Holly Hill Resource Recovery Facility Operations Contractor

LEGAL NOTICE
TOWN OF GREENWICH PROJECT No. 25-15
Holly Hill Resource Recovery Facility Operations Contractor
Request for Proposal
Sealed proposal, one (1) original and two (2) copies, will be received in the Office of the Purchasing
Department and shall be opened and read aloud in the DPW Chimblo Conference Room, Town Hall,
101 Field Point Road, Greenwich, Connecticut at 11 o'clock a.m. (prevailing time) on Friday, May 29,
2026 for the following work:
The Town of Greenwich is accepting Proposals from waste management contractors experienced in Resource
Recovery Facility Operations. Respondents must be in good standing and have demonstrated experience in
adhering to the standards and requirements of performing such services. The Town is looking for a qualified
operations contractor to provide hauling and waste management services at its Holly Hill Resource Recovery
Facility. The extent of the work regarding the management of material are further outlined in the request for
proposals, Table 2, Summary of Responsibilities.
The operations contractor will be required to operate and maintain a portion of the Holly Hill Resource Recovery
Facility including the transfer station, transfer station site, residential drop-off center, scrap metal - bulky waste -
and mixed yard waste drop of site, transfer trailer loading ramp, and drop off areas for asphalt - concrete - and
street sweeping.
The operations contractor will be evaluated and selected based on required documentation, experience and
qualifications, proposed approach, service fee proposal, and past performance appropriately weighted according to
Table 3, Evaluation Criteria. Available in the Request for proposal, on the Purchasing Department's page of
the Town of Greenwich's website (www.greenwichct.gov/bids).
The fees will be on a per item basis based on the service fee proposal (Reply Sheet 7). The selected contractor must
meet all Town, State and Federal affirmative action and equal employment opportunity practices. Firms responding
to the request should be of adequate size and sufficiently staffed to perform the assignment described. All interested
contractors must complete all reply sheets and submit a detailed statement including the organizational structure
under which the firm proposed to conduct business. Proposed subconsultants should be clearly identified. The
relationship to any "parent" firm or subsidiary firm with any of the parties concerned, must be clearly defined.
Questions about this RFP should be directed to Finton P. Sweeney, Civil Engineer II, by e-mail at
Finton.sweeney@greenwichct.gov no later than 2:00 pm, Wednesday, May 15, 2026. Answers to all
received questions will be posted up to 48 hours prior to the proposal opening on the Town's
website www.greenwichct.gov/bids.
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RESPONDENT'S REPLY
Respondents shall reply to this Request for Proposal by submitting a written proposal and completing the
attached Reply Sheets. Respondents shall indicate their pricing and all other required information in their
proposal.
DURATION OF PROPOSAL
The proposal will remain in effect for a minimum period of ninety (90) calendar days from the deadline
for submission of the proposal or until it is formally withdrawn, a contract is executed, or this RFP is
canceled, whichever occurs first.
DELIVERY OF PROPOSALS
Sealed proposal, one (1) original and two (2) copies, will be received in the Office of the Purchasing
Department and shall be opened and read aloud in the DPW Chimblo Conference Room, Town Hall, 101
Field Point Road, Greenwich, Connecticut at 11 o'clock a.m. (prevailing time) on Friday, May 29, 2026
for the following work:11:00 AM on Friday, May 29, 2026
Proposals received after the due date and time will not be accepted and will be returned unopened to the
Respondent. The Reply Sheets must be completed and returned with the proposal in a sealed envelope.
Please clearly indicate Town Project #25-15 on the lower left-hand corner of the envelope.
ISSUANCE OF ADDENDA
The Town of Greenwich reserves the right to amend this solicitation by addenda. Addenda will be posted
to the Town's website (www.greenwichct.gov/bids) up to 48 hours in advance of the proposal's due date
and time. It is the responsibility of the Respondent to check the Town's website for addenda, the
Town will not provide notification. If in the Town's opinion revisions are of such a magnitude, the
deadline for this solicitation may be extended in an addendum. In addition, addenda can change
Specifications, Reply Sheets, and times/dates for pre-bid meetings as well as due dates/deadlines for
questions and proposals.
FEDERAL, STATE, AND LOCAL LAWS
The Respondent shall acknowledge and agree that, should it be awarded the Contract, it shall be solely
responsible for strict compliance with all Federal, State, and local statutes, laws, codes, rules, regulations
and ordinances, and for the procurement and maintenance of all necessary licenses and permits relating to
the performance of services.
