RFP No. 27-0010 On-Call Irrigation Installation and Maintenance Services (Annual Contract) Page 1 of 47

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 11, 2026

REQUEST FOR BIDS

RFP No: 27-0010

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

ON-CALL IRRIGATION

INSTALLATION AND MAINTENANCE SERVICES

(ANNUAL CONTRACT)

GENERAL SCOPE

It is the intent of the Columbus Consolidated Government (City) to establish an annual contract with a Primary and a Secondary contractor to provide all labor, equipment and materials to install/troubleshoot irrigation systems for on-call installation and maintenance services during normal business hours and after hours on an “as needed basis”, throughout the City.

The contract term will be for two (2) years with the option to renew for three

(3) additional twelve-month periods.

DUE DATE

September 30, 2026 - 5:00 PM (EASTERN)

SUBMISSION

REQUIREMENTS

See Appendix A (page 32) for information and instructions on how to register and submit a proposal through OpenBids.

ADDENDA

IMPORTANT INFORMATION

Any and all addenda will be posted on the Purchasing Division’s web page, at https://www.columbusga.gov/finance/purchasing/docs/opportunities/Bid_Opportu nities.htm. 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://www.columbusga.gov/finance/purchasing/docs/opportunities/Bid_Opportunities.htm https://www.columbusga.gov/finance/purchasing/docs/opportunities/Bid_Opportunities.htm

RFP No. 27-0010 On-Call Irrigation Installation and Maintenance Services (Annual Contract) Page 2 of 47

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 mailto:procurementhelp@doas.ga.gov

RFP No. 27-0010 On-Call Irrigation Installation and Maintenance Services (Annual Contract) Page 3 of 47

STATEMENT OF "NO PROPOSAL SUBMISSION"

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

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

We, the undersigned decline to submit a proposal for RFP No. 27-0010 for On-Call Irrigation Installation and Maintenance Services (Annual Contract) for the following reason(s):

___Specifications too "tight", i.e., geared toward one brand or manufacturer only (explain below) ___There is insufficient time to respond to the Invitation for Bids.

___We do not offer this product 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. 27-0010 On-Call Irrigation Installation and Maintenance Services (Annual Contract) Page 4 of 47

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 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.

https://library.municode.com/ga/columbus/codes/code_of_ordinances?nodeId=PTICH_ARTIIILEBR_CH1THCO_S3-104POCO

RFP No. 27-0010 On-Call Irrigation Installation and Maintenance Services (Annual Contract) Page 5 of 47

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. 27-0010 On-Call Irrigation Installation and Maintenance Services (Annual Contract) Page 6 of 47

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.

RFP No. 27-0010 On-Call Irrigation Installation and Maintenance Services (Annual Contract) Page 7 of 47

QUESTION/CLARIFICATION FORM

DATE:

TO: Ryky Decembre, Buyer

Email: bidopportunities@columbusga.org

RE: RFP No. 27-0010; On-Call Irrigation Installation and Maintenance Services (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

RFP No. 27-0010 On-Call Irrigation Installation and Maintenance Services (Annual Contract) Page 8 of 47

COLUMBUS CONSOLIDATED GOVERNMENT

GENERAL PROVISIONS FOR REQUEST FOR PROPOSALS

ON-CALL IRRIGATION INSTALLATION AND MAINTENANACE SERVICES

(ANNUAL CONTRACT); RFP No. 27-0010

It is the intent of the Columbus Consolidated Government (City) to establish an annual contract with a Primary and a Secondary contractor to provide all labor, equipment and materials for on-call irrigation installation and maintenance services during normal business hours and after hours on an “as needed basis”, for Columbus Consolidated Government.

This contract may also be utilized by any other City agency requiring the services. If so, cost will be negotiated at the time the services are required.

The City reserves the right to bid any project separately if deemed to be in the best interest of the City.

The City reserves the right to waive any informality in any proposal, and to reject any or all bids. The City also reserves the right not to enter into any contract as a result of this request for proposal.

A. PROPOSAL SUBMITTAL DATE:

PROPOSALS ARE DUE: September 30, 2026, NO LATER THAN 5:00 PM (EASTERN).

Submit one electronic response via OpenBids.

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.

RFP No. 27-0010 On-Call Irrigation Installation and Maintenance Services (Annual Contract) Page 9 of 47

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 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.

RFP No. 27-0010 On-Call Irrigation Installation and Maintenance Services (Annual Contract) Page 10 of 47

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:

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 https://library.municode.com/ga/columbus/codes/code_of_ordinances

RFP No. 27-0010 On-Call Irrigation Installation and Maintenance Services (Annual Contract) Page 11 of 47 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 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

RFP No. 27-0010 On-Call Irrigation Installation and Maintenance Services (Annual Contract) Page 12 of 47 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:

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)

RFP No. 27-0010 On-Call Irrigation Installation and Maintenance Services (Annual Contract) Page 13 of 47

GENERAL SPECIFICATIONS

ON-CALL IRRIGATION INSTALLATION AND MAINTENANCE SERVICES

(Annual Contract) – RFP No. 27-0009

I. SCOPE

It is the intent of the Columbus Consolidated Government (the City) to establish an annual contract with a primary and a secondary contract to provide all labor, equipment and materials for on-call irrigation installation and maintenance services during normal business hours and after hours on an “as needed basis” for Columbus Consolidated Government.

