RFP for Town of Enfield — Disposal of Drain Wastewater Captured at Highway Garage
January 14, 2026
PRC# 2026900153
Introduction
The Town of Enfield (the “Town”) requests proposals from qualified contractors to provide regular collection, transportation, and lawful disposal of drain wastewater captured and stored at the Town of Enfield Highway Garage located at 475 Enfield Main Road. The Town seeks a reliable vendor to pump and remove wastewater on a scheduled basis, ensure proper transport and disposal at permitted facilities, and provide documentation of chains of custody and disposal compliance.
Scope of Work
The selected Contractor shall furnish all labor, equipment, materials, permits, transportation, and disposal services necessary to pump, remove, transport, and lawfully dispose of drain wastewater from the Town of Enfield Highway Garage. Contractor shall comply with all federal, state, and local laws, regulations, and permits applicable to handling, transporting, and disposing of the wastewater. Contractor is responsible for obtaining any required manifests, permits, or approvals for transportation and disposal and for providing copies to the Town.
Project Specifications
· Frequency and volume: Contractor shall pump and remove up to 2,000 gallons of drain wastewater and sludge from the Highway Garage on average every two weeks during winter months (defined as December 1 through March 31) and during the remainder of the year up to once per month (April 1 through November 30), or under the direction of the Highway Superintendent. The Town may adjust the schedule temporarily for operational needs with at least 72 hours’ notice.
· Waste characterization and acceptance: Contractor shall inspect and, if necessary, sample wastewater prior to disposal to confirm acceptance criteria for the receiving facility. Any additional testing required for acceptance shall be the Contractor’s responsibility and cost unless otherwise agreed in writing.
· Disposal facilities: All wastewater must be transported to and accepted by facilities legally permitted to receive such waste
· Emergency/unscheduled service: Contractor shall provide emergency pump-out services upon request within 24 hours and shall include emergency response rates in the proposal.
· Pricing: Proposals must include unit pricing for scheduled pump-outs (per 2,000-gallon pump-out), travel/mileage rates, emergency/unplanned pump-out rates, and any chargeable additional services (sampling, permit fees, disposal surcharges). Pricing must assume the stated schedule; bidders shall indicate any price adjustments that would apply for alternate volumes or frequencies.
· Compliance and safety: Contractor shall comply with all applicable hazardous materials, waste transportation, and worker safety regulations, including training and PPE. Contractor shall promptly notify the Town of any spills, releases, or regulatory violations and shall be responsible for cleanup per law.
Proposal Submittal deadline and process
Interested and qualified contractors must submit a proposal no later than 4:00 PM EST on March 10, 2026. Proposals shall be mailed or delivered to Mary Cornell, Town Clerk, at Town Clerk’s Office, 168 Enfield Main Road, Ithaca, NY 14850. Electronic submissions may be accepted if expressly authorized by the Town in advance; contact the Town Supervisor for permission.
Pre-bid site visits and information
Bidders are responsible for examining site conditions and confirming access, volume, storage configuration, and any constraints affecting pump-out operations prior to submitting a bid. Site visits are available by appointment; contact Town Supervisor Stephanie Redmond at supervisor@townofenfield.org to schedule.
Questions about bid documents or site conditions must be directed in writing to the Town Supervisor. Any clarifications, interpretations, or changes will be issued by written addenda. Questions received less than two days before the bid deadline may not be answered.
Proposal and bid requirements
• All bidders must demonstrate that they are properly registered with the New York State Department of Labor (NYSDOL) under Labor Law Section 220-I such that they may submit bids on public works matters and projects.
• Bidder and all of its employees that will enter or use any town facilities or buildings have duly complied with annual sexual harassment training and all related requirements imposed by the New York Labor Law, including but not limited to § 201-g therein.
Each proposal shall include:
1. Company information and primary contact, list of key personnel and qualifications, and proof of experience providing similar wastewater pump/transport/disposal services (three references from municipalities or public-sector clients preferred).
2. Detailed scope describing equipment, personnel, pump truck capacity, containment methods, and proposed schedule to meet the required frequencies and volumes.
3. Identification, address, and permit documentation for proposed disposal/receiving facility(ies).
4. Itemized pricing: per scheduled pump-out (per 2,000 gallons), additional per-gallon rate if necessary, travel/mileage, emergency service rates, sampling/testing costs, and any other fees. Include any minimum charges or mobilization fees.
