RFP 25826 for Town-wide Plumbing services contract 2025-2027.pdf

T10WN OF SMITHFIELD

REQUEST FOR PROPOSALS

RFP # 25826

2025-2027 TOWN-WIDE PLUMBING SERVICES CONTRACT

TABLE OF CONTENTS:

PAGE/s

1 Cover Page

2 Table of Contents & Description

3 Terms & Requirements/Instructions

4 Notification to Bidders

5 Construction & Service Proposal Terms

6 - 8 Proposal Background, Scope of Work, Site Locations, Requirements

9 Inquiries/Questions, Proposal Inclusions, Evaluation Criteria

10 Final Selection process & Acceptance of Conditions

11 -12 Attachment A – Cost Proposal Form

The Town of Smithfield, RI is requesting sealed proposals for Town-Wide Plumbing

Services Contract for a two (2) year period, with an optional two (2) one (1) year extensions in accordance with all Terms and Specifications contained herein.

The Town invites the submittal of responses to this Request for Proposals (RFP) from companies listed on the State of Rhode Island Master Pricing Agreement (MPA) 40 for on call professional plumbing services for the maintenance or unpredictable occurrences of failure within all existing municipal buildings.

Sealed Proposals will be received at the Finance Office, directed to the attention of the

Procurement Agent, Smithfield Town Hall 64 Farnum Pike, Smithfield RI 02917 until

10AM on Monday, October 6, 2025 at which time all proposals will be publicly opened.

TOWN OF SMITHFIELD

State of Rhode Island

Terms and Requirements for Request for Proposal

Proposals may be submitted up to 10:00 AM on the above meeting date at the Finance Office, to the attention of the Procurement Agent, Smithfield Town Hall, 64 Farnum Pike, Smithfield RI 02917 during normal business hours, 8:30 AM through 4:30 PM. All proposals will be publicly opened and read aloud at the Town Council Chambers on the second floor.

INSTRUCTIONS

1. Bidders must submit sealed proposals in an envelope clearly labeled with the above captioned item or work. The proposal envelope and any information relative to the proposal must be addressed to the Purchasing Agent, 64 Farnum Pike, Smi thfield, RI 029 17. Any communications that are not competitive sealed proposals (i.e., product information or samples) should have "NOT A BID" written on the envelope or wrapper.

2. Proposals must meet the attached specifications, any exceptions or modifications must be noted and fully explained.

3. Proposal responses must be in ink or typewritten.

4. The price or prices proposed should be stated both in WRITING and in NUMERALS, and any proposal not so stated may be rejected.

5. Proposals SHOULD BE TOTALED WHEN APPLICABLE. Do not group items: price each item individually. Awa rds may be made on the basis of total proposal or by individual items.

6. Each responder is required to state in their proposal their full name and business address, and must state the names of persons or firms with whom he/she is submitting a joint proposal. All proposals SHOULD BE SIGNED IN INK.

7. One (1) original proposal and four (4) copies shall be submitted.

Item Description: Two (2) year Town-wide Plumbing Services Contract with option for two (2) individual option years.

Date and Time to be OPENED: Monday, October 6, 2025 at 10:00 AM

NOTIFICATIONS TO VENDORS

1. The Town of Smithfield reserves the right to waive any and all informalities and to award the contract on the basis of the lowest responsible evaluated bid proposal.

2. No proposal will be accepted if made in collusion with any other responder.

3. A responder who is an out-of-state corporation shall qualify or register to transact business in this State, in accordance with R.I. Gen. Laws, as amended, Sections 7-1.2-1401.

4. The Town of Smithfield reserves the right to reject any and all proposals.

5. In determining the lowest responsible evaluated bid proposa l, cash discounts for payments less than thirty (30) days will not be considered.

6. The Town of Smithfield reserves the right to award to one responder, or to split the award.

7. All proposals will be disclosed at the formal proposal opening. After a reasonable lapse of time, tabulation of proposals may be seen on the Town 's website:

https://www.smithfieldri.gov/departments/finance/purchasing-bids/closed-solicitations

8. As the Town of Smithfield is exempt from the payment of any Federal Excise or

Transportation Taxes and is exempt from Rhode Island Sales Tax under the 1956

General Laws of the State of RI, 44-18-30 Paragraph 1, as amended. Prices quoted are not to include these taxes.

