RFP No. 27-0007 Plumbing & Irrigation Supplies Page 1 of 60

FINANCE DEPARTMENT

PURCHASING DIVISION COLUMBUS CITY HALL

1111 FIRST AVENUE, COLUMBUS, GEORGIA 31901

P. O. BOX 1340, COLUMBUS, GEORGIA 31902-1340

706-225-4087 | www.columbusga.org

Date: August 5, 2026

REQUEST FOR

PROPOSAL

RFP No: 27-0007

Qualified vendors are invited to submit sealed bids, subject to conditions and instructions as specified for the furnishing of:

PLUMBING & IRRIGATION SUPPLIES

(ANNUAL CONTRACT)

GENERAL

SCOPE

Provide plumbing & irrigation supplies on an “as needed basis” to be picked up or delivered to Columbus Consolidated Government. The contract term will be for two

(2) years with the option to renew for three (3) additional twelve-month periods.

DUE DATE

September 2, 2026 - 5:00 PM (EASTERN)

SUBMISSION

REQUIREMENTS

DemandStar is now OpenBids

See Appendix A for Submission Requirements, Submission Requirements Checklist, and OpenBids Registration and Submission instructions.

ADDENDA

IMPORTANT INFORMATION

Any and all addenda will be posted on the Purchasing Division’s web page, at https://columbusga.gov/finance/bid-opportunities. It is the vendors’ responsibility to periodically visit the web page for addenda before the due date and prior to submitting a quote.

“NO BID”

RESPONSE

Refer to the form on page 3 if you are not interested in this invitation.

Andrea J. McCorvey

Purchasing Division Manager

COLUMBUS CONSOLIDATED GOVERNMENT

Georgia’s First Consolidated Government http://www.columbusga.org/ https://columbusga.gov/finance/bid-opportunities

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IMPORTANT INFORMATION

e-Notification

The City uses the Georgia Procurement Registry e-notification system. You must register with GA@WORK (formerly Team Georgia Marketplace) to receive future procurement notifications via: https://doas.ga.gov/state-purchasing/getting-started-supplier.

If you have any questions or encounter any problems while registering, please contact the State Purchasing Division:

Telephone: 404-657-6000

Email: procurementhelp@doas.ga.gov https://doas.ga.gov/state-purchasing/getting-started-supplier https://doas.ga.gov/state-purchasing/getting-started-supplier mailto:procurementhelp@doas.ga.gov

RFP No. 27-0007 Plumbing & Irrigation Supplies Page 3 of 60

STATEMENT OF "NO PROPOSAL SUBMISSION"

Notify the Purchasing Division if you do not intend to submit a Proposal:

Email: Bidopportunities@columbusga.org Attn: Chadwick Brewer, Buyer Mail: Columbus Consolidated Government Purchasing Division P. O. Box 1340 Columbus, GA 31902-1340

We, the undersigned decline to bid on your RFP No. 27-0007 for Plumbing & Irrigation Supplies (Annual Contract) for the following reason(s):

Specifications are too “tight”, i.e., geared towards one brand or manufacturer (explain below) There is insufficient time to respond.

We do not offer this product and/or service.

We are unable to meet specifications.

We are unable to meet bond requirements.

Specifications are unclear (explain below).

We are unable to meet insurance requirements.

Other (specify below)

Remarks:__________________________________________________________________________

COMPANY NAME: ________________________________________________

AGENT: ________________________________________________

DATE: ________________________________________________

TELEPHONE NUMBER: ________________________________________________

EMAIL ADDRESS: ________________________________________________

mailto:Bidopportunities@columbusga.org

RFP No. 27-0007 Plumbing & Irrigation Supplies Page 4 of 60

PROPOSALS WILL BE EVALUATED IN ACCORDANCE WITH THE PROCEDURES AS

OUTLINED BELOW IN SECTION 3-110 OF THE PROCUREMENT ORDINANCE. ALL

PROPOSALS WILL BE KEPT CONFIDENTIAL UNTIL AFTER AWARD.

3-110. Competitive Sealed Proposals (Negotiations)

(1) Conditions for Use

When the Purchasing Manager determines that the use of competitive sealed bidding for any procurement is either not practicable or not advantageous to the City, a contract may be entered into using the competitive sealed proposals (negotiation) method. In addition, the competitive sealed proposal process shall be used for the procurement of professional services, specialized equipment or supplies.

The competitive sealed proposal process may be used for procurements with an estimated total cost less than $50,000.00, if deemed to be in the best interest of the City. If the total cost can be determined, the authority to approve such solicitations will be as prescribed by article 3-104, Purchasing Limits. If, due to the required services, a total cost cannot be determined then the award recommendation will be approved by Council.

A. Request for Proposals Proposals shall be solicited through Request for Proposals. The Purchasing Division shall establish the specifications with the using agency and set the date and time to receive proposals.

The request for proposal shall include a clear and accurate description of the technical requirements for the service or item to be procured.

B. Public Notice The public will be given adequate notice of the request for proposals, provided that, adequate notice shall mean at least fifteen (15) business days before the due date, which is stated in the request. The City reserves the right to seek request for proposals in a shorter period, if necessary, as determined by the Purchasing Manager.

Notice shall be published in a reasonable time before due date, contain a description of the procurement in general terms, as well as, the place and due date for proposals, and appear in a newspaper(s) of general circulation, specifically the City’s legal organ. In addition to publication in newspapers, notice shall also be made by electronic means, including posting on the internet and on the City's government access television channel.

Public works construction projects shall be advertised in accordance with Georgia State Law.

The City reserves the right to mail or e-mail invitations directly to vendors under the following circumstances:

− Solicitations for specialized equipment/supplies.

− Solicitations for specialized services.

− Re-bid of solicitations where normal advertising procedures netted no responses.

− Whenever deemed necessary by the purchasing manager.