This contract will be awarded to a Primary Contractor and a Secondary Contractor. The Primary and Secondary Contractors will be selected based on the two highest ranked vendors, who best meet the specifications. The City will be the judge of the factors and will make the award accordingly. The Primary Contractor will be contacted first. If the Primary Contractor is unable to provide the required services, then the City will contact the Secondary Contractor to render the needed services.

This contract may also be utilized by any other City agency requiring the services. If so, cost will be negotiated at the time the services are required.

The City reserves the right to bid any project separately if deemed to be in the best interest of the City.

The City reserves the right to waive any informality in any proposal, and to reject any or all proposals. The City also reserves the right not to enter into any contract as a result of this request for proposal.

Technical Specifications begin on page 19.

II. TERM OF CONTRACT

A. The initial term of the contract will be for two years, with the option to renew for three 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

RFP No. 27-0010 On-Call Irrigation Installation and Maintenance Services (Annual Contract) Page 14 of 47 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.

IV. 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.

V. 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.

VI. E-VERIFY AFFIDAVIT

Pursuant to O.C.G.A. § 13-10-91, a public employer shall not enter into a contract for the performance of services unless the contractor registers and participates in the federal work authorization program. If a supplier is providing services under a contract with a total compensation amount of $2,500 or greater, (even if such services will be performed outside of the State of Georgia), Columbus Consolidated Government requires a notarized affidavit from the supplier attesting to the following:

(A) The affiant has registered with, is authorized to use, and uses the federal work authorization program;

(B) The user identification number and date of authorization for the affiant;

(C) The affiant will continue to use the federal work authorization program throughout the contract period; and,

(D) The affiant will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the same information required by subparagraphs (A), (B), and (C) of this paragraph.

Additional information regarding the State’s E-Verify requirements can be found at: https://www.e-verify.gov.

A completed, notarized E-Verify Affidavit must be included with sealed proposal; failure to do so will render the firm’s or individual’s proposal non-responsive and ineligible for award consideration.

https://www.e-verify.gov/

RFP No. 27-0010 On-Call Irrigation Installation and Maintenance Services (Annual Contract) Page 15 of 47

VII. PROPOSAL PREPARATION AND SUBMISSION

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

A. Firms shall include the information listed below with submission. Submissions will be deemed incomplete/non-responsive if the following required documents are not included, as prescribed within the specifications: E-Verify Affidavit, Conflict of Interest Affidavit, and Communication Concerning This Solicitation form. However, the City reserves the right to request any other omitted information.

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

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: E-Verify Affidavit (Form 1)

A properly completed, notarized E-Verify Affidavit must be included with proposal;

failure to do so will render the firm’s proposal non-responsive and ineligible for further consideration. Additional information regarding the State’s E-Verify requirements can be found at: https://www.e-verify.gov.

Section 3: Communication Concerning This Solicitation (Form 2)

Complete the form titled Communication Concerning This Solicitation.

Section 4: Addenda Acknowledgement (Form 3) Use Form 3 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 5: Federal Compliance (Form 4)

Complete the form titled “Federal Compliance”.

Section 6: Conflict of Interest Affidavit (Form 5) https://www.e-verify.gov/ https://www.columbusga.gov/finance/Bid-Opportunities https://www.columbusga.gov/finance/Bid-Opportunities

RFP No. 27-0010 On-Call Irrigation Installation and Maintenance Services (Annual Contract) Page 16 of 47

(Form 5) must be signed and returned with the vendor’s proposal. Failure to include the form will automatically render vendor’s response non-responsive.

Section 7: 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 8: Statement of Qualifications

Complete (Form 6). to allow the City to determine whether the vendor is qualified to perform the work specified

Section 9: Service Plan A. Provide a written narrative, which demonstrates the method, or manner in which the offeror proposes to satisfy the requirements of this Request for Proposal per the Technical Specifications listed on Page 19.

Section 10: Client Work History (Form 7)

Complete (Form 7); provide at least five (5) clients for which similar services have been provided within the last five (5) years. Include entity name, contact name, address, e-mail address, phone number, and date of work completion.

Section 11: Cost Proposal Complete (Form 8). If additional cost is relative to providing these services, please delineate the cost in detail separately.

Section 12: Contract Signature Page (Form 9)

Complete (Form 9). 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 10) or Certificate of Insurance.

RFP No. 27-0010 On-Call Irrigation Installation and Maintenance Services (Annual Contract) Page 17 of 47

Section 14: Form W-9, Request for Taxpayer Identification Number and Certification

Complete and return Page 1 of the Form W-9 (Rev March 2024), which is available at https://www.irs.gov/pub/irs-pdf/fw9.pdf

Section 15: 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.

VIII. 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.

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. 40 Points

Adequate = Is qualified and is generally capable of achieving the objectives of this RFP. 60 Points

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. 27-0010 On-Call Irrigation Installation and Maintenance Services (Annual Contract) Page 18 of 47

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.

RFP No. 27-0010 On-Call Irrigation Installation and Maintenance Services (Annual Contract) Page 19 of 47

TECHNICAL SPECIFICATIONS

ON- CALL IRRIGATION INSTALLATION AND MAINTENANCE SERVICES

(ANNUAL CONTRACT); RFP NO. 27-0010

I. SCOPE

It is the intent of the Columbus Consolidated Government (the City) