Program Partner Services for CT DEEP Sustainable Materials Management Round 2 Grant Program

SPECIFICATIONS AND BID DOCUMENTS
Request for Proposal
Program Partner Services for CT DEEP Sustainable
Materials Management Round 2 Grant Program
Bid #: 2026-017
TOWN OF SOUTHBURY
501 MAIN STREET SOUTH
SOUTHBURY, CT 06488
June 18, 2026

TABLE OF CONTENTS
Legal Notice/Invitation to Bid................................................................pg. 3
Introduction/Background/Purpose ........................................................pg. 4-7
Proposal Requirements..........................................................................pg. 6/7
Information for Bidders........................................................................ .pg. 8-10
Minimum Qualifications........................................................... .............pg. 11
Indemnification/Insurance ....................................................................pg.12
Code of Ethics/Conflict of Interest Ordinance............................................pg.13-18
Bid Proposal...........................................................................................pg. 19
Non-Collusion............................................................................................pg.20
Indemnification.......................................................................................pg. 21
References..............................................................................................pg.22
2 RFP 2026-017- SMMR2 Program Partner 06.18.2026

LEGAL NOTICE
INVITATION TO BID
Program Partner Services for CT DEEP Sustainable Materials Management
Round 2 Grant Program
2026-017
The Town of Southbury, Connecticut is seeking sealed bids to identify a Program Partner that can
provide technical expertise, outreach support, implementation services, stakeholder coordination,
performance tracking, and reporting assistance necessary to achieve the objectives of the waste
reduction efforts.
Bids will be received by the First Selectman's Office, Town Hall, 501 Main Street South, Southbury,
Connecticut 06488 until 5 pm local time, on July 29, 2026, at which time the bids will be publicly
opened and read in the Southbury Town Hall, room 208.
Specifications and bidding documents may be obtained electronically on the town's website at
www.southbury-ct.org/bids.
No Bidder may withdraw their bid within sixty (60) days after the actual date of the opening thereof.
Requests for Information (RFIs) concerning the project should be emailed to Dan Colton,
dcolton@southbury-ct.gov. RFIs should be received by noon on July 8, 2026. RFIs will be responded
to by July 15, 2026. If necessary, an addendum containing RFI responses will be posted to the Town
of Southbury's website. It is the responsibility of the bidder to check the town website for updates.
The right is reserved to reject any or all bids in whole or in part, to award any item, group of items,
or total bid and to waive any informality or technical defects, if it is deemed to be in the best interest
of the Town of Southbury. The Town of Southbury is an affirmative action, equal opportunity
employer.
Tim O'Neil
First Selectman, Town of Southbury
June 18, 2026
3 RFP 2026-017- SMMR2 Program Partner 06.18.2026

INTRODUCTION
The Town of Southbury ("Town") is seeking proposals for a Program Partner in support of the
Town's participation in the Connecticut Department of Energy and Environmental Protection ("CT
DEEP") Sustainable Materials Management Round 2 ("SMMR2") Grant Program.
The selected Program Partner will assist the Town in planning, implementation, outreach,
education, reporting, data collection, and related activities associated with the Town's waste
reduction efforts.
This Request for Proposals ("RFP") is intended to comply with applicable Town procurement
requirements and CT DEEP grant requirements.
BACKGROUND
The Connecticut Department of Energy and Environmental Protection ("CT DEEP") established the
Sustainable Materials Management Round 2 ("SMMR2") Grant Program to support municipal and
regional waste reduction, recycling, organics diversion, reuse, education, and related sustainable
materials management initiatives.
The Town of Southbury intends to pursue and/or implement an SMMR2-funded initiative designed
to reduce waste, and improve recycling participation, public education, food scrap diversion, reuse
opportunities, or related waste reduction objectives.
The Town has been awarded $157,160, spread across 3 Phases:
PHASE 1 Groundwork ($17,000): to understand the town's baseline waste management
ecosystem and gauge stakeholder sentiment. Work with the Waste Advisory Committee
(WAC) to design a town-specific waste reduction program. Outcomes include the data,
models, and local buy-in needed to decide on program implementation
PHASE 2 Launch ($105,160): Implement a program, coordinate vendors, and educate
residents. Offer tools and start-up incentives to kick off the program.
PHASE 3 Monitoring ($35,000): Evaluate program results on an ongoing basis and
maintain public engagement to track feedback. Develop the program into a self-sustaining
program.
Under the SMMR2 grant rules, there is no obligation to proceed to the next phase once a phase is
completed.
Proposals submitted for each phase must not exceed the grant monies allocated to that phase, as
identified above.
The Town seeks a Program Partner capable of supporting up to all 3 phases of the project, plus a
program partner capable of maintaining compliance with all applicable CT DEEP grant conditions,
reporting obligations, and Southbury procurement standards.
PURPOSE OF THIS RFP
The purpose of this RFP is to identify a Program Partner that can provide technical expertise,
outreach support, implementation services, stakeholder coordination, performance tracking, and
reporting assistance necessary to achieve the objectives of the waste reduction efforts.
POTENTIAL PROJECT SCOPE - to be defined in Phase 1
The selected Program Partner may be required to provide some or all of the following services:
Program Planning and Coordination
Assist the Town in refining project plans
Participate in project kickoff and coordination meetings
Coordinate with Town staff, haulers, regional entities, businesses, nonprofits, and
community stakeholders
Develop timelines and milestones
4 RFP 2026-017- SMMR2 Program Partner 06.18.2026