APPLICABLE LAW
The laws of the State of Connecticut shall govern this Contract and any and all litigation related to this
Contract. In the event of litigation related to this Contract, the exclusive forum shall be the State of
Connecticut and the exclusive venue for such litigation shall be the Judicial District for
Stamford/Norwalk at Stamford.
ACCEPTANCE OF REQUEST FOR PROPOSAL CONTENT
Provisions of this RFP and the contents of the successful response will be used to establish final
contractual obligations. The Town retains the option of canceling the award if the successful Respondent
fails to accept such obligations. The Town and the successful Respondent shall enter into a written
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Contract for the services rendered. It is expressly understood that this RFP and the Respondent's proposal
shall be attached and included by reference in the Contract signed by the Town and the Contractor.
TAXES
The Town of Greenwich is exempt from the payment of taxes imposed by the Federal Government and/or
State of Connecticut, and such taxes shall not be included in the proposal prices.
PACKAGING
Each proposal shall be sealed to provide confidentiality of the information prior to the submission date and
time. Please note the RFP # on the outside of the package. The Town will not be responsible for premature
opening of proposals that are not properly labeled.
CONTRACT FORMAT
The Town of Greenwich has included as part of this Request for Proposal, Exhibit B, a sample Service
Contract format to be used for this procurement. To be considered by the Town, any Exceptions to the
language included in the Town's sample Service Contract format must be declared in the Exceptions area
of the Reply Sheets. A agreed upon Service Contract shall be executed between the respondent and the
Town after an award is issued.
CONTRACT TERM
The initial term of the Contract shall be ten (10) years. In addition, there will be two (2) optional 5 year
extensions that may be engaged with the mutual consent of both parties.
CANCELLATION OF AWARD/CONTRACT
If the Contractor fails to perform or observe any material term or condition of the bid or Contract and
such failure continues for thirty (30) days after the Contractor's receipt of written notice, the Town of
Greenwich may cancel the Award/Contract without liability for cancellation or termination charges.
INDEMNITY
The Contractor shall indemnify and save harmless the Town and its officers, agents, servants and
employees, from and against any and all claims, demands, suits, proceedings, liabilities, judgments,
awards, losses, damages, costs and expenses, including attorneys' fees, on account of bodily injury,
sickness, disease or death sustained by any person or persons or injury or damage to or destruction of any
property, directly or indirectly arising out of, relating to or in connection with the Work, whether or not
due or claimed to be due in whole or in part to the active, passive or concurrent negligence or fault of the
Contractor, his officers, agents, servants or employees, any of his subcontractors, the Town any of his
respective officers, agents, servants or employees and/or any other person or persons, and whether or not
such claims, demands, suits or proceedings are just, unjust, groundless, false or fraudulent; and the
Contractor shall and does hereby assume and agrees to pay for the defense of all such claims, demands,
suits and proceedings; and provided that the Contractor shall not be required to indemnify the Town, its
officers, agents, servants or employees against any such damages occasioned solely by acts or omissions
of the Town other than supervisory acts or omissions of the Town in connection with the Work.
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MODIFICATION OR WITHDRAWAL OF PROPOSAL PRIOR TO DEADLINE
A Respondent wishing to withdraw a proposal prior to the deadline may do so by preparing a formal
written request on company letterhead. The person who signs the letter shall be the same person who
signs the Reply Sheets. The Town will verify that the signature on the letter matches the signature on the
Reply Sheets.
The Town will also verify the request to withdraw the proposal by calling the Respondent at the telephone
number supplied on the Reply Sheets.
After the Town is satisfied that a request to withdraw a proposal before the established deadline is valid,
the proposal will be returned to the Respondent. The Respondent may then withdraw completely from the
bidding process or may modify the proposal and resubmit before the deadline.
MODIFICATION OR WITHDRAWAL OF PROPOSAL AFTER DEADLINE
If bid security is required and a Respondent does not honor their proposal for the specified time, the bid
check shall become the property of the Town; or, if a Bid Bond was furnished, the Bid Bond shall become
payable to the Town.
After the proposal deadline has passed, the submitted proposals become the property of the Town and are
valid offers to be honored by the Respondent for one hundred eighty (180) days or longer, as specified in
the Request for Proposal.
Respondents who do not honor their proposals for the one hundred eighty (180) days (or as specified)
period, shall be declared irresponsible Respondents.
PROPOSAL COSTS
The Respondent shall be responsible for all costs incurred in the development and submission of their
proposal. The Town assumes no contractual obligation as a result of the issuance of this RFP, the
preparation or submission of a proposal by a Respondent, or the evaluation of an accepted proposal. The
Town shall not be contractually bound until the Town and the successful Respondent have executed a
written Contract for the performance of the work.
