjacent to that zoned as residential nor adjacent to the various sites for the parking, standing, washing, cleaning, repairing, or storing of its vehicles or equipment without prior written approval of the City. Property shall be properly zoned, screened, fenced, and have sufficient access and egress.
Areas within City limits used by the Contractor(s) for the parking, standing, washing, cleaning, repairing, or storing of these vehicles shall be kept in a clean, orderly, and safe condition. These areas will be subject to periodic, unscheduled inspections by the City.
A failure by the Contractor(s) to properly perform the Municipal Solid Waste (MSW) Collection Services would result in significant disruption and substantial harm to the City and its residents, and because the actual damages resulting from such a breach would be difficult or impracticable to determine with precision, the City reserves the right to assess liquidated damages for each violation identified on Page 10 of this solicitation. The Contractor(s) shall pay the specific amounts as liquidated damages, and not as a penalty, as the parties acknowledge and agree that such amounts represent a reasonable estimate of the damages the City would incur as a result of the Contractor's failure to perform the required MSW Collection Services.
The City's decision to assess liquidated damages shall not be construed as a waiver of any other rights or remedies available under the Contract, at law, or in equity, nor shall it limit the City's ability to pursue remedies for any subsequent breach of the MSW Collection Services Contract.
Liquidated damages may be deducted by the City from the monthly payment made to the Contractor(s).
| Breach of MSW Collection Services | Liquidated Damage Civil Penalties Amount |
| A Truck beginning residential collection prior 5:00 AM or after 6:00PM. | $250.00 Per Occurrence |
| Failure to collect misses within 24 hours of notification to Contractor(s). If more than 10 complaints per truck per day, contractor(s) shall be subject to an additional civil penalty of up to $1,000 /day. | $50.00 each not to exceed 10 complaints per truck per day. |
| Repetition of complaints on route after notification including but not limited to replacing cans or detachable containers in designated locations, spilling, not closing gates, crossing planted areas, or similar violations. | $50.00 each not to exceed 10 complaints per truck a day, more than 10 complaints per day, Contractor(s) shall be subject to an additional civil penalty of up to $1,000 per day. |
| Hazardous condition: any refuse container or id placed on or in front of a driveway. | $50.00 each not to exceed 10 complaints per truck a day, more than 10 complaints per day, Contractor(s) shall be subject to an additional civil penalty of up to $1,000 per day. |
To resolve all disputes and/or litigation, it is understood that all questions arising as to the proper performance and the amount of MSW Collection Services to be paid for under the Contract(s) shall be resolved by the Director of Public Works. Any other disputes between the parties shall be resolved by arbitration under the rules of the American Arbitration Association.
The Contractor(s) shall take out and pay for any permits, licenses and certificates that may be required by the City of any other governmental authority.
The Contractor(s) shall protect all public and private property, whether occupying street or public or private property. If property is damaged because of the Contractor(s)’s operations, the Contractor(s) shall promptly repair or replace the damaged property.
Failing to do so promptly, the City shall cause repairs or replacements to be made, and the cost of doing so shall be billed to the Contractor(s) or, alternately, deducted from the payment due the Contractor(s). The City shall not be liable for any damage to property or person caused by the Contractor(s).
The Contract(s), or any interest therein or part thereof, shall not be assigned or transferred whether by operation of law or otherwise, nor shall any part thereof be subcontracted, without the prior written consent of the City.
The Contractor(s) shall maintain a customer service office or service center equipped with adequate telephone and communication systems, as well as sufficient staffing, to effectively respond to customer inquiries, service requests, complaints, requests for special services, and communications from the City.
Customer service representatives shall be available, and the customer service office shall be operational, between the hours of 8:00 a.m. and 5:00 p.m., Monday through Friday, excluding recognized holidays. When customer service representatives are unavailable, the Contractor(s) shall maintain an automated telephone answering system that provides callers with hours of operation, emergency contact information, and general service-related information. Messages received outside of normal business hours shall be retrieved and addressed promptly on the next business day.
City reserves the right to cancel or terminate the Contract(s) at any time in case the Contractor(s) fails or neglects to perform or adhere to any provisions, terms, or regulations of the Contract(s) or fails to deliver any of the conditions or covenants contained in the Contract(s).
The Contractor(s) shall keep at all times, accurate and complete records, data, and accounts in writing including route books indicating the collections from residential dwellings, and to allow the City, or its duly authorized representative, reasonable and adequate access to any and all of said records, data, and accounts. The Contractor(s) shall furnish the City, on its request, accurate copies or duplicates of all records, data and accounts, without charge. The City reserves the right to stipulate the types of information to be included in records to comply with reporting requirements.
Bidders must comply with all applicable federal, state, and local safety regulations and standards, including all requirements of the Occupational Safety and Health Administration (OSHA), in the performance of waste collection, recycling, transportation, and disposal services. Bidders shall be solely responsible for the safety of its employees, subcontractors, agents, and the public while performing work, be sure personnel is properly trained and equipped in accordance with OSHA standards applicable to solid waste handling, recycling operations, vehicle operation, hazard communication, bloodborne pathogens, personal protective equipment (PPE), lockout/tagout procedures, and all other applicable safety regulations. The successful bidder shall be responsible for maintaining a safe work environment and for immediately correcting any unsafe conditions identified during performance of work. All vehicles, equipment, and containers utilized under the bid shall be maintained in safe operating conditions. Failure to comply with OSHA requirements and accepted safety practices may result in rejection of the bid, termination of the contract, or other remedies available by the City.
The initial term of the contract will be for 2 years (October 1, 2026-June 30, 2027), (July 1, 2027 – June 30, 2028). The City of West Haven reserves the right, at its sole discretion, to renew the contract for up to one (1) additional one-year term, (July 1, 2028 – June 30, 2029), subject to satisfactory performance by the contractor, the continued needs of the City, the availability of funding, and mutually agreed upon pricing and terms. Any renewal shall be contingent upon written approval by the City and executed through a formal contract amendment.
Addenda: means a written or graphic document issued by the City before the proposals are opened that clarify, correct, or change the Proposal as that term is defined in the General Instructions to Contractors.
Alternate Proposal: means a cost proposal offered by a contractor that may not result in a Contract for service.
Apartment Building : means a residential housing complex containing more than four (4) dwelling units.
Proposal: means a contractor’s proposal as submitted on the Cost Proposal Form.
Bulk Pickup: means a mandatory pickup of waste, in addition to normal weekly trash pickup during contractually specified periods.
City: means the City of West Haven.
Contractor: means the ones contracting with the City to collect, transport, and dispose of municipal solid waste.
Municipal Solid Waste (MSW): means garbage, refuse, rubbish, oversized/bulky waste, and other disposed items, excluding white goods, dangerous waste, hazardous waste and recyclables. (See also Chapter 119 of the Ordinances of West Haven, which deals with refuse collection. Exhibit 1).
Private Dwelling: means a private dwelling used as a home for one or more individuals.
Residential: means a private dwelling used as a home for one or more individuals.
Recycling Materials: corrugated cardboard, newspaper, glass, aluminum and metal cans, and polyethylene terneplate (PET) and high-density polyethylene (HDPE) bottles as well as other acceptable items
Specifications: means the technical specifications issued by the City as part of the City’s proposal document for services under this Proposal and incorporated herein by this reference.
Surety: means the person approved by the City to provide a cash bond, performance bond, letter of credit, or other financial guarantee required under Sections 2.2.30 and 3.2.4 guaranteeing or providing the funds to guarantee performance of the Contractor’s obligations
under this proposal; the surety must be licensed to conduct business in the State of CT.
Unacceptable Waste: means: (a) waste that may not be disposed at the disposal site designated by the City; (b) hazardous waste; (c) special waste; (d) and any other waste expressly excluded from acceptable waste; or (e) recyclables.
I confirm and acknowledge that I possess the legal authority to enter into binding contracts and to submit, or apply to submit, bids for contracts involving the provision of goods or services issued by a public entity, as well as to otherwise conduct or apply to conduct business with a public entity.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Upload a valid and currently dated W-9
Upload a valid and currently dated Certificate of Insurance (COI)
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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