C. Receipt of Proposals Proposals must be received by the deadline date established. No public opening will be held. No proposals shall be handled to permit disclosure of the identity of any offeror or the contents of any proposal to competing offerors during the process of discussion. A register of proposals shall be prepared as part of the contract file, and shall contain the name of each offeror, the number of https://library.municode.com/ga/columbus/codes/code_of_ordinances?nodeId=PTICH_ARTIIILEBR_CH1THCO_S3-104POCO

RFP No. 27-0007 Plumbing & Irrigation Supplies Page 5 of 60 modifications received (if any), and a description sufficient to identify the item offered. The register of proposals shall be open for public inspection only after contract award.

D. Evaluation Factors The request for proposals shall identify the relative importance of cost (when applicable) and other evaluation criteria.

E. Evaluation Process An odd number of voting members of a Selection or Evaluation Committee shall evaluate all proposals received based upon the criteria stated in the request for proposals. Each voting committee member shall grade each submitted proposal based upon the evaluation criteria.

F. Discussion with Responsible Offerors and Revisions to Proposals As provided in the Request for Proposals, discussions (negotiations) may be conducted with responsible offerors who submit proposals determined to be reasonably susceptible of being selected for award, to assure full understanding of and conformance to the solicitation requirements. All qualified, responsible offerors shall be given fair and equal treatment with respect to any opportunity for discussion and revision of proposals, and such revisions may be permitted after submissions and prior to award for the purpose of obtaining best and final offers.

In conducting discussions, there shall be no disclosure of the identity of competing offerors or any information derived from proposals submitted by competing offerors. If only one proposal response is received, then the award recommendation shall be to the single offeror, if the offeror meets all requirements.

G. Award After negotiations, the award recommendation must be presented to Columbus City Council for final approval. Award will be made to the responsible offeror whose proposal is determined to be the most advantageous to the City, taking into consideration total cost (if determined) and all other evaluation factors set forth in the Request for Proposals.

After Council approval, a contract based on the negotiations (if negotiations were necessary) will be drawn and signed by all necessary parties. If Council does not approve the award, it may direct that further negotiations may take place with the recommended offeror, or that negotiations begin with the next most qualified offeror. Council may also exercise the option to reject all offers and instruct the Purchasing Manager to begin the procurement process again.

The contract file shall contain the basis on which the award is made.

After contract award, the contract file, will be made public. Unsuccessful offerors will be afforded the opportunity to make an appointment with the Purchasing Division for a debriefing. After the award, the contract file and the unsuccessful proposals will become subject to disclosure under the Georgia Open Records Act.

RFP No. 27-0007 Plumbing & Irrigation Supplies (Annual Contract) Page 6 of 60

DO YOU HAVE QUESTIONS, CONCERNS OR NEED

CLARIFICATION ABOUT THIS SOLICITATION?

COMMUNICATION CONCERNING ANY SOLICITATION CURRENTLY

ADVERTISED MUST TAKE PLACE IN WRITTEN FORM AND ADDRESSED TO

THE PURCHASING DIVISION.

ALL QUESTIONS OR CLARIFICATIONS CONCERNING THIS SOLICITATION

SHALL BE SUBMITTED IN WRITING. THE CITY WILL NOT ORALLY OR

TELEPHONICALLY ADDRESS ANY QUESTION OR CLARIFICATION

REGARDING BID/PROPOSAL SPECIFICATIONS. IF A VENDOR VISITS OR

CALLS THE PURCHASING DIVISION WITH SUCH QUESTIONS, HE OR SHE WILL

BE INSTRUCTED TO SUBMIT THE QUESTIONS IN WRITING.

ALL CONTACT CONCERNING THIS SOLICITATION SHALL BE MADE

THROUGH THE PURCHASING DIVISION.

BIDDERS SHALL NOT CONTACT CITY EMPLOYEES, DEPARTMENT HEADS,

USING AGENCIES, EVALUATION COMMITTEE MEMBERS OR ELECTED

OFFICIALS WITH QUESTIONS OR ANY OTHER CONCERNS ABOUT THE

SOLICITATION. QUESTIONS, CLARIFICATIONS, OR CONCERNS SHALL BE

SUBMITTED TO THE PURCHASING DIVISION IN WRITING. IF IT IS NECESSARY

THAT A TECHNICAL QUESTION NEEDS ADDRESSING, THE PURCHASING

DIVISION WILL FORWARD SUCH TO THE USING AGENCY, WHO WILL SUBMIT

A WRITTEN RESPONSE.

THE PURCHASING DIVISION WILL FORWARD WRITTEN RESPONSES TO THE

RESPECTIVE BIDDER OR IF IT BECOMES NECESSARY TO REVISE ANY PART

OF THIS SOLICITATION, A WRITTEN ADDENDUM WILL BE ISSUED TO ALL

BIDDERS.

THE CITY IS NOT BOUND BY ANY ORAL REPRESENTATIONS,

CLARIFICATIONS, OR CHANGES MADE TO THE WRITTEN SPECIFICATIONS BY

CITY EMPLOYEES, UNLESS SUCH CLARIFICATION OR CHANGE IS PROVIDED

TO THE BIDDERS IN A WRITTEN ADDENDUM FROM THE PURCHASING

MANAGER.

BIDDERS ARE INSTRUCTED TO USE THE ENCLOSED

“QUESTION/CLARIFICATION FORM” TO FAX OR EMAIL QUESTION.

ANY REQUEST, AFTER A SOLICITATION HAS CLOSED AND PENDING AWARD,

MUST ALSO BE SUBMITTED IN WRITING TO THE PURCHASING DIVISION.

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QUESTION/CLARIFICATION FORM

DATE:

TO: Chadwick Brewer, Buyers Email BidOpportunities@ColumbusGA.org

RE: RFP No. 27-0007; Plumbing & Irrigation Supplies (Annual Contract)

Questions/clarification requests must be submitted at least five (5) business days before the due date:

From:

Company Name Website

Representative Email Address

Complete Address City State Zip

Telephone Number Fax Number mailto:BidOpportunities@ColumbusGA.org

RFP No. 27-0007 Plumbing & Irrigation Supplies (Annual Contract) Page 8 of 60

COLUMBUS CONSOLIDATED GOVERNMENT

GENERAL PROVISIONS FOR REQUEST FOR PROPOSALS

RFP No. 27-0007

The Columbus Consolidated Government invites qualified vendors to submit proposals to provide plumbing & irrigation supplies on an “as needed basis” to be picked up or delivered to Columbus Consolidated.