9. In case of error in the extension of prices quoted, the unit price will be considered .

10. The contractor will not be permitted to either assign or underlet the contract, nor assign legally or equitably any moneys hereunder, or its claim thereto without the previous written consent of the Town Manager.

11. Delivery dates must be shown on your proposal. If no delivery date is specified, it will be assumed that an immediate delivery from stock will be made.

12. A certificate of insurance shall be requi red of a successful bidder within five (5) days of contract award. The Town of Smithfield shall be an additionally named insured in the title holder box of said certificate.

13. Proposals may be submitted on an "equal" in quality basis. The Town reserves the right to decide equality. Responders must indicate brand or make offered and submit detailed specifications if other than the brand requested.

14. For contracts involving construction, alteration and/or repair work, the provisions of State

Labor Law concerning payment of prevailing wage rates apply (See R.I. General Law Sec.

37-13-1 et seq. as amended). Projects of $1,000.00 or more shall include Certified Payroll pursuant to the prevailing wage law.

15. No goods should be delivered or work initiated without Notice from the Town.

https://www.smithfieldri.gov/departments/finance/purchasing-bids/closed-solicitations

CONSTRUCTION AND SERVICE PROPOSAL TERMS

1. It is hereby mutually understood and agreed that no payment for extra work shall or will be claimed or made unless ordered in writing by the Town Manager or his designee.

2. Awards will be made within sixty (60) days of the proposal opening. All proposal prices will be considered firm, unless qualified otherwise. Requests for price increases will not be honored.

3. Failure to deliver within the time quoted or failure to meet specifications may result in default action in accordance with the general specifications. It is agreed that deliveries and/or completion are subject to strikes, lockouts, accidents and Acts of God.

4. Only one shipping charge will be applied in the event of partial deliveries for blanket purchases or term contracts.

5. The successful responder shall, prior to commencing performance under the contract, attach and submit evidence that they have complied with the provisions of the Rhode Island Worker's

Compensation Act Title 28, Chapter 29, et seq (R.I.G.L.). If the successful responder is exempt from compliance under the Worker's Compensation Act, an officer of the successful responder shall so state by way of sworn Affidavit which shall accompany the signed contract.

6. The successful responder shall, prior to commencing performance under the contract, attach and submit a certificate of insurance, in a form satisfactory to the Town by which the successful responder will indemnify and hold harmless the Town during the term of the contract from claims for personal injury or damages to property sustained by the responder and/or third persons, or their agents, servants and/or those claimed under them.

A. BACKGROUND:

The Town of Smithfield a n d a l l o f i t s d e p a r t m e n t s , a n d i n c l u d i n g t h e

Smithfield School District is seeking qualified vendors to submit proposals for an On-

Call Town wide Plumbing Services Contract with a term of two (2) years s tart ing

October 15, 2025 through October 14, 2027 and at the Town’s discretion be extended for an additional two (2) individual year terms.

B. SCOPE OF WORK:

The work under this contract includes the furnishing of all materials, labor, equipment, and incidental expenses necessary and proper for miscellaneous plumbing repair and construction work, and all incidental work to fully complete the project, but not strictly limited that which is characteristic of plumbing and piping systems.

In addition, work under this contract may include the construction of such appurtenances as may be necessary to improve or enhance the operation of existing buildings and systems.

Completion of the work implies that the proper and appropriate methods of construction have been followed by the contractor.

The contractor must be licensed in the State of Rhode Island, please include a copy of your

State of RI license with proposal. Proposals will be accepted at an hourly rate for each contractor and one apprentice/helper (if required) working during regular business hour and also during non-business hours. Regular business hours are Monday-Friday, 8:00AM to

4:30PM. Non-business hours include any hours outside of our normal business hours including nights, weekends and holidays.

In general, the work under this contract will be related, but not strictly limited, to that which is characteristic of plumbing and piping systems within municipal buildings.

1. It is intended that the vast majority of work will be routine in nature and scheduled during regular business hours. However, emergencies can occur. Repetitive failure to initiate service within allotted response time will be grounds for cancelation of contract.