5. Statement of ability to provide emergency service within 24 hours and description of overflow/spill response procedures.
6. Sample manifest/chain-of-custody and monthly reporting format.
7. Proof of all required licenses and permits to transport and dispose of wastewater in New York State.
8. Proof of NYS Dept. of Transportation (or other applicable) vehicle registrations and driver qualifications, if required.
9. Certificate of insurance (or letter from insurer) demonstrating ability to meet minimum insurance requirements (see below).
10. Proposals may not exceed 10 pages, excluding attachments (insurance, permits, references).
Bidder warranties and representations
By submitting a proposal, the bidder warrants that it has examined all bid documents and site conditions, understands the scope and requirements, and possesses the experience, personnel, equipment, and licenses to perform the work. Bids must be genuine and not collusive.
Insurance
The selected bidder(s) shall list the Town of Enfield as an additional insured. Minimum insurance coverages required:
A. Commercial general liability: not less than $1,000,000 per occurrence; $2,000,000 general aggregate (per job) and $2,000,000 products/completed operations aggregate; include broad form property damage and contractual liability.
B. Umbrella/excess liability: minimum $1,000,000.
C. Professional liability (if applicable for sampling/analysis or engineering): $1,000,000 per claim, $2,000,000 aggregate.
D. Commercial automobile liability: combined single limit $1,000,000 (including hired and non-owned vehicle coverage).
E. Worker’s Compensation and Employer’s Liability as required by New York State law.
F. Pollution Liability (environmental liability) coverage sufficient for sudden and gradual pollution incidents: minimum $1,000,000 per occurrence and $2,000,000 aggregate. Contractor must notify insurer of work involving transport and disposal of potential contaminated wastewater.
General and reserved rights of the Town
The Town reserves the right to accept or reject any or all proposals, to waive informalities or minor irregularities in proposals, to request clarifications, to negotiate with the next-lowest responsible bidder if contract execution is delayed, and to withdraw this RFP at any time. No contract is binding until approved and executed by the Town Board of Enfield. The Town of Enfield reserves the right to cancel all contracts on 30 days notice should the Ithaca Area Waste Water Treatment Facility agree to accept the drain waste.
Contract term and renewals
The initial contract term will be for one (1) year from contract execution with the option to renew for up to two additional one-year periods by mutual written agreement and subject to satisfactory performance and appropriation of funds.
Evaluation Criteria
Proposals will be evaluated on the following factors (not necessarily listed in order of importance):
· Compliance with RFP requirements and completeness of proposal
· Experience and references for similar municipal wastewater pump/transport/disposal services
· Adequacy of equipment and staffing to meet scheduled frequencies and emergency response times
· Price and clarity of pricing structure (total cost and unit rates)
· Proof of appropriate permits, receiving facility acceptance, and insurance (including pollution liability)
· Quality and clarity of documentation and reporting procedures
Public opening and award
Bids will be opened and read publicly at the Town of Enfield Town Courthouse at the regular Town Board meeting on March 11, 2026. An abstract of base bid amounts will be made available to all bidders after opening. The Town will award the contract to the lowest responsible bidder meeting all specifications and requirements or may reject all bids.
Health, safety, and environmental compliance
Contractor shall comply with all federal, state, and local environmental, health, and safety statutes and regulations applicable to handling, transporting, and disposing of wastewater. Contractor shall be responsible for any fines, penalties, or cleanup costs resulting from Contractor’s noncompliance, negligence, or spills.
Prompt payment and invoicing
Contractor shall submit invoices monthly and include manifests/receipts for disposal events corresponding to billed services. The Town will make payments following Town payment procedures subject to satisfactory documentation and invoicing.
Attachments and additional information
Bidders shall attach: proof of disposal facility acceptance/permits, contractor licenses, three client references, sample manifest and monthly report form, and insurance certificates or insurer’s pre-qualification letter.
Contact for questions and submission
Town Supervisor: Stephanie Redmond — supervisor@townofenfield.org (mailto:supervisor@townofenfield.org)
Town Clerk / Submission address: Mary Cornell, Town Clerk, Town of Enfield, 168 Enfield Main Road, Ithaca, NY 14850
The Town retains all rights described in this RFP and may amend timelines, requirements, or issue addenda. Any material changes will be provided in writing to parties that have requested or received bid documents.