Project Information

Bid Title

Private Well Sampling Laboratory Analysis and Reporting

Issuing Agency

Town of Charlestown

Location

Rhode Island

Published Date

Feb 17, 2026

Closing Date

Feb 27, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Private Well Sampling Laboratory Analysis and Reporting When:

to Friday, February 27, 2026 at 3:00 PM

TOWNOFCHARLESTOWN INVITATION TO BID

PRIVATE WELL SAMPLING, LABORATORY ANALYSIS AND REPORTING

The Town of Charlestown is
presently accepting bids for private well sampling and laboratory analysis for 20
to 40 homes in the Charlestown coastal zone neighborhoods to be completed
by mid-June 2026. Sealed bids must be
received no later than 3:00 pm, February
27, 2026, at the Town Clerk's Office, 4540 South County Trail, Charlestown,
02813 at which time bids will be opened. All bids shall be clearly marked “PRIVATE WELL SAMPLING, LABORATORYANALYSIS AND REPORTING” in the lower
left-hand corner of the envelope. Questions
regarding the specifications should be directed to Matt Dowling, On-site
Wastewater Program Manager at (401) 364-5030, Monday through Friday, 8:30 a.m. through 4:30 p.m. Evaluation will be made on the basis of cost, additional projected costs
for service if any, and historical professional performance relationship with
the Town. The Town reserves the right to reject any and all bids and to accept that bid which it deems, in their sole judgment, to be in the best interest
of the Town.

Jeffrey S. Allen TownAdministrator

Advertised in the Westerly Sun: February 11, 2026

Bid Specifications

Attachment Preview

TOWN OF CHARLESTOWN

INVITATION TO BID

PRIVATE WELL SAMPLING, LABORATORY ANALYSIS AND REPORTING

The Town of Charlestown is presently accepting bids for private well sampling and laboratory

analysis for 20 to 40 homes in the Charlestown coastal zone neighborhoods to be completed by

mid-June 2026. Sealed bids must be received no later than 3:00 pm, February 27, 2026, at the

Town Clerk's Office, 4540 South County Trail, Charlestown, 02813 at which time bids will be

opened. All bids shall be clearly marked “PRIVATE WELL SAMPLING, LABORATORY

ANALYSIS AND REPORTING” in the lower left-hand corner of the envelope. Questions

regarding the specifications should be directed to Matt Dowling, On-site Wastewater Program

Manager at (401) 364-5030, Monday through Friday, 8:30 a.m. through 4:30 p.m. Evaluation will

be made on the basis of cost, additional projected costs for service if any, and historical

professional performance relationship with the Town. The Town reserves the right to reject any

and all bids and to accept that bid which it deems, in their sole judgment, to be in the best interest

of the Town.

Jeffrey S. Allen

Town Administrator

DETAILED SPECIFICATIONS

for

PRIVATE WELL SAMPLING, LABORATORY ANALYSIS AND REPORTING

Town of Charlestown

Invitation to Bid

The bidder shall be a Rhode Island Department of Health (RIDOH) Certified Drinking Water

Testing Lab with at least five years of experience sampling and testing drinking water, having

done business as a Certified RIDOH Drinking Water Testing Lab; and shall provide the

following services for the cost indicated on the attached Price Sheet:

1. Accept responsibility for completing private well water sampling and analysis of between

20-40 homes in the Coastal Zone of the Town of Charlestown for the following parameters:

Total Coliform, E. coli (if coliform is present), Nitrate, Nitrite, Ammonium, Total

Nitrogen, Total Phosphorus, Sodium, and Chloride.

2. Collect an additional sample at each site in 1 L glass amber bottles provided by the Town

of Charlestown. Place glass amber bottles in coolers with ice provided by the Town and

transport this subset of samples back to the Town Hall for separate analysis by the Town.

3. Ensure the sampler is a RIDOH Licensed Private Well Sampler.

4. Ensure that all samples are analyzed by a RIDOH certified lab.

5. Collect water samples prior to any water treatment system to adequately represent

groundwater conditions at each site.

6. Provide the Town with separate analysis results for each site OR as one report with each

site’s analytical data on a separate page.

7. Notify the Town by e-mail immediately upon detection of bacteria in any analyzed

samples.

8. Complete the well testing on a Friday and/or Monday to accommodate seasonal

homeowners to allow access where necessary.

9. Collect, record, and transport water samples under chain of custody and in full

conformance with RIDOH protocols.

