TOWN OF CHARLESTOWN
INVITATION TO BID
SEPTIC SYSTEM EFFLUENT LABORATORY ANALYSIS AND REPORTING
The Town of Charlestown is presently accepting bids for laboratory analysis of septic system
wastewater effluent for up to 50 samples 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 “SEPTIC SYSTEM EFFLUENT, 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
SEPTIC SYSTEM EFFLUENT LABORATORY ANALYSIS AND REPORTING
Town of Charlestown
Invitation to Bid
The bidder shall be a Rhode Island Department of Environmental Management (RIDEM) Non-
potable Water Organic Chemistry and Non-potable Water Inorganic Chemistry Certified Water
Testing Lab with at least five years of experience with laboratory analysis and reporting, having
done business as a Certified Water Testing Lab; and shall provide the following services for the
cost indicated on the attached Price Sheet:
1. Coordinate with the Town prior to its scheduled sampling event(s) to provide appropriate
glassware and coolers to the Town of Charlestown Office of Onsite Wastewater
Management at 4540 South County Trail in Charlestown, RI for the analysis of treated
and/or untreated wastewater septic effluent for Nitrate, Ammonium, Total Nitrogen and
5-Day Biological Oxygen Demand (BOD5) from up to 50 onsite wastewater treatment
systems (+50 samples),
2. Coordinate with Town to pick up coolers and samples at the Charlestown Town Hall at
4540 South County Trail in Charlestown, RI and transport to laboratory under Chain of
Custody protocol for analysis,
3. Conduct laboratory analysis and reporting for Nitrate, Ammonium, Total Nitrogen and
BOD5 and submit laboratory report and invoicing to the town of Charlestown at
mdowling@charlestownri.gov
4. The Town of Charlestown may choose to not include every analyte at every sampling site
depending on site specific conditions, locations, and/or individual system configurations,
5. All invoices must be completed and submitted to the Town by June 15, 2026, and
6. 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.