2. The candidate is to be licensed in the State of RI in order to provide the Town of

Smithfield, Rhode Island and its Departments and including the School Department, routine maintenance/repairs, emergency service, and improvement projects as required.

3. The contract period shall be in effect for two (2) years: October 15, 2025 through October 14, 2027, with optional extensions of two (2) individual one

(1) year terms, at the discretion of the Town.

4. Award will be made on the basis of the lowest qualified evaluated bid price meeting all terms and specifications deemed to be in the best interest of the Town of Smithfield. Evaluation criteria will be based on regular hourly rate, overtime hourly rate and ability to perform.

5. The following are considered normal working hours: Monday- Friday 8:30AM to

4:30 PM.

6. Work performed outside of these hours shall only be permitted in the case of emergencies, or as specifically directed by Town personnel. This work shall be billed at the Emergency/Off-hour/Holiday rate.

7. Normal crew size is considered to be one (1) person. If more than one person is needed to perform, repair or maintain a job, prior authorization must be obtained.

8. Projects in value of $10,000 or greater will be reviewed by the Town Council and/or

School Committee and will be considered a separate Request for Proposal (RFP) process for the project if it serves the best interest of the Town and/or School

Department.

9. The Contractor agrees to provide the Town with telephone numbers and addresses for himself and his key personnel, so that seven (7) days per week, twenty-four (24) per day contact can be made in the event of an emergency situation.

10. The Town makes no assurances, intended or implied, that the winning bidder will receive any given number of service requests during the contract period, or that a total number of service requests during the contract period. The Town also reserves the right to cancel the contract at any time, with or without cause, without penalty or obligation.

Note: The successful candidate will be "on call" 24 hours/day, 7 days/week, 365 days per year.

Failure to perform under the terms of this section (as well as the remainder of the contract documents) will be grounds for the Town to terminate this contract upon written notice to the contractor of the same.

C. LOCATIONS & DESCRIPTION:

The location and description of all work under this contract will be within the

Town of Smithfield and will depend upon the discovery of unpredicted occurrences of failure within existing municipal and school buildings. In addition, work under this contract may include the construction of such appurtenances as may be necessary to improve or enhance the operation of said buildings and systems as well any other related work as may be directed by the Town.

When work under this contract is required, the Town will notify the Contractor regarding the location and general nature of same, and will issue proper work order and or instructions for the execution of the work.

In general the work under this contract will be related, but not strictly limited, to that which is characteristic of plumbing and piping systems within municipal and school buildings. Below is a listing of most locations but not all.

Departmental list and locations:

Town Hall – 64 Farnum Pike

Municipal Ice Rink - 109 Pleasant View Ave.

Department of Public Works - 3 Spragueville Rd.

Senior Center - 1 William. J. Hawkins Jr. Trail.

Police Department - 215 Pleasant View Avenue.

Fire Department locations:

Station 1 (Headquarters) - 607 Putnam Pike

Station 2 - 66 Farnum Pike

Station 3 - 15 Log Rd.

Training Facility – 47 Farnum Pike

School District locations:

High School - 90 Pleasant View Avenue

Vincent J. Gallagher Middle School - 10 Indian Run Trail

Old County Road Elementary School - 200 Old County Road

Pleasant View Elementary School - 100 Pleasant View Ave

Raymond C. LaPerche Elementary School - 11 Limerock Road

School Administration Building - 49 Farnum Pike

D. PROPOSAL REQUIREMENTS:

1. Include an outline of the services provided by the company representatives.

2. Include a brief general statement describing your company, staffing, and the ability to provide the indicated services.

3. Provide background information regarding the specific individuals who will be responsible for servicing this account from your company.

4. List any past experience providing Plumbing services to the Town.

5. Proposals must include a maximum 15 percent markup above verifiable cost of acquiring all necessary parts & materials and/or rental of specialty equipment. The

Town may request written documentation of acquisition costs.

6. Insurance -Contractor is required to provide evidence of Comprehensive auto liability and property damage, professional liability, general liability, special hazards and workers' compensation coverage, to be submitted with proposal.

7. Must have sufficient staffing to provide emergency service coverage 24 hours/day, 7 days per week. Maximum expected response time will be two (2) hours in case of emergencies and 72 hours for routine calls, barring delays for delivery of other than normally maintained or stocked material.