A. PROPOSAL SUBMITTAL DATE:

PROPOSALS ARE DUE: September 2, 2026, NO LATER THAN 5:00 PM (EASTERN).

Submit one electronic response via DemandStar.

The City shall not be held liable for any expenses incurred by the respondent in preparing and submitting the proposal and/or attendance at any interviews, final contract negotiations or applicable site visits. The City reserves the right to award this project or to reject any and all proposals;

whichever is in the best interest of the City.

B. RECEIPT OF PROPOSALS:

Unless otherwise stated in the technical specifications of the RFP, the City will accept one, and only one, proposal per Offeror. In the event a team of firms is entering into a joint venture to respond to the RFP, one firm shall be named the prime contractor and the proposal shall be submitted in the name of the prime contractor. All correspondence concerning the RFP will be between the City and prime contractor.

C. SUBCONTRACTING:

Should the offeror intend to subcontract all or any part of the work specified, names and address of subcontractors must be provided in proposal response. The offeror shall be responsible for subcontractors’ full compliance with the requirements of the RFP specifications. If awarded the contract, payments will only be made to the offerors submitting the proposal. The Columbus Consolidated Government will not be responsible for payments to subcontractors.

D. QUESTIONS ABOUT THE RFP:

Communication concerning any solicitation currently advertised must take place in writing and addressed to the Purchasing Division. See page titled “Do You Have Questions …” within this proposal package. Questions and Requests for Clarification will be received until five business days prior to the proposal due date.

E. PUBLIC INFORMATION:

All information and materials submitted will become the property of the Columbus Consolidated Government, Columbus, Georgia; and shall be subject to the provisions of the Georgia public records law. If awarded the contract, the proposal submission, in its entirety, will be included as part of the contract documents and filed, as public record, with the Clerk of Council.

F. ADDENDA:

The proposer shall include acknowledgment of receipt of addenda (if any) in their sealed proposal.

The proposer should include an initialed copy of each addendum in the proposal package. It is the

RFP No. 27-0007 Plumbing & Irrigation Supplies (Annual Contract) Page 9 of 60 proposer’s responsibility to contact the City for copies of addenda if they receive the proposal document from any other source other than the City.

G. CONTRACT:

Each proposal is received with the understanding that an acceptance in writing by the City of the offer to furnish any or all of the services and materials described shall constitute a contract between the proposer and the City. This contract shall bind the proposers to furnish and deliver the services and materials quoted, at the prices stated and in accordance with the condition of said accepted proposal.

It is agreed that the successful respondent will not assign, transfer, convey or otherwise dispose of the contract or its right, title or interest in or to the same, or any part thereof, without previous consent of the City and any sureties.

H. NON-COLLUSION:

Proposer declares that the proposal is not made in connection with any other proposer submitting a proposal for the same commodity or commodities, and that the proposal is bona fide and is in all respects fair and without collusion or fraud.

I. INDEMNITY:

The Contractor covenants to save, defend, hold harmless, and indemnify the City, and all of its officers, departments, agencies, agents, and employees (collectively the "City") from and against any and all claims, losses, damages, injuries, fines, penalties, costs (including court costs and attorney’s fees), charges, liability, or exposure, however caused, resulting from, arising out of, or in any way connected with the Contractor’s intentional, negligent, or grossly negligent acts or omissions in performance or nonperformance of its work called for by the Contract Documents.

J. DISADVANTAGED BUSINESS ENTERPRISE CLAUSE:

Disadvantaged Business Enterprises (minority or women owned businesses) will be afforded full opportunity to submit proposals in response to this invitation and will not be discriminated against on the grounds of race, color, creed, sex, sexual orientation, gender identity or national origin in consideration for an award. It is the policy of the City that disadvantaged business enterprises and minority business enterprises have an opportunity to participate at all levels of contracting in the performance of City contracts to the extent practical and consistent with the efficient performance of the contract.

K. AFFIRMATIVE ACTION PROGRAM - NON-DISCRIMINATION CLAUSE:

The City has an Affirmative Action Program in connection with Equal Employment Opportunities.

The successful vendor will comply with all Federal and State requirements concerning fair employment and employment of the handicapped, and concerning the treatment of all employees, and will not discriminate between or among them by reason of race, color, age, religion, sex, sexual orientation, gender identity, national origin or physical handicap.

L. SPECIFICATION DESCRIPTIONS:

The specifications detailed herein represent the quality of equipment, goods or services required by the City. Whenever in this invitation any particular process, service or equipment is indicated or specified by patent, proprietary or brand name of manufacturer/developer/inventor, such wording will be deemed to be used for the purpose of facilitating descriptions of the process, service or equipment desired by the City. It is not meant to eliminate offerors or restrict competition in any RFP process.

Proposals that are equivalent or surpass stated specifications will be considered. Determination of equivalency shall rest solely with the City.

M. TAXES:

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The City is exempt from State Retail Tax and Federal Excise Tax. Tax Exemption No. GA Code Sec.

48-8-3. Federal ID No. 58-1097948.

N. DRUG-FREE WORKPLACE:

Per Ordinance No. 93-55, in compliance with Federal and State Drug Free Workplace Acts, the Council of Columbus, Georgia adopted a drug free Workplace Policy. Consequently, any vendor providing goods or services to Columbus Consolidated Government must comply with all applicable Federal and State Drug Free Workplace Acts.

O. FEDERAL, STATE, LOCAL LAWS:

All respondents will comply with all Federal, State and Local laws, ordinances, rules and regulations relative to conducting business in Columbus, Georgia and performing the prescribed service.

Ignorance on the part of the respondent shall not, in any way, relieve the respondent from responsibility for compliance with said laws and regulations or any of the provisions of these documents.

P. PROVISIONS OF THE PROCUREMENT ORDINANCE:

The provisions of the Procurement Ordinance for the Consolidated Government of Columbus, Georgia as adopted and amended by Council shall apply to all invitations to respond to Requests for Proposals and is specifically incorporated herein by this reference. The procurement ordinance is codified on Section 2-3.03 of the Columbus Code and can be accessed through the City’s web-site at https://library.municode.com/ga/columbus/codes/code_of_ordinances.