RESERVATION OF RIGHTS
The Town of Greenwich reserves the right to reject any and all proposals not deemed to be in the best
interest of the Town, or to accept that proposal which appears to be in the best interest of the Town. The
Town reserves the right to waive any and all informalities or reject any or all proposals or any part of any
proposal.
INSURANCE REQUIREMENTS
The awarded Contractor will be required to provide insurance coverage as specified on the Insurance
Requirements Sheet, Exhibit A, of this RFP. The Acord certificate of insurance form must be executed
by your insurance agent/broker and returned to this office. The most current Acord form should be used
for insurance documentation purposes. Company name and address must conform on all documents
including insurance documentation. It is required that the agent/broker note the individual insurance
companies providing coverage, rather than the insurance group, on the Acord form. The Contract number
(provided to the awarded Contractor), project name and a brief description must be inserted in
the "Description of Operations" field. It must be confirmed on the Acord Form that the Town of
Greenwich is endorsed as an additional insured by having the
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appropriate box checked off and stating such in the "Description of Operations" field. Contractor's
insurance must be primary and non-contributory.
The Contractor shall be responsible for maintaining the above insurance coverages in force to
secure all of the Contractor's obligations under the Contract with an insurance company or
companies with an AM Best Rating of A-:VII or better, licensed to write such insurance in
Connecticut and acceptable to the Director of Risk Management, Town of Greenwich. For excess
liability only, non-admitted insurers are acceptable, provided they are permitted to do business
through Connecticut excess line brokers per listing on the current list of Licensed Insurance
Companies, Approved Reinsurers, Surplus Lines Insurers and Risk Retention Groups issued by the
State of Connecticut Insurance Department.
The Contractor shall submit with the proposal the signed, original "Insurance Procedure" form,
included in the Reply Sheets, which states that the Contractor agrees to provide the specified insurance
coverage for this proposal at no additional charge above any insurance charge declared in the proposal.
CONFIDENTIALITY/DISCLOSURE
"Contractor" refers to all Bidders/Respondents submitting a bid/proposal.
The Town will afford due regard to the Contractor's request for the protection of proprietary or
confidential information received. However, all materials associated with the Bid/Proposal and the
Contract are subject to the terms of the Connecticut Freedom of Information Act ("FOIA") and all
corresponding rules, regulations and interpretations. In making such a request, the Contractor may not
state generally that the materials are proprietary or confidential in nature and therefore not subject to
release to third parties. The specific sentences, paragraphs, pages or sections that the Contractor believes
are exempt from disclosure under FOIA must be specifically identified as such. An explanation and
rationale to justify each exemption consistent with FOIA must accompany the request. The rationale and
explanation must be stated in terms of the prospective harm to the competitive position of the Contractor
that would result if the identified material were to be released and the reasons why the materials are
legally exempt from release pursuant to FOIA.
If the Contractor indicates that certain documentation is submitted in confidence, by specifically and
clearly marking said documentation as CONFIDENTIAL, the Town will endeavor to keep said
information confidential to the extent permitted by law. The Town, however, shall have no obligation to
initiate, prosecute or defend any information that is sought pursuant to a FOIA request. The Contractor
shall have the burden of establishing the availability of any FOIA exemption in any proceeding where it is
an issue. In no event shall the Town, or any representative of the Town, be liable for the disclosure of any
documents or information in its possession which the Town believes are required to be disclosed pursuant
to FOIA or other requirements as mandated by policy/law.
Additionally, as per Section 1-210(b) of FOIA - Nothing in the Freedom of Information Act shall be
construed to require the disclosure of:
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(24) Responses to any request for proposals or bid solicitation issued by a public agency, responses by a
public agency to any request for proposals or bid solicitation issued by a private entity or any record or
file made by a public agency in connection with the contract award process, until such contract is
executed or negotiations for the award of such contract have ended, whichever occurs earlier, provided
the chief executive officer of such public agency certifies that the public interest in the disclosure of such
responses, record or file is outweighed by the public interest in the confidentiality of such responses,
record or file.