8. Provide at least three (3) client references including contact name, phone and type of services provided.

9. No allowance shall subsequently be made on behalf of the successful responder by reason of any error or neglect on his or her part.

10. Responders must guarantee that the services can be provided to the Town of

Smithfield within the time specified in the proposal documents.

11. Services which do not in the opinion of the Town, meet the specified requirements will not be accepted and could be cause for contract termination.

12. Responders must comply with all the Stafford Act and Federal (FEMA) and State

(RIEMA) public assistance program preferences, guidelines, rules and regulations.

E. INQUIRIES:

Inquiries concerning clarification on any portion of this RFP should be made to:

Carlos A. Santos

Procurement Agent

64 Farnum Pike

Smithfield, RI 02917 csantos@smithfieldri.gov

NOTE: Questions will be accepted until Tuesday, September 30, 2025 at 4:30 PM, any questions received after this time will not be considered.

F. COST PROPOSAL INCLUSIONS:

The cost proposal should include the following information:

1. The responder shall submit Attachment "A" filled out completely.

2. The cost proposal should contain all pricing information relative to performing the services as described in this specification.

3. The pricing shall remain for the duration of the contract.

G. EVALUATION CRITERIA:

• An evaluation committee will review and evaluate each submitted proposal in accordance with the requirements of this RFP. The evaluation will include weighted criteria detailed below. If further information is desired, vendors may be requested to make additional written submissions or oral presentations to the Town.

• Proposal will be evaluated on the following:

Criteria Score

1. Company Information and Years in Business 10

2. Required documents stated in RFP 20

3. Demonstrated Experience and References 25

4. Business Location in Town 10

5. Hourly Rate Pricing 35

Grand Total 100 mailto:csantos@smithfieldri.gov

H. FINAL SELECTION PROCESS & ACCEPTANCE OF CONDITIONS:

• The Smithfield Town Council will select a firm based upon the recommendation submitted by the evaluation committee. Following the notification of the firm selected, it is expected that a contract will be executed between the parties.

• A firm's submission of a proposal indicates acceptance of the conditions contained in this Proposal Specification unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the Town of Smithfield and the firm selected.

ATTACHMENT A

COST PROPOSAL FORM

VENDOR NAME :

VENDOR ADDRESS:

CITY, STATE, ZIP:

Soc. Sec. # or Fed. ID #

1. Regular hourly rate for the two (2) year period -

Master Plumber/Pipefitter:

(Per Hour Rate in words) (Per Hour Rate in Figures)

Journeyman Plumber/Pipefitter:

(Per Hour Rate in words) (Per Hour Rate in Figures)

Apprentice:

Certified Backflow preventer – Inspector/Tester:

2. Emergency/Off-hour rate for the two (2) year period -

(Per Hour Rate in words) (Per Hour Rate in Figures)

Apprentice:

Agrees to respond on: Town-wide Plumbing Services Contract - two (2) year term

(October 15, 2025 - October 14, 2027) with two (2) individual option years

Date and time to be opened: Monday, October 6, 2025 at 10:00 AM

Certified Backflow Preventer – Inspector/Tester:

(Per Hour Rate in words) (Per Hour Rate in Figures)

3. Sunday/Holiday rate for the two (2) year period -

(Per Hour Rate in words) (Per Hour Rate in Figures)

Apprentice:

(Per Hour Rate in words) (Per Hour Rate in Figures)

Certified Backflow Preventer – Inspector/Tester:

A. Mark-up for required Parts & Materials shall not exceed_________% of the cost of acquisition. The Contractor must agree to provide written documentation of acquisition costs upon request by the Town of Smithfield

(Maximum of 15%).

B. Mark-up for required Equipment shall not exceed_________% of the cost of acquisition. The Contractor must agree to provide written documentation of acquisition costs upon request by the Town of Smithfield (Maximum of 15%).

BID CERTIFICATION

I, (WE), the undersigned agree to furnish the Town of Smithfield with the services described within this RFP for a period of two (2) years with the option for two (2) additional one (1) year terms at the discretion of the Town.

EMAIL: _____________________________________________________________________________

CONTACT PERSON NAME TITLE

CONTACT PERSON SIGNATURE