Q. INSURANCE:

All respondents shall maintain, and if requested, show proof of insurance applicable for services described in these specifications.

R. HOLD HARMLESS AGREEMENT:

The successful respondent hereby agrees to indemnify, hold free and harmless Columbus Consolidated Government (The City), its agents, servants, employees, officers, directors and elected officials or any other person(s) against any loss or expense including attorney fees, by reason of any liability imposed by law upon the City, except in cases of the City’s sole negligence, sustained by any person(s) on account of bodily injury or property damage arising out of or in the consequence of this agreement.

S. TERMINATION OF CONTRACT:

1. Default: If the contractor refuses or fails to perform any of the provisions of this contract with such diligence as will ensure its completion within the time specified in this contract, or any extension thereof, otherwise fails to timely satisfy the contract provisions, or commits any other substantial breach of this contract, the Purchasing Division Director may notify the contractor in writing of the delay or nonperformance and if not cured within thirty (30) days or any longer time specified in writing by the Purchasing Division Director, such director may terminate the contractor’s right to proceed with the contract or such part of the contract as to which there has been delay or a failure to properly perform.

In the event of termination in whole or in part the Purchasing Division Director may procure similar supplies or services, from other sources, in a manner and upon terms deemed appropriate by the Purchasing Division Director. The contractor will continue performance of the contract to the extent it is not terminated and will be liable for excess costs incurred in procuring similar goods or services.

2. Compensation: Payment for completed supplies or services delivered and accepted by the City will be at the contract price. The City may withhold from amounts due the contractor such sums as the Purchasing Director deems to be necessary to protect the City against loss because of outstanding liens or claims of former lien holders and to reimburse the City for the excess costs incurred in https://library.municode.com/ga/columbus/codes/code_of_ordinances

RFP No. 27-0007 Plumbing & Irrigation Supplies (Annual Contract) Page 11 of 60 procuring similar goods and services.

3. Excuse for Nonperformance or Delayed Performance. Except with respect to defaults of subcontractors, the contractor shall not be in default by reason of any failure in performance of this contract in accordance with its terms (including any failure by the contractor to make progress in the prosecution of the work hereunder which endangers such performance) if the contractor has notified the Purchasing Division Director within 15 days after the cause of the delay and the failure arises out of causes such as: acts of God; acts of public enemy; acts of the City and any other governmental entity in its sovereign or contractual capacity; fires; floods; epidemics; quarantine restrictions; strikes or other labor disputes; freight embargoes; or unusually severe weather, If the failure to perform is caused by the failure of a subcontractor to perform or to make progress, and if such failure arises out of causes similar to those set forth above, the contractor shall not be deemed to be in default, unless the supplies or services to be furnished by the subcontractor was reasonably obtainable from other sources in sufficient time to permit the contractor to meet the contract requirements.

Upon request of the contractor, the Purchasing Division Director shall ascertain the facts and extent of such failure, and, if such director determines that any failure to perform was occasioned by anyone or more of the excusable causes, and that, but for the excusable cause, the contractor’s progress and performance would have met the terms of the contract, the delivery schedule shall be revised accordingly.

T. TIME FOR CONSIDERATION:

Due to the evaluation process, proposals must remain in effect for at least 180 days after date of receipt.

U. CONTRACT AWARD:

Award of this contract will be made in the best interest of the City.

After award of the contract by Columbus Council, awarded vendor will be notified to provide one identical hard copy of submitted proposal with original signatures. The awarded vendor will receive a digital copy of the executed contract.

V. REQUEST FOR EVALUATION RESULTS:

Per the City’s Procurement Ordinance, evaluation results cannot be divulged until after the award of the contract. After contract award, proponents desiring to review documents relevant to the RFP evaluation results will be afforded an opportunity by appointment only.

W. GOVERNING LAW:

The parties agree that this Agreement shall be governed by the laws of Georgia, both as to interpretations and performance.

X. FINAL CONTRACT DOCUMENTS:

It is understood that the final contract shall include the following: 1) The RFP; 2) Addenda; 3) Awarded Vendors(s) response; 4) Awarded Vendor(s) Clarifications; 5) Negotiated Components; and

6) Awarded Vendor(s) Business Requirements.

Y. PAYMENT DEDUCTIONS:

The City reserves the right to deduct, from payments to awarded vendor(s), any amount owed to the City for various fees, to include, but not limited to: False Alarm fees, Ambulance fees, Occupation License Fees, Landfill fees, etc.

Z. PAYMENT TERMS:

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The City's standard payment term is usually net 30 days, after successful receipt of goods or services.

Payment may take longer if invoice is not properly documented or not easily identifiable, goods/services are not acceptable, or invoice is in dispute.

AA. RIGHT TO PROTEST:

(1) Right of Protest. Any actual or prospective bidder offeror, or contractor who is aggrieved in connection with a solicitation or award of a contract may protest to the Purchasing Manager initially.

All protests shall be filed in the manner prescribed herein. Protests that do not comply with the following rules shall be deemed invalid and of no effect.

(2) The protest must be in writing, executed by a company officer that is authorized to execute agreements on behalf of the bidder or offeror or provided by an authorized legal representative of the protestor.

(3) A protest with respect to an invitation for Bids or Request for Proposals shall be submitted in writing no less than five (5) business days prior to the opening of bids or the closing date of proposals or qualification statements.

(4) Stay of Procurement During Protests. If there is a timely protest submitted as described above, the Purchasing Manager shall not proceed further with the solicitation or award of the contract until all administrative remedies have been exhausted or until the City Council, Mayor, or City Manager makes a determination on the record that the award of the contract without delay is necessary to protect substantial interests of the City.

NOTICE TO VENDORS

Sec. 2-3.05. - Submitting bids to Consolidated Government, etc.—By mayor or councilmembers.

Neither the mayor nor any member of the Columbus Council shall submit any bid to the consolidated government, nor shall the mayor or any member of the Columbus Council own or have a substantial pecuniary interest in any business that submits a bid to the consolidated government. (Ord. No. 92-60, 6-23-92)

Sec. 2-3.06. - Same—By members of boards, authorities, commissions.