PUBLIC OUTREACH AND EDUCATION
Develop public education campaigns and outreach materials
Conduct workshops, trainings, public meetings, and stakeholder engagement sessions
Prepare digital, print, and social media educational materials
Support contamination reduction and recycling participation initiatives
WASTE REDUCTION INITIATIVES
Depending on the project(s), services may include:
Evaluating current waste system costs and performance
Gathering data to evaluate long-term financial and environmental feasibility
Developing pricing strategies to avoid illegal dumping and consider ability to pay and the
household size and needs
Supporting the evaluation and potential implementation of a pilot and permanent programs
Evaluating waste reduction methods, technical feasibility, zoning, or other compliance
Supporting organics diversion program(s) and food scrap collection education
Targeted education efforts to encourage residents and businesses to embrace new waste
reduction methods.
Determining the ease of implementation, administrative burden, the cost of operation,
technology and infrastructure required, the enforcement, and developing methods to gain
user understanding and acceptance, and reliability.
The design and/or implementation of pay-as-you-throw programs, including bag-based, cart-
based, sticker-based, or other systems, to encourage waste reduction
Data collection and waste characterization assistance
Determining the Transfer Station usage to avoid accepting other town's waste
Benchmarking other Connecticut towns to determine what works and what doesn't work
REPORTING AND COMPLIANCE
Track program participation and diversion metrics
Maintain records necessary for CT DEEP reimbursement and reporting
Assist with preparation of required progress reports and final reports
Support compliance with all CT DEEP grant conditions
ADDITIONAL SERVICES
Provide recommendations for long-term program sustainability
Develop a demographic and operational profile of the Transfer Station, including user
demographics, tonnage data, usage patterns, and service trends, as well as an analysis of
current conditions and projected future demand.
Explore the formation or expansion of regional waste authorities to increase efficiency, share
services, and manage regional, sustainable waste disposal.
Assist in identifying future funding opportunities
Provide any additional related services necessary for successful project implementation
CT DEEP REQUIREMENTS
The selected proposer must demonstrate the ability to comply with CT DEEP SMMR2 requirements.
5 RFP 2026-017- SMMR2 Program Partner 06.18.2026

PROPOSAL REQUIREMENTS
Proposals shall include the following sections:
A. Cover Letter
Include:
Name of organization
Primary contact information
Statement of interest
Authorized signature
B. Organizational Background
Describe:
Organizational history
Relevant experience
Qualifications of key personnel
Relevant project examples
C. Technical Approach
Provide:
Understanding of project objectives
Proposed methodology
Proposed work plan and schedule
Outreach and implementation strategies
Reporting methodology
D. Staffing Plan
Include:
Project manager designation
Key personnel resumes or biographies
Subcontractor information (if applicable)
E. References
Provide at least three (3) references for comparable municipal or grant-supported projects
completed.
F. Cost Proposal
Include:
Detailed fee schedule, by project phase
Hourly rates (if applicable)
Budget narrative
6 RFP 2026-017- SMMR2 Program Partner 06.18.2026