REPLY SHEETS
* Reply Sheet 1 - Statement of Organization and Vendor Information (Chapter 2)
* Reply Sheet 2 - Staffing (Chapter 3)
* Reply Sheet 3 - Subcontractors (Chapter 3)
* Reply Sheet 4 - Experience (Chapter 4)
* Reply Sheet 5 - Vehicle and Equipment List (Chapter 6)
* Reply Sheet 6 - Service Fee Proposal (Chapter 7)
* Reply Sheet 7 - Certification of Cost (Chapter 7)
* Reply Sheet 8 - Non-Collusion Affidavit (Chapter 14)
* Reply Sheet 9 - Conflict of Interest and Unfair Competitive Advantage Certification (Chapter 15)
* Reply Sheet 10 - Drug-Free Workplace (Chapter 16)
* Reply Sheet 11 - Acknowledgement of Addenda (Chapter 17)
* Reply Sheet 12 - Certification to Accuracy of Proposal (Chapter 18)
* Reply Sheet 13 - Exceptions
* Reply Sheet 14 - Insurance Procedure Form
PRE-PROPOSAL MEETING AND SITE VISIT
A Pre-Proposal Meeting will be held at the date indicated in Table 1 of this RFP at 2:30 p.m. (Local
Time), at the Holly Hill Resource Recovery Facility, located at Holly Hill Lane, Greenwich, CT 06830.
All meeting attendees should check in at the scale house for further direction.
The Pre-Proposal Meeting will discuss this RFP and the process for the selection of a Proposer that will
provide the requested services to the Town. Any questions about or suggested modifications to the RFP or
Agreement may be discussed with the Town's representatives at the Pre-Proposal Meeting. Proposers
shall submit questions and suggestions in accordance with the Legal Notice associated with this RFP.
Following the Pre-Proposal Meeting, the Town will provide a tour of the Holly Hill Resource Recovery
Facility.
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SCHEDULE
For the appropriate schedule section of the RFP. This table provides preferred timing.
Table 1: Schedule
Milestone Date
RFP Issued April 10, 2026
Pre-Proposal Meeting April 29, 2026
Deadline for Questions May 15, 2026
Last Addendum Issued May 22, 2026
Proposals Due May 29, 2026
Expected Notice of Award June 26, 2026
Operations Commencement Date January 1, 2027
BACKGROUND
The Town of Greenwich manages multiple material streams at the Holly Hill Resource Recovery Facility,
located at Holly Hill Lane, Greenwich, CT 06830. The Holly Hill location is a shared facility between
multiple Town departments. In addition to solid waste and recycling activities, the Town's Highway
Department also uses a portion of the site, and that shared arrangement will continue during the Contract
period resulting from this RFP.
The Town offers residential drop-off at the Town's transfer station for garbage and recyclables, among
other materials. Residents must renew their permit annually to drop materials off at the transfer station
and/or may subscribe for collection service with a licensed hauler. Businesses may also subscribe to
collection services with private haulers or may drop off at the transfer station. Mixed Yard Waste may be
dropped off at the transfer station, or the residents may subscribe for collection; the Town collects leaves
in prescribed districts in the fall of each year. Residents may drop off bulk items at the transfer station, or
they may subscribe with a local private hauler company for curbside collection service. Residents may
also drop off food scraps at the following locations:
* Holly Hill Resource Recovery Facility
* Living Hope Community Church (38 West End Avenue, Greenwich)
* Round Hill Community Church (395 Round Hill Road, Greenwich)
* Cos Cob Park (22 Sound Shore Dr, Greenwich)
* Binney Park (Binney Park Dr at Arch Street, Greenwich)
The last two locations listed are in the process of being added, and the Town may add additional locations
in the future. Household hazardous waste (HHW) may be dropped off at a designated area once per year
through a collaborative agreement with the other member municipalities. The materials accepted as part
of this program are available on the Town's website (https://www.greenwichct.gov/266/Hazardous-Waste-
Day). This HHW Day program is not part of this RFP, and the materials included in that program are not
accepted at the Transfer Station.
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In addition to the materials managed by the Town and its Transfer Station Contractor, the Town currently
allows volunteers to utilize space within the transfer station property boundary, for which the Department
of Public Works (DPW) and the Contractor are not responsible. These include a Goodwill Trailer, a book
shed, two textile containers, an enclosed container for mattresses, and an enclosed container for donations
of lightly used (or new) durable medical equipment that is in good condition. Also note that the facility
property is shared with the DPW Highway Division to allow for the storage of construction materials, salt
storage, milling debris, excess snow and debris as a result of natural disasters, which is expected to
continue. Figure 1 provides an overview of the Holly Hill Resource Recovery Facility.
Figure 1: Site Plan for Holly Hill Resource Recovery Facility
The following list provides an overview of the current operations by material type.
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* Municipal Solid Waste (MSW) - MSW is either hauled to the Drop-off (residents) or to the
Transfer Station (for all other haulers). The Contractor manages the Drop-off and Transfer Station
as part of the monthly fee proposed (Reply Sheet 6). The Contractor is responsible for all hauling
and disposal from the Transfer Station based on the fees proposed in Reply Sheet 6.