No member of any board or authority or commission or other independent or subordinate entity of the consolidated government shall submit any bid to the consolidated government or have a substantial pecuniary interest in any business that submits a bid to the consolidated government if such bid pertains to the board or authority or commission on which such person holds such membership. (Ord. No. 92-61, 6-23-92)

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GENERAL SPECIFICATIONS

(Annual Contract)

I. SCOPE

It is the intent of the Columbus Consolidated Government to establish an annual contract with qualified vendors to provide plumbing & irrigation supplies on an “as needed basis” to be picked up or delivered to Columbus Consolidated Government.

This contract will be awarded to multiple vendors. The award recommendation will be based on vendors receiving the highest scores per the evaluation process. The City will be the judge of the factors and will recommend award accordingly. This RFP will be awarded in best interest of the City.

This contract may also be utilized by any other City agency requiring the supplies/equipment.

Vendor Requirements begin on page 18.

II. TERM OF CONTRACT

A. The initial term of the contract will be for two (2) years, with the option to renew for three (3) additional twelve-month periods. Contract renewal shall be contingent upon the mutual agreement of the City and the Contractor.

Notice of intent to renew will be given to the contractor in writing by the City Purchasing Manager, normally sixty days before the expiration date of the current contract period.

It should be noted that multi-year contracts may be continued each fiscal year only after funding appropriations and program approvals have been granted by the Council of the Consolidated Government of Columbus, Georgia. In the event that the necessary funding is not approved, then the affected multi-year contract becomes null and void, effective July 1st of the fiscal year for which such approval has been denied.

B. Termination for Convenience:

For the protection of both parties, either party giving 90 days prior notice, in writing, to the other party, may cancel this contract.

III. PRICE ADJUSTMENT CLAUSE

Contract pricing shall remain fixed for the initial two-year term of the contract. After the initial term, Contractor may request a price escalation by submitting a fully documented request (i.e., documentation from manufacturers illustrating the necessity to implement price increases). Request for price increases, without documentation, shall not be considered. Such escalation shall not exceed a five percent (5%) increase. The using department(s) and the Purchasing Manager will review the request and shall approve or disapprove the increases based on budget constraints and other price comparisons.

If for any reason the contractor has a price increase that exceeds five percent (5%), the price increase will be evaluated on a case-by-case basis. The City and the Contractor will have the option to discuss and make adjustments to the requested increase. If either party declines approval of the adjustments, the contract will be considered cancelled on the scheduled expiration date of the contract.

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IV. BRAND NAMES

It is not the intent of Columbus Consolidated Government (City) to restrict competition in any purchasing process.

Any manufacturer's names, drawings, trade names, brand names, information and/or catalog numbers used herein are for purpose of description and establishing general quality levels. Such references are not intended to be restrictive; any equivalent products of any manufacturer may be offered. Any proposal that is equivalent to or surpasses stated specifications will be considered. Determination of equivalency shall rest solely with the City.

V. INDEMNITY CLAUSE

The Contractor covenants to save, defend, hold harmless, and indemnify the City, and all of its officers, departments, agencies, agents, and employees (collectively the “City”) from and against any and all claims, losses, damages, injuries, fines, penalties, costs (including court costs and attorney’s fees), charges, liability, or exposure, however caused, resulting from, arising out of, or in any way connected with the Contractor’s intentional, negligent, or grossly negligent acts or omissions in performance or nonperformance of its work called for by the Contract Documents.

VI. INSURANCE

The vendors shall be required, at their own expense, to furnish to the City of Columbus Purchasing Division, evidence showing the insurance coverage to be in force throughout the term of the contract. Insurance requirements are listed on the attached Insurance Checklist. The limits shown are minimum limits.

Vendor shall indicate the actual limit they will provide for each insurance requirement. The bidder shall complete the Insurance Checklist and include with bid response. Certificate of Insurance is acceptable. The Insurance Checklist will indicate to the City, the bidder’s ability and agreement to provide the required insurance, in the event of contract award.

The successful candidate shall provide the required Certificates of Insurance within 10 business days after award notification. The Certificates of Insurance will name Columbus Consolidated Government as an additional insured, as well as list the applicable project or annual contract name, and/or solicitation name and number. The Certificate of Insurance will be included with the contract documents prior to signing.

VII. PROPOSAL PREPARATION AND SUBMISSION

See Appendix A for information and instructions on how to register and submit proposals through DemandStar.

A. With the exception of the E-Verify Affidavit, the form titled “Communication Concerning This

Solicitation” and the Conflict of Interest Affidavit, the City reserves the right to request any omitted information. Firms shall be notified, in writing, and shall have two (2) days, after notification, to submit the omitted information. If the omitted information is not received within two (2) days, the firm shall be deemed non-responsive, and the proposal will not receive further consideration.

B. Proposals shall be as thorough and detailed as possible so that the Columbus Consolidated Government may properly evaluate the proposer’s capabilities to provide the required services.

C. Proposals shall be prepared simply, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content.

D. Offerors shall submit the following items as a complete proposal:

Submit the information in the order listed below; include a header for each item, e.g., Section 1, Item A, Section 1, Item B, etc.

Section 1: Transmittal Letter

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The transmittal letter shall:

A. Introduce the business and include the name and email address(es) of contact person(s) during this proposal process.

B. List the complete address, telephone number and fax number for the corporate office as well as for the office/branch that will administer the contract.

C. Include a statement to the effect that the proposal is binding for at least 180 days from the proposal date. An authorized agent of the business must sign the transmittal letter.

Section 2: Cost Proposal (Form 1) Vendors must include the attached Cost Proposal.

Section 4: Communication Concerning This Solicitation (Form 2)

Complete the form titled Communication Concerning This Solicitation.

Section 5: Conflict of Interest Affidavit (Form 3) Form 3 must be signed and returned with the vendor’s proposal. Failure to include the form will automatically render vendor’s response non-responsive.

Section 6: Federal Compliance (Form 4) Complete the form titled “Federal Compliance”.