INFORMATION FOR BIDDERS
1. TIME FOR RECEIVING BIDS
Bids received prior to the advertised hour of opening will be kept securely sealed. The officer whose
duty it is to open them will decide when the specified time has arrived and no bid received
thereafter will be considered, except that, when a bid arrives in the mail after the time fixed for
opening, but before the reading of all other bids is completed, and it is shown to the satisfaction of
the Town that the non-arrival on time was due solely to delay in the mails for which the Bidder was
not responsible, such bid will be received and considered.
2. COLLUSIVE AGREEMENT
Each Bidder submitting a bid to the Town of Southbury for any portion of the work contemplated by
the documents on which bidding is based, shall execute, and attach thereto, an affidavit
substantially in the form herein provided to the effect that it has not colluded with any other
person, firm or corporation in regard to any bid submitted.
3. OPENING OF BIDS
At the time and place fixed for the opening of bids, the Town will cause to be opened and publicly
read aloud every bid received within the time set for receiving bids, irrespective of any irregularities
therein. Bidders and other persons properly interested may be present, in person or by a
representative.
After the bid opening, the Town shall evaluate each submitted bid for conformance to the bid
submittal requirements and check each Bid Proposal for errors and agreement between unit prices
in numbers and written words.
EVALUATION CRITERIA
Proposals may be evaluated based on the following criteria:
Criteria Weight
Cost proposal 30 points
Technical approach and understanding 25 points
References and past performance 15 points
Relevant experience 15 points
Qualifications 15 points
Project team and qualifications of the
15 points
staffing
4. WITHDRAWAL OF BIDS
Bids may be withdrawn on written request dispatched by the Bidder and received by the Town of
Southbury in time for the bid opening; provided that the written confirmation of any withdrawal
over the signature of the Bidder shall be placed in the mail and postmarked prior to the time set for
bid opening.
5. AWARD OF CONTRACT; REJECTION OF BIDS
The Contract will be awarded within sixty (60) days after the date of the bid opening to the
responsible Bidder submitting the lowest bid complying with the conditions of the Advertisement for
Bids. The Bidder to whom the award is made will be notified at the earliest possible date. The Town,
however, reserves the right to reject any bids or to waive any informality in submitted bid
documents whenever such rejection or waiver is in its interest.
The Town will not award the Contract to any Contractor who is, at the time of the award, ineligible
for such Contract under the provisions of any applicable regulations issued by the Secretary of
Labor, United States Department of Labor, or is not qualified under applicable State and local laws
and regulations.
7 RFP 2026-017- SMMR2 Program Partner 06.18.2026

6. EXECUTION OF AGREEMENT
Subsequent to the notice of award and within ten (10) days after the prescribed forms are presented
for signature, the successful Bidder shall execute and deliver, to the Town, the Agreement in the
form included in the Contract Documents in such number of copies as the Town shall require.
7. NOTICE TO PROCEED
A notice to proceed will be issued by the Town of Southbury within thirty (30) calendar days after
the execution of the Contract by the Town or the deposition of the required bonds and insurance
policies, whichever is last.
8. PAYMENTS
Invoices shall be furnished to the Finance Director or his designee for verification and approval of
the amount due the Contractor. Final payment will not be made until final acceptance by the Town
of Southbury of all work.
9. EQUAL EMPLOYMENT OPPORTUNITY
Attention of the Bidders is particularly called to the requirements for insuring that employees and
applicants for employment are not discriminated against because of their race, creed, color or
national origin or physical handicap.
10. TAXES
Bids should not include federal excise or state sales taxes (State Sales Tax exempt under
Connecticut General State Statute Sec. 12-412 (1) as the Town is exempt from payment of any such
taxes).
11. NON-DISCRIMINATION AND AFFIRMATIVE ACTION PROVISIONS
(A)(1) The Contractor agrees and warrants that in the performance of the Contract such Contractor
will not discriminate or permit discrimination against any person or group of persons on the
grounds of race, color, religious creed, age, marital status, national origin, ancestry, sex, gender
identity or expression, sexual orientation, intellectual disability, mental disability or physical
disability, including, but not limited to, blindness, unless it is shown by such Contractor that such
disability prevents performance of the work involved, in any manner prohibited by the laws of the
United States or of the state of Connecticut. The Contractor further agrees to take affirmative action
to insure that applicants with job-related qualifications are employed and that employees are
treated when employed without regard to of race, color, religious creed, age, marital status, national
origin, ancestry, sex, gender identity or expression, intellectual disability, mental disability or
physical disability, including, but not limited to, blindness, unless it is shown by such Contractor
that such disability prevents performance of the work involved; (2) the Contractor agrees, in all
solicitations or advertisements for employees placed by or *on behalf of the Contractor, to state that
it is an "affirmative action-equal opportunity employer" in accordance with regulations adopted by
the commission; (3) the Contractor agrees to provide each labor union or representative of workers
with which such Contractor has a collective bargaining agreement or other contract or
understanding and each vendor with which such Contractor has a contract or understanding, a
notice to be provided by the commission advising the labor union or workers' representative of the
Contractor's commitments under this section, and to post copies of the notice in conspicuous
places available to employees and applicants for employment; (4) the Contractor agrees to comply
with each provision of this section and sections 46a-68e and 46a-68f and with each regulation or
relevant order issued by said commission pursuant to sections 46a-56, 46a-68e,46a-68f and 46a-
86; (5) the Contractor agrees to provide the Commission on Human Rights and Opportunities with
such information requested by the commission, and permit access to pertinent books, records and
accounts, concerning the employment practices and procedures of the Contractor as relate to the
provisions of this section and section 46a-56.
(B) Any Contractor who is a party to a municipal public works contract or quasi-public agency
project, where any such contract is valued at less than $50,000 for each year of the contract, shall
provide the Commission on Human Rights and Opportunities with a written or electronic
8 RFP 2026-017- SMMR2 Program Partner 06.18.2026

