Project Information

Bid Title

RFP #5-4-16-26: District Trash Removal and Recycling Services

Issuing Agency

Bristol Warren Regional School District

Location

Rhode Island

Published Date

May 5, 2026

Closing Date

May 14, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Q&A Addenda: RFP #5-4-16-26: District Trash Removal and Recycling Services

Google Form:?RFP #5-4-16-26: District Trash Removal and Recycling Services

Attachment Preview

BRISTOL WARREN REGIONAL SCHOOL DISTRICT

HUGH COLE ELEMENTARY CENTRAL ADMIN SUITE

50 ASYLUM ROAD, WARREN, RI 02885

WWW. BWRSD.ORG (401) 253-4000

Bristol Warren Regional School District

RFP #5-4-16-26

District Trash Removal and Recycling Services

Q&A Addenda Issued May 4, 2026

RFP Bid Schedule

Activity

RFP Released

Deadline for Questions

Date/Time

April 21, 2026

April 30, 2026 4:00 PM

Q&A Addenda Issued

Proposal Submission Deadline

Proposal Opening

Bristol Warren Regional School District

Hugh Cole Elementary Admin Suite

50 Asylum Road

Warren, RI 02885

May 4, 2026

May 14, 2026 3:00 PM

May 14, 2026 3:30 PM

Q&A Addenda Issued

1)​ Page 2 – A vendor’s submission of a proposal indicates acceptance of all the conditions

contained in this RFP unless clearly specifically noted in the proposal submitted.

a.​ Can we negotiate terms and conditions before we agree to move forward and

execute an agreement between two parties? Yes; however, the price stated in the

bid proposal is final, and any proposed conditions must be clearly detailed within

your proposal

2)​ Page 2 - Period of Performance

The period of performance for this contract shall be for one year starting July 1, 2026 and

ending June 30,2027, plus two individual option years beginning July 1, 2027 and July 1,

2028. The award of the option year should be at the sole discretion of the School

Committee.

a.​ Will pricing for Years 2 and 3 be evaluated as part of the award? Yes

3)​ Page 2 - Vendors will invoice districts on a monthly basis. Monthly invoices should

include detailed breakdown of charges by location, container and frequency.

BRISTOL WARREN REGIONAL SCHOOL DISTRICT

HUGH COLE ELEMENTARY CENTRAL ADMIN SUITE

50 ASYLUM ROAD, WARREN, RI 02885

WWW. BWRSD.ORG (401) 253-4000

a.​ Can vendors use their standard invoicing format as long as all required details are

included? Yes

4)​ Page 2 - Missed pickups must be resolved within 48 hours of notification. Failure to

comply will result in a deduction of the weekly service fee for that specific unit/site from

the monthly invoice.

a.​ In case of missed pickups, if vendor can communicate within 48 hours a plan to

recover the service, is this sufficient? While administration may approve written

requests for rescheduling beyond 48 hours, any pickup rescheduled for more than

5 business days after the original date will incur a $100 late fee

5)​ Page 3 - The vendor shall provide additional temporary containers or extra pickups for

special events upon request.

a.​ Will the district provide sufficient notice in advance? Yes, the district will provide

14 business days notice for such requests. Are there certain projects already

scheduled that the district could share with vendors? This will help in planning

and delivering equipment as needed. Not at this time, the end of the school year

may require extra pickups.

b.​ Should pricing for special event containers and extra pickups be included in

Attachment B, or will these services be billed as needed at standard rates based on

container size, waste type and frequency? Because specific requirements for

future events are currently undefined, these services should not be included in

Attachment B. Instead, they will be billed as needed at standard rates based on

container size, waste type, and frequency.

6)​ Page 3 - The vendor shall allow the District to suspend or reduce pickup frequency

during scheduled school vacations/breaks with a minimum of 14 days' notice. Billing

must be pro-rated to reflect the reduced service levels during these periods.

a.​ Please confirm whether vendors should assume a standard academic calendar for

estimating prorated billing, or if historical vacation schedules will be provided.

Vendor can make changes for seasonal needs with adequate notice. Attached is

the School committee approved calendar for SY 25-26 and SY 26-27 which

shows the vacation schedules.

7)​ Page 3 – The District reserves the right to inspect Contractor’s weight tickets or disposal

receipts.

a.​ Weight slips are not applicable for front load commercial service. Weight slips for

temporary or permanent open tops may be provided upon request. This

requirement will be eliminated

BRISTOL WARREN REGIONAL SCHOOL DISTRICT

HUGH COLE ELEMENTARY CENTRAL ADMIN SUITE

50 ASYLUM ROAD, WARREN, RI 02885

WWW. BWRSD.ORG (401) 253-4000

8)​ Page 4 - Vendors shall submit the proposed contract pricing using Attachment B: Pricing

Response Sheet. The schedule of prices shall be enforced for the entire term of the

contract, except as otherwise specified.

a.​ Can we get some clarification on Pricing Response Sheet? Pricing will ultimately

be determined by exact number of containers at each site and service frequency.

The Pricing response sheet is intended to help the District determine the most

cost-effective configuration for each location. The total annual cost will be

determined by the final configuration selected.

9)​ Page 5 - Termination of Contract: Following implementation, should the Superintendent

and/or Chief Financial Officer find that the vendor has failed in any material respect to

perform its agreed upon obligations under the contract, the contract shall be canceled by

the District as being in the best interest of the District. In the event of termination of this

contract as a result of breach by the contractor, the District shall not be liable for any fees

and may, as its sole option, award a contract for the same services to another qualified

firm or call for new proposals. The contractor shall be responsible for consequential

damages as a result of its breach, including, but not limited to, extra costs required under

the new contract for similar services.

a.​ Would BWRSD agree to notify Contractor of any deficiencies and allow for an

opportunity to cure? Yes The company will have 15 business days to resolve any

reported issues. Should the same issue recur following the initial resolution

period, the District reserves the right to terminate the contract company.

b.​ WM cannot agree to the last sentence in this section: The contractor shall be

responsible for consequential damages as a result of its breach, including, but not

limited to, extra costs required under the new contract for similar services. Can

this be discussed when bid is awarded to vendor? Yes

10) The first is regarding the Hugh Cole location. There are currently two trash

containers located at this site. I believe that one is located at the school and the other is

located near the two fields in the back of the school. The new RFP lists just one trash

container for the Hugh Cole School.

a.​ Which of the two trash locations do you want to eliminate at this school? All

containers are located at the back of the school, none are located in the front of

the school. The one trash container included in this RFP will be located at the

back of Hugh Cole School across from the Cafeteria

11) Another question is regarding the annual audit of some of the schools. How many

schools do you wish to have audited each year? The plan includes three schools per year:

Mt. Hope High School, Kickemuit Middle School, and one elementary school.

BRISTOL WARREN REGIONAL SCHOOL DISTRICT

HUGH COLE ELEMENTARY CENTRAL ADMIN SUITE

50 ASYLUM ROAD, WARREN, RI 02885

WWW. BWRSD.ORG (401) 253-4000

12) The final question is regarding the District’s right to inspect the Contractor’s weight

tickets. The tonnage collected from the BWRSD locations is mixed with other

commercial accounts that MTG (Mega) Disposal has on that particular route schedule.

These locations aren’t collected on a separate route or schedule so the weight tickets

aren’t an accurate representation of tonnage generated simply from the District’s

containers. Can this cause be eliminated from the RFP specifications? Yes this will be

eliminated as a specification

Commodity Codes

• NAICS 562111Solid Waste Collection

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