Section 7: Addenda Acknowledgement (Form 5)

Use Form 5 to acknowledge receipt for all addenda (if any). The Purchasing Division will post addenda (if any) for this project at https://www.columbusga.gov/finance/Bid- Opportunities. Vendors are responsible for periodically visiting the web page for addenda, before the due date and prior to submitting a response.

Section 8: Exceptions to RFP

A. List ANY AND ALL exceptions to the RFP specifications in this section of proposal submission. Exceptions listed in other areas of the vendor’s submission will not be considered. All exceptions will be vetted during the RFP process, and if found unacceptable, the vendor’s proposal will be rejected and no longer considered for award.

Exceptions shall be considered by the Evaluation Committee. The vendor’s proposal may not receive further consideration if exceptions are not acceptable and/or cannot be clarified to the Committee’s satisfaction. Vendors shall be notified in writing if exceptions are not acceptable. PLEASE NOTE: EXCEPTIONS TO THE RFP

GENERAL PROVISIONS WILL NOT BE CONSIDERED, AND IF SUBMITTED

WILL AUTOMATICALLY RENDER THE RESPONSE NON-RESPONSIVE.

B. VENDOR AGREEMENT/CONTRACT FORM: Exceptions also include the terms of any contract or other agreements which the vendor or any subcontractors will require to be executed by the City.

C. If there are no exceptions, vendor must include a statement for this Section stating the following: No Exceptions.

Section 9: Qualifications and Experience A. Address in detail the firm’s ability and experience to provide plumbing and irrigation supplies as outlined under Vendor Requirements on page 18.

https://www.columbusga.gov/finance/Bid-Opportunities

RFP No. 27-0007 Plumbing & Irrigation Supplies (Annual Contract) Page 16 of 60

Section 10: Client Work History (Form 6) Complete (Form 6); Provide at least three (3) clients for whom similar services have been provided within the last five (5) years.

Section 11: Service Plan A. Provide a written narrative that demonstrates the method of manner in which the offeror proposes to satisfy the requirements described herein.

Section 12: Contract Signature Page Complete Form 7. City officials will sign the copies after Columbus Council approves the contract award with the successful firm (see note below). Per the General Provisions, Page 11, Item X, the final contract shall include the following: 1) The RFP; 2) Addenda; 3) Awarded Vendor(s) response; 4) Awarded Vendor(s) Clarifications; 5) Negotiated Components; and 6) Awarded Vendor(s) Business Requirements.

Please note: After award of the contract by Columbus Council, awarded vendor will be notified to provide one identical hard copy of submitted proposal with original signatures.

The awarded vendor will receive a digital copy of the executed contract.

Section 13: Proof of Insurance Provide Insurance Checklist (Form 8) or Certificate of Insurance.

Section 14: Business License (Occupation License)

Provide a current copy of the Business License (Occupation License) that is required to conduct business at your location.

If awarded the contract, the successful vendor must obtain a business license from the City of Columbus. However, if the business is located in Georgia and has proof of being properly licensed by a municipality in Georgia, and paid applicable occupation taxes in that city, the contractor will not be required to pay occupation taxes in Columbus, Georgia.

If you have questions regarding this requirement, please contact the Revenue Division at 706- 225-3780.

Section 15: Form W-9, Request for Taxpayer Identification Number and Certification

Complete and return Page 1 of the Form W-9, which is available at https://www.irs.gov/pub/irs-pdf/fw9.pdf

VII. EVALUATION OF PROPOSALS

A. Proposal Evaluation Timeline

All proposals must be reviewed and scored by an evaluation committee. The evaluation process normally takes approximately 3 months before a recommendation is provided to Columbus Council for review. The evaluation process may take longer if the required services or products are complex in nature, if negotiations are required, if presentations are required, if demonstrations are required, if site visits are required, etc. If the Purchasing Division determines the evaluation process may exceed the specified Time for Consideration period, the Purchasing Division may request respondents to extend the Time for Consideration period.

During the evaluation process, the Purchasing Division will notify respondents, via email, if clarification or additional information is required regarding proposals.

RFP No. 27-0007 Plumbing & Irrigation Supplies (Annual Contract) Page 17 of 60

B. Each submittal will be evaluated to determine the ability of each offeror to provide the required services. The following weighted criteria will be used to evaluate proposals:

Each of the above criteria (A-D) will be given a rating by each voting member of the Evaluation Committee. The ratings are as follows:

Description Value

Poor = Is not qualified. 20 Points

Marginal = Is minimally qualified but one or more area is lacking in some essential aspect.

Points

Adequate = Is qualified and is generally capable of achieving the objectives of this

RFP.

Points

Good = Is more than qualified and exceeds in some areas. 80 Points

Excellent = Is fully qualified and exceeds in several or more areas. 100 Points

After the review and rating of proposal (s) by the evaluation committee, individual scores will be averaged and ranked. Offerors will be ranked in descending order of numerical predominance.

Criteria Weight A. Qualifications and Experience 45% B. Service Plan 35% C. Client Work History 15% D. Cost Proposal (subject to negotiations) 5%

Total 100%

RFP No. 27-0007 Plumbing & Irrigation Supplies (Annual Contract) Page 18 of 60

VENDOR REQUIREMENTS

PLUMBING & IRRIGATION SUPPLIES (Annual Contract)

RFP 27-0007

1. Time is a vital consideration in the availability of these goods. Items in stock shall be available for immediate pick up by an authorized City employee. Vendor shall have a business located within Muscogee County, Georgia, and provide personnel on-site to accommodate walk-in/pick-up purchases.

2. Goods may be picked up for the City by a designated employee at the Vendor's place of business, and this employee must sign a legible and complete delivery receipt for all goods sold to the City.

A copy of this receipt indicating the actual purchase price of goods requested shall be given to the employee at the time of purchase. The vendor shall not otherwise release goods for or to the City.

3. The Vendor will release goods only to a City employee that has been identified by the Facilities

Maintenance Division as being authorized to accept the goods. If a so identified employee picks up or accepts delivery of goods for the City, and signs the delivery receipts, this shall be considered an authorized purchase. It is the Vendor's responsibility to ensure that goods are released only to an authorized City employee.