10. Keep accurate records of water analyses, results, and correspondences.

11. Maintain a consumer complaint log, including how complaints are resolved.

12. Provide, with the bid submission to the Town, a copy of the bid document complete,

including the addendum(s) with each page clearly initialed, and a listing of the tests to be

performed at each site.

13. Initial well sampling shall take place between the last week of May and the first week

of June 2026. The Town will work with the successful bidder to establish dates that are

mutually agreeable.

14. All invoicing must be completed and submitted to the Town by June 15, 2026

15. All bid prices contained within the accepted proposal must be held for the original and

extended contract term or terms, should said agreement to extend the term or terms take

effect.

ADDENDUM TO PRIVATE WELL SAMPLING, LABORATORY ANALYSIS, AND REPORTING BID

Liability and Workers Compensation Insurance

The contractor shall maintain, at all times, public liability and worker's compensation insurance in the following

amounts. Insurance coverage required of the contractor under this section shall be primary and the Town of

Charlestown's insurance coverage shall be secondary with respect to any claims.

A. Liability Insurance

1. The contractor shall maintain public liability and property damage insurance that protects the contractor and the

Town of Charlestown and its officers, agents, and employees from any and all claims, demands, actions and suits for

damage to property or personal injury, including death, arising from the contractor's work under this agreement. The

insurance shall provide coverage for not less than $1,000,000.00 for personal injury to each person, $1,000,000.00 for

each occurrence and $1,000,000.00 covering all claims per occurrence. The limits of the insurance shall be subject to

statutory changes as to the maximum limits of liability imposed on municipalities of the State of Rhode Island during

the term of the agreement.

2. The contractor shall maintain automobile liability insurance for not less than $1,000,000.00 for all owned, non-

owned and hired vehicles.

The insurance shall be without prejudice to coverage otherwise existing and shall name as additional insureds the

Town of Charlestown and its officers, agents and employees. Notwithstanding the naming of additional insureds, the

insurance shall protect each insured in the same manner as though a separate policy had been issued to each, but

nothing herein, shall operate to increase the insurer's liability as set forth elsewhere in the policy beyond the amount

or amounts for which the insurer would have been liable if only one person or interest had been named as insured.

The coverage must apply as to claims between insureds on the policy. The insurance policy shall provide that the

insurance shall not terminate or be canceled without thirty (30) days written notice first being given to the Town

Financial Director. If the insurance is canceled or terminated prior to completion of the contract, the contractor shall

provide a new policy with the same terms, or terms otherwise acceptable to the Town of Charlestown. Contractor

agrees to maintain continuous uninterrupted coverage for the duration of the contract.

3. The contractor shall maintain on file with the Financial Director a certificate of insurance certifying the coverage

required under Section (1) and (2). The adequacy of the insurance shall be subject to the approval of the Town

Solicitor. Failure to maintain liability insurance shall be cause for immediate termination of the contract by the Town

of Charlestown.

B. Worker's Compensation Insurance

1. The contractor shall obtain worker's compensation insurance coverage if legally allowed and available for all of its

workers, employees and sub-contractors either as a carrier-insured employer or as a self-insured employer, as provided

by Rhode Island statutes. A certification of insurance, or a copy thereof, shall be attached to the contract between the

contractor and the Town of Charlestown. The contractor shall maintain worker's compensation insurance for the term

of the contract.

2. In the event the contractor's workers' compensation insurance coverage expires during the term of this agreement,

the Town of Charlestown shall require the contractor to renew its insurance in a timely fashion, either as a carrier-

insured employer or a self-insured employer, before its expiration, and the contractor shall provide the Town of

Charlestown with further certification of workers' compensation insurance as renewals of said insurance occur.

BID PROPOSAL COST SHEET

for

PRIVATE WELL SAMPLING, LABORATORY ANALYSES AND REPORTING 2026

(Pursuant to attach detailed specifications and addenda)

Cost of Testing Parameter per Home:

Total Coliform and E. coli

Nitrate

Nitrite

Ammonium

Total Nitrogen

Total Phosphorous

Sodium

Chloride

Sample Collection Fee

Total Cost per Home

$_____________

$_____________

$_____________

$_____________

$_____________

$_____________

$_____________

$_____________

$_____________

$_____________

______________________________ DATE _______________

Signature

______________________________

Printed Name

______________________________

Name of Company

____________________________________________________________

Address

______________________________

Telephone Number

Commodity Codes

• NAICS 541380Testing Laboratories

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