Sale and Removal of Finely Screened Municipal Leaf Compost

City of West Haven
Invitation to Bid (ITB) #2027-08
Sale and Removal of
Finely Screened Municipal Leaf Compost
PROJECT SUMMARY
The City of West Haven, through its Department of Public Works, invites sealed bids from
qualified purchasers for the purchase and complete removal of municipal leaf compost currently
stockpiled at the West Haven Leaf Compost Facility located at 1 Kimberly Avenue.
The City intends to sell approximately 3000cubic yards of finely screened municipal leaf
compost to one successful bidder. Award will be made to the highest responsive and responsible
bidder offering the highest price per cubic yard, provided that the bidder agrees to purchase and
remove the entire available quantity in accordance with this Invitation to Bid.
Estimated quantity: 3000 cubic yards. The stated quantity is an estimate for bidding purposes and
may vary from the actual quantity available.
SUBMISSION INSTRUCTIONS
Pre-Bid Meeting Required
Pre-Bid Meeting Location
Pre-Bid Meeting Date & Time
Mandatory Walkthrough of Site No
Site Location
Date & Time
Information Period Closing Date and Time 09/22/2026 Time: 12:00PM
Solicitation Closing Date 09/29/2026 Time: 12:00PM
Respondents are required to submit One (1) original and three (2) copies a fully completed and
signed Bid Form as well as the required bond described in Section 8 in a sealed envelope which
must be clearly marked "RFP#2027-08 WH Compost". Proposals will be opened in the
Procurement office upon bid closing. Address: 3rd flr, 355 Main St West Haven, CT. They will
be open at 12:00pm on 09/29/2026. Proposals received after this time and date specified above
will be rejected. No oral, telephonic, emailed, or faxed corrections, deletions, or additions to any
response shall be accepted. The City reserves the right to reject any or all responses, and to waive
any or all formalities in connection with this request. Proposals which do not incorporate our
requested format, including quoting items as described, will not be considered. Unless otherwise
stated in the solicitation. No alternate responses will be considered unless alternate responses are

specifically requested by the City. The City reserves the right to award multiple vendors under
this solicitation.
A response to this solicitation does not permit the City to award a contract, to pay any costs
incurred in the preparation of a response to this request, or to procure the city contract for
services, supplies or equipment. The City will not award the lease to any respondent who is not
qualified under applicable Federal, State and local laws and regulations.
Questions regarding this solicitation should be emailed to Kathy Chambers. Telephone or oral
questions will not be accepted. (kchambers@westhaven-ct.gov).
MINIMUM BID
The minimum acceptable bid shall be $20.00 per cubic yard. Bids below $20.00 per cubic yard
shall be considered non-responsive.
Bid Price: $____________ per cubic yard
FULL QUANTITY PURCHASE REQUIREMENT
The successful bidder shall be required to purchase and remove 100% of the municipal leaf
compost available for sale. No bidder may condition its bid upon purchasing only a portion of
the available material. The City's intent is to make one award for the entire quantity.
BID BOND
Each bid shall be accompanied by a Bid Bond in the amount of ten percent (10%) of the bidder's
estimated total purchase price.
Estimated Quantity x Bidder's Unit Price per Cubic Yard = Estimated Total Purchase Price.
The Bid Bond shall therefore equal 10% of the Estimated Total Purchase Price.
The Bid Bond shall be payable to the City of West Haven and shall be in a form acceptable to the
City. The Bid Bond shall guarantee that the successful bidder will execute the Agreement for
Purchase and Removal, pay all required amounts, purchase the entire available quantity,
commence and complete removal as required, and otherwise comply with the award.
Failure of the successful bidder to execute the agreement, make required payment, or comply
with the purchase and removal requirements may result in forfeiture of the Bid Bond to the
extent permitted by law. Bid Bonds submitted by unsuccessful bidders will be returned following
award and execution of the agreement with the successful bidder.
AWARD
THE City intends to award the sale to the highest responsive and responsible bidder, meeting all
requirements of this invitation to Bid. The City reserves the right to reject any or all bids and to
waive minor informalities or irregularities when determined to be in the best interest of the City.

AGREEMENT TO PURCHASE AND REMOVE
The successful bidder shall execute the City's Agreement for Purchase and Removal of
Municipal Leaf Compost within (5) business days following notification of award, unless
otherwise directed by the City. Failure to execute the Agreement within the required time may
result in rejection of the award and forfeiture of the Bid Bond.
TWO-WEEK REMOVAL REQUIREMENT
The successful bidder agrees to purchase and remove the entire available quantity of municipal
leaf compost within fourteen (14) calendar days following the bid opening, unless the City
provides a written extension. The bidder shall provide sufficient trucks, loaders, personnel, and
other equipment to complete removal within the required period. The fourteen-day removal
requirement is a material condition of the bid and award.
INSPECTION OF MATERIAL
Bidders shall have the opportunity to inspect the municipal leaf compost before submitting a bid.
Bidders are responsible for satisfying themselves as to quantity, quality, condition, moisture
content, composition, and suitability. Submission of a bid constitutes acknowledgment that the
bidder has inspected, or had a reasonable opportunity to inspect, the material. The compost is
sold "AS IS, WHERE IS," without warranty, except as expressly stated in the Agreement.
PAYMENT
The successful bidder shall make payment to the City in accordance with the Agreement. Unless
otherwise approved in writing by the City, payment for the estimated purchase price shall be
made before removal begins. Final reconciliation may be made following determination of the
actual quantity removed. No material shall be removed until the Agreement has been executed,
required insurance provided, required payment or security received, and the City has authorized
removal.
REMOVAL AND HAULING
The successful bidder shall provide all labor, equipment, trucks, loading equipment,
transportation, fuel, permits, and other resources necessary to remove the compost. The bidder
shall secure loads, prevent material from falling or blowing from vehicles, clean spills on public
roadways, maintain safe access, comply with transportation requirements, and leave the loading
area clean and orderly.
RISK OF LOSS
Risk of loss, damage, or liability associated with the compost shall be transferred to the
successful bidder upon removal of the material from the City's stockpile. The City shall not be
responsible for damage to bidder vehicles, equipment, employees, agents, or property arising
from removal operations.

INSURANCE REQUIREMENTS
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.
At a minimum, the COI shall indicate that the following coverages and limits are in place:
1. Commercial General Liability: Minimum Limits Required
Insurance Amount Liability Category
$2,000,000 General Aggregate
$2,000,000 Producers/Completed Operations Aggregate
$1,000,000 Each Occurrence
$1,000,000 Personal and Advertising Injury
$100,000 Fire Damage - Any One Fire
$5,000 Medical Expense - Any One Person
2,000,000 Professional Liability
a. The Owner (The City of West Haven and all its elected or appointed directors,
officers, officials, agents, employees and members of all its boards and
commissions) and the State of CT, will be included as an Additional Insured onto
the CGL policy carried by the Contractor. The Additional Insured coverage
afforded to the Owner shall apply on a primary and non-contributory basis and
include completed operations coverage.
b. The CGL policy carried by the Contractor shall contain a Waiver of Subrogation
clause and the Contractor hereby agrees to waive the Contractor's right of
recovery against the Owner (the City of West Haven (and all its elected or
appointed directors, officers, officials, agents, employees and members of all its
boards and commissions).
2. Business Auto / Commercial Auto Insurance - Minimum Limits required
a. $1,000,000 Liability

b. The Owner (The City of West Haven and all its elected or appointed directors,
officers, officials, agents, employees and members of all its boards and
commissions) will be included as an Additional Insured onto the Commercial
Auto/ Business Auto policy carried by the Contractor.
c. The Business Auto / Commercial Auto policy carried by the Contractor shall
contain a Waiver of Subrogation clause and the Contractor hereby agrees to waive
the Contractor's right of recovery against the Owner (the City of West Haven, and
all its elected or appointed directors, officials, employees and members of all its
boards and commissions).
3. Workers Compensation/Employers Liability Insurance
a. Coverages and limits as required by law Connecticut State law
b. Employers Liability Limits:
c. 500,000 each accident
d. 500,000 aggregates for injury by disease
e. 500,000 each employee for injury by disease
f. The Workers Compensation/Employers Liability policy carried by the Contractor
shall contain a Waiver of Subrogation clause and the Contractor hereby agrees to
waive the Contractor's right of recovery against the Owner (the City of West
Haven and all its elected or appointed directors, officers, officials, agents,
employees and members of all its boards and commissions).
4. Umbrella Liability/Excess Liability: Minimum Limits required:
a. 5,000,000 Each Occurrence
b. 5,000,000 General Aggregate
c. Policy will provide excess coverage over the Commercial General Liability,
Business Auto and Workers Compensation/Employer Liability policies carried by
the organization
d. The Umbrella / Excess Liability policy carried by the Contractor shall contain a
Waiver of Subrogation clause and the Contractor hereby agrees to waive the
Contractor's right of recovery against the Owner (the City of West Haven and all
its elected or appointed directors, officers, officials, agents, employees and
members of all its boards and commissions).
5. 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)

Questions regarding this solicitation should be emailed to Kathy Chambers. Telephone or oral
questions will not be accepted. (kchambers@westhaven-ct.gov).
INQUIRIES FOR CLARIFICATION
The city will not respond to the Respondent(s) request(s) for oral interpretation and/or
clarification of the Solicitation Specifications for any reason. The city will respond to a
Respondent(s) written request(s) for interpretation and/or clarification of the Solicitation
Specifications. Questions regarding this solicitation should be emailed to Kathy Chambers.
Telephone or oral questions will not be accepted. (kchambers@westhaven-ct.gov). The email
should be included in the subject line ITB 2027-08 Compost Sale. The body of the email should
contain the question or clarification. Every interpretation made to a Respondent will be in the
form of an Addendum or Question & Answer to the Solicitation Documents.
ADDENDUMS TO THIS SOLICITAION
Any Addendum(s) to this solicitation document shall become part of the solicitation.
Respondents are required to check the city website for addendum(s). Each respondent shall be
bound by such addenda whether received/viewed by the respondent.
SOLICITATION PROTEST
Any Solicitation protest must be submitted in writing. Respondents may file a written protest of
the Solicitation results with the City's Purchasing Department. Protest must be submitted via
email, kchambers@westhaven-ct.gov.
The City will acknowledge receipt of a written protest. If the Purchasing Department
representative has not acknowledged receipt of the protest by the close of business on the
following days, please contact Kathy Chambers at the above email.
INDEMNIFICATION
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.

COMPLIANCE WITH LAWS
The successful bidder shall comply with all applicable federal, State of Connecticut and local
laws, regulations, ordinances, permits, licensing requirements, transportation requirements, and
environmental requirements applicable to purchase, loading, hauling, removal, and use of
compost.
DAMAGE TO CITY PROPERTY
The successful bidder shall be responsible for damage to any City property caused by its
employees, agents, vehicles, or equipment and shall promptly repair or reimburse the City for
such damage as directed by the City.

ATTACHMENTS TO THIS SOLICITATION
1. City Disclosure form, Vendor Form
2. Compost Bid Form