4. The Vendor may deliver goods to the City. If so, the Vendor must require a City employee to sign a delivery receipt before leaving the goods and must leave a legible copy indicating actual purchase with employee.

5. The Vendor will provide the City an invoice for all purchases. The invoice will be itemized and a legible copy of the signed delivery receipt will support each charge. Invoices should reflect the vendor’s part number along with the corresponding bid item number to accurately account for all bid price items. The City will make payment on these supported charges within thirty (30) days.

The City reserves the right to refuse payment on, and accepts no liability for, any unsupported charges or for any purchases found to be unauthorized by the City. The City reserves the right to refuse payment in whole or in part, on any item that is immediately defective, becomes defective in an abnormal length of time, fails to perform as represented, is of inferior quality or for any other reason is unfit for its intended use, or has been shipped in error by the Vendor.

6. The City will pay no restocking fees.

7. The City will pay no shipping charges.

8. The City reserves the right to utilize any existing delivery service normally provided by the vendor at no extra charge.

9. Any warranties or guarantees normally offered on these goods shall be applicable to this contract.

10. The City will pay no sales taxes on any purchase(s).

11. EMERGENCY PURCHASE: The City reserves the right to make emergency purchases from other sources, should the Contractor(s) be unable to furnish the required item/service within the required time frame.

12. *80% OF PLUMBING SUPPLIES, LISTED IN SECTION I OF THE ATTACHED BID FORM, MUST BE

KEPT IN STOCK.

RFP No. 27-0007 Plumbing & Irrigation Supplies (Annual Contract) Page 19 of 60

FORM 1

COST PROPOSAL

RFP N0. 27-0007

PLUMBING & IRRIGATION SUPPLIES (ANNUAL CONTRACT)

All shipping, delivery, and/or freight charges must be included in the unit cost. The Columbus Consolidated Government will pay no additional shipping, delivery, freight charges and/or any additional add-on fees.

After bids have been opened, vendors will be notified, in writing, to provide an Excel file of the pricing. The Excel file shall match the pricing as submitted in vendor’s bid response. The file is available: https://columbusga.gov/finance/bid-opportunities

SECTION I - PLUMBING SUPPLIES

Vendor’s Name:

ITEM

DESCRIPTION

EST.

QTY

BRAND

NAME

UNIT

PRICE

EXTENDED

PRICE

1. FLAPPER TANK BALL – COAST BLUE 60

2. TRIPLE SEAL TANK BALL #B-251 60

3. SLOAN SLUSH VALVE #110 60

4. SLOAN ROYAL REPAIR KIT A 156 AA 60

5. MANSFIELD 3” FLAPPER 630-0207 60

6. 1½" SLIP JOINT WASHERS 40

7. 1½" PVC P-TRAP 40

8. 1½" PVC INLET AND OUTLET WASTE

(Not standard P-Trap. Water enters left or right, not in center). 40

9. 1½" P TRAP - BRASS 40

10. 1½" CLOSET SPUD 50

RFP No. 27-0007 Plumbing & Irrigation Supplies (Annual Contract) Page 20 of 60

ITEM

DESCRIPTION

EST.

QTY

BRAND

NAME

UNIT

PRICE

EXTENDED

11. 1¼" CLOSET SPUD 50

12. 1¼" SLIP JOINT WASHER 60

DRESSER COUPLINGS - GALV.:

13. ½" GALV 6" LONG 20

14. 3/4" GALV 6" LONG 20

15. 1" GALV 6" LONG 30

16. 1¼" GALV 6" LONG 30

17. 1½" GALV 6" LONG 20

18. 2" GALV 6" LONG 30

APOLLO GATE VALVES

19. ½" IPS 15

20. ½" SWT 15

21. 3/4" IPS 15

22. 3/4" SWT 15

23. 1" IPS 20

24. 1" SWT 15

25. 1¼" IPS 15

RFP No. 27-0007 Plumbing & Irrigation Supplies (Annual Contract) Page 21 of 60

ITEM

DESCRIPTION

EST.

QTY

BRAND

NAME

UNIT

PRICE

EXTENDED

26. 1¼" SWT 15

27. 1½" IPS 15

28. 1½" SWT 15

29. 2" IPS 15

30. 2" SWT 15

APOLLO BALL VALVES

31. ½" SWT 15

32. 3/4" SWT 15

33. 1" SWT 15

34. 1¼" SWT 15

35. 1½" SWT 15

36. 2" SWT 15

37. WATER RISER LAVATORY PLASTIC - 20" 30

38. WATER RISER LAVATORY; PLASTIC - 30" 30

39. WATER RISER LAVATORY; CHROME - 12" 30

SUPPLIES

40. WATER RISER CLOSET PLASTIC - 12" 30

RFP No. 27-0007 Plumbing & Irrigation Supplies (Annual Contract) Page 22 of 60

ITEM

DESCRIPTION

EST.

QTY

BRAND

NAME

UNIT

PRICE

EXTENDED

41. WATER RISER CLOSET PLASTIC - 20" 30

42. WATER RISER CLOSET CHROME - 12" 30

43. WATER RISER CLOSET CHROME - 20" 30

44. 3/8" COMPRESSION RING NUT 50

45. 3/8" COMPRESSION RING FERREL 50

46. 3/8" PLASTIC FERREL 50

47. BALL COCK FLUID MASTER PRO 45 30

48. BALL COCK #1B1 COAST 30

49. FLUSH VALVE #210 MANSFIELD 30

50. FLUSH VALVE #211 MANSFIELD 30

51. 1¼" BRASS P TRAPS 17 GAUGE 30

52. PVC GLUE QUARTS # OATEY 31105 30

53. PVC CLEANER QUARTS # OATEY 30805 20

54. PIPE DOPE - # RECTORSEAL 25431 10

55. TOILET HANDLE JONES #T01-005 10

56. 1½" CHROME TAIL PIECE EXTENSION SLIP JOINT JONES

#P38-062 20

57. 1¼" CHROME TAIL PIECE EXTENSION SLIP JOINT

#JONES P38-162 20

RFP No. 27-0007 Plumbing & Irrigation Supplies (Annual Contract) Page 23 of 60

ITEM

DESCRIPTION

EST.

