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
This page summarizes the opportunity, including an overview and a preview of the attached documents.