* Single-Stream Recycling (SSR) - SSR is either hauled to the Drop-off (residents) or to the
Transfer Station (for all other haulers). The Contractor manages the Drop-off and Transfer Station
as part of the monthly fee proposed (Reply Sheet 6). The Contractor is responsible for all hauling
and processing from the Transfer Station based on the fees proposed in Reply Sheet 6.
* Organic Waste (Mixed Yard Waste) - For the purposes of this RFP and subsequent agreement,
Organic Waste includes brush, grass, leaves, and logs (mixed yard waste). It does not include food
waste. The Town will load Organic Waste into trailers provided by the Contractor. The Contractor
is responsible for all hauling and processing from the Transfer Station based on the fees proposed
in Reply Sheet 6.
* Bulky Waste - Bulky waste, also referred to as construction and demolition (C&D) is only from
residents and small haulers. 12 yard containers for C&D are only accepted from licensed private
haulers. There is no roll-off accepted from private contractors for C&D. The Town will load
Bulky Waste into trailers provided by the Contractor. The Contractor is responsible for all hauling
and disposal/processing from the Transfer Station based on the fees proposed in Reply Sheet 6.
* Street Sweeping - The Town will load material from the street sweeping operation into trailers
provided by the Contractor. The Contractor is responsible for all hauling and disposal/processing
from the Transfer Station based on the fees proposed in Reply Sheet 6.
* Appliances - Appliances containing refrigerants (e.g., chlorofluorocarbons, Freon) are set aside
when accepted. The Contractor will have the refrigerants evacuated (per fee in Reply Sheet 6).
After the evacuation of the refrigerants, the appliances may be treated as scrap metal The
.
contractor will provide a 30 yard roll-off container for the storage and shipping of such appliances
to the scrap yard.
* Scrap Metal - The Contractor is responsible for loading scrap metal into Contractor-provided
roll-off containers and hauling to the recycling processing location.
* Asphalt and Stone/Concrete - The Town loads these materials into Contractor-provided
containers or triaxles. The Contractor is responsible for all hauling and disposal/processing from
the Transfer Station based on the fees proposed in Reply Sheet 6.
* Electronic Waste - The Town manages the acceptance of e-waste, but the Contractor is
responsible for loading, hauling, and processing of e-waste based on the fees proposed in Reply
Sheet 6.
* Propane Tanks - The Town manages the acceptance of propane tanks, but the Contractor is
responsible for loading, hauling, and processing of propane tanks based on the fees proposed in
Reply Sheet 6.
* Auto and Marine Batteries - The Town manages the acceptance of auto and marine batteries, but
the Contractor is responsible for loading, hauling, and processing of batteries based on the fees
proposed in Reply Sheet 6.
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* Tires - The Town manages the acceptance and the Contractor is responsible for managing,
loading, hauling, and proper processing of tires based on the fees proposed in Reply Sheet 6. The
Contractor will provide a 30 to 40 yard enclosed roll-off container for storing and hauling the tires.
* Plastic Wrap and Shredded Paper - The Contractor is responsible for providing at least one 8
yard container for each of these materials (Opposite the scale house and placed south of the office
trailer next to the textile containers.). The primary purposes of collecting this material is to better
manage it within the transfer station. Currently, they are being disposed as MSW and the
collection of the containers is included in the monthly fee. Respondents may propose diverting
these materials.
* Food Waste - Currently, food waste is collected at 3 (soon to be 5) locations in Town. Each
location has two to three 16-64-gallon totes. The totes at the Holly Hill Transfer Stations are
picked up twice a week and totes at other locations are picked up once per week. The number of
locations may expand in the future, and the fees proposed in Reply Sheet 6 are structured to allow
changes to the service level (i.e., the number of locations, the number of containers per location,
and the collection frequency). The Contractor will be responsible for collection from all locations
and transport to the Designated Facility for processing. Food Waste collected from these sites
cannot be disposed of as waste unless container was contaminated with trash or other foreign
source.
Table 2 summarizes the responsibilities for each material type and shows the tons accepted for each
material in fiscal year 2025 (July 1, 2024 - June 30, 2025). During the term of the Agreement, the Town
may seek to have the Contractor perform services presently designated as the Town's responsibility in
Table 2. Should this occur, the parties shall negotiate in good faith to agree upon the change(s) in scope
and commensurate change(s) in Service Fees.
All material accepted at the Holly Hill Resource Recovery Center originates within the town limits of the
Town of Greenwich. No material from outside the town limits is allowed at the Facility without prior
written approval from the Town.
All private haulers and permitted commercial haulers that bring material to the Facility must pay the
posted gate rate based on material type, including any Material hauled by the successful Respondent.
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