representation that complies with the nondiscrimination agreement and warranty under subsection
(A)(1) above, provided if there is any change in such representation, the Contractor shall provide the
updated representation to the Commission not later than 30 days after such change. Any
Contractor who is a party to a municipal public works contract or a quasi-public agency project,
where any such contract is valued at $50,000 or more for any year of the contract, shall provide the
Commission with any one of the following: (1) Documentation in the form of a company or corporate
police adopted by resolution of the board of directors, shareholder, managers, members or other
governing body of such Contractor that complies with the nondiscrimination agreement and
warranty under subsection (A)(1) of this section; (2) Documentation in the form of a company or
corporate policy adopted by a prior resolution of the board of directors, shareholders, managers,
members or other governing body of such contractor if (a) the prior resolution is certified by a duly
authorized corporate officer of such contractor to be in effect on the date the documentation is
submitted, and the executive director of the Commission on Human Rights and Opportunities or
designee certifies that the prior resolution complies with the nondiscrimination agreement and
warranty under subdivision (A)(1) of this section; or (3) Documentation in the form of an affidavit
signed under penalty of false statement by a chief executive officer, president, chairperson or other
corporate officer duly authorized to adopt company or corporate policy that certifies that the
company or corporate policy of the contractor complies with the nondiscrimination agreement and
warranty under subdivision (A)(1) of this section and is in effect on the date the affidavit is signed.
13. ETHICS POLICY AND ACKNOWLEDGEMENT
The Town of Southbury requires that all contractors read, acknowledge and comply with the Ethics
policy which is made a part of this RFP.
9 RFP 2026-017- SMMR2 Program Partner 06.18.2026

.
1. QUALIFICATIONS OF BIDDER
MINIMUM QUALIFICATIONS
Proposers must demonstrate:
Experience with municipal sustainability, recycling, waste diversion, organics, or
environmental programs
Experience managing or supporting grant-funded projects
Familiarity with Connecticut municipal operations and/or CT DEEP programs
Capacity to perform the required services within the proposed schedule
Strong public outreach and stakeholder engagement capabilities
Be properly registered with the Connecticut Secretary of the State to legally conduct business
within Connecticut.
Align with general DEEP SMMR2 grant provisions
Must operate under Southbury's fully executed contract with DEEP
Preference may be given to firms or organizations with:
Prior CT DEEP grant experience
Experience working with Connecticut municipalities
Demonstrated measurable diversion or outreach outcomes
2. ERRORS, INTERPRETATIONS, AND ADDENDA
Should a bidder find any omissions, discrepancies or errors in the specifications or other bid
documents or should he be in doubt as to the meaning of the specifications or other bid documents,
he should immediately notify the Town who may correct, amend or clarify such documents by a
written interpretation or addendum. No oral interpretations shall be made to any bidder and no oral
statement of the Town shall be effective to modify any of the provisions of the bid documents.
3. RIGHT OF THE TOWN TO TERMINATE PROJECT
In the event that any of the provisions of this bid are violated by the Contractor, or by any of his
subcontractors, the Town may serve written notice upon the vendor of its intention to terminate the
work, such notices to contain the reasons for such intention to terminate the work, and unless within
five (5) days after the serving of such notice upon the Contractor, such violation or delay shall cease
and satisfactory arrangement of correction be made, the project shall, upon expiration of said five (5)
days, cease and terminate. In the event of any such termination, the Town shall immediately serve
notice thereof upon the Contractor. In the event of such termination, the Town may take over the
work or any portion thereof, and prosecute the same, by contract or any other method, for the account
and at the expense of the Contractor, and the Contractor shall be liable to the Town for any excess
cost occasioned by the Town as a result of such termination..
10 RFP 2026-017- SMMR2 Program Partner 06.18.2026