QTY

BRAND

NAME

UNIT

PRICE

EXTENDED

PRICE

58. PLUMBERS PUTTY LB. CONTAINER #BS 5# OATEY

#31174 10

CLOSET COMBINATION:

59. WAX SEALS OATEY #90243 20

60. 12" ROUGH CLOSET ROUND FRONT

MANSFIELD # 130-173 20

61. 12" ROUGH CLOSET COMB. ELONGATED HANDICAP

CLOSET MANSFIELD #137-173 20

62. CLOSET BOLTS NUTS - WASHER KIT #CB-108 30

63. CLOSET SEAT ELONGATED W/ LID BEMIS #1500 20

64. CLOSET SEAT ELONGATED W/OUT LID BEMIS #1955C 20

65. CLOSET SEAT ROUND FRONT W/ LID - BEMIS #500 20

66. CLOSET SEAT ROUND FRONT W/OUT LID - BEMIS #955C 20

FAUCETS AMERICAN MADE:

67. FAUCET WITH HOSE SPRAYER 8" PEERLESS #P115 20

68. FAUCET WITHOUT HOSE SPRAYER 8" PEERLESS #110LF 10

69. FAUCET 8" CENTER - LAVATORY;

PEERLESS #P299196LF 10

70. FAUCET WALL MOUNT – PEERLESS #110LF 10

71. FAUCET WITH POP UP FOR LAVATORY PEERLESS

#P136LF-M 10

72. FAUCET WITHOUT POP UP LAVATORY

PEERLESS #P138LF-M 10

RFP No. 27-0007 Plumbing & Irrigation Supplies (Annual Contract) Page 24 of 60

ITEM

DESCRIPTION

EST.

QTY

BRAND

NAME

UNIT

PRICE

EXTENDED

73. 1¼" P.O. PLUG #R-203 10

74. 1¼ GRID STRAINER; GERBER #43-970 10

75. LEAD FREE SOLDER; 1 LB ROLLS 10

76. LA-CO FLUX 4 OZ. 10

FAUCETS:

77. ½" HOSE BIBB 10

78. 3/4" HOSE BIBB 10

79. 1" HOSE BIBB

80. ½" SILLCOCK SWEATS 15

81. 3/4" SILLCOCK SWEATS 15

82. ½" SILLCOCK I.P.S. 15

83. 3/4" SILLCOCK I.P.S. 15

84. 3/4” RELIEF VALVE 40XL #0156731 10

85. 1" RELIEF VALVE 40XL #0163725 10

86. ½" x ½" ANGLE STOCK SWEAT -BRASS CRAFT #R39 10

87. ½" x 3/8" ANGLE STOCK SWEAT - BRASS CRAFT #R-19 10

88. ½" x 3/8" ANGLE STOCK; I.P. - BRASS CRAFT #R-17 10

RFP No. 27-0007 Plumbing & Irrigation Supplies (Annual Contract) Page 25 of 60

ITEM

DESCRIPTION

EST.

QTY

BRAND

NAME

UNIT

PRICE

EXTENDED

PRICE

89. ½" x 3/8" STRAIGHT STOCK SWEAT -

BRASS CRAFT #R-14 10

90. ½" x 3/8" STRAIGHT STOCK I.P. BRASS CRAFT #R-12 10

91. T&S B-0107 SPRAY VALVE 10

92. T&S B-3940 WASTE DRAIN 10

93.

STRAINER BASKET FOR KITCHEN SINK - SANITARY

DASH #TT-461

94. HEATING ELEMENTS FOR WATER HEATERS

– 4500 WATT 5

95.

HEATING ELEMENTS FOR WATER HEATERS

– 6000 WATT

96. VACUUM BREAKERS – WATTS LF8BI 20

CHICAGO FAUCETS:

97. STEMS – DELTA RP50587 10

98. STEMS – MOEN 1225 10

99. SINK STEMS FOR GERBER FAUCETS - H-98-

688 10

100. SINK STEMS FOR GERBER FAUCETS - C-98-

689 10

101. SINK STEMS FOR DELTA FAUCETS - #RP1740 10

102. STEM FOR KOHLER; COLD #11-0975C 10

103. STEM FOR KOHLER; HOT #11-0975H 10

RFP No. 27-0007 Plumbing & Irrigation Supplies (Annual Contract) Page 26 of 60

ITEM

DESCRIPTION

EST.

QTY

BRAND

NAME

UNIT

PRICE

EXTENDED

104. STEM FOR AMERICAN STANDARD; COLD #11-4110C 10

105. STEM FOR AMERICAN STANDARD; HOT #11-4110H 10

BUBBLERS

106. BRASS BUBBLER, #EBCO 30774-016 5

107. JONES BUBBLER #B45-216 5

108. TEFLON TAPE 3/4" 5

109. TEFLON TAPE, 1/2" 5

110. TEFLON DOPE 16 oz. LACO 5LIC-Tite 5

111. MULTI-PURPOSE GLUE OATEY #30847 5

112. FAST SET EPOXIE JONES P40-004 5

113. PVC SAW BLADE LENOX 20981-HSB 5

114. 1 ½” PVC DOUBLE TAILPIECE 5

115. 1 ½” PVC DOUBLE EXT 5

116. METER BOX 10” – JONES M06-001 5

117. METER BOX JUMBO – JONES M15-001 5

118. REPAIR KITS FOR SINGLE HANDLE DELTA –

#RP3614 10

119.

FAUCET KITCHEN SINK & LAVATORY BALL

- #RP70

RFP No. 27-0007 Plumbing & Irrigation Supplies (Annual Contract) Page 27 of 60

ITEM

DESCRIPTION

EST.

QTY

BRAND

NAME

UNIT

PRICE

EXTENDED

PRICE

120. WALL HUNG CHINA LAVATORY WITH 4"

CENTER - #19x17 5

121. SELF RIMMING ROUND LAVATORY – 19”

ROUND 5

AMERICAN GAS PIPE AND FITTINGS:

122. 1/2” PIPE - PER HUNDRED FEET DOMESTIC 500'

123. 3/4" PIPE - PER HUNDRED FEET DOMESTIC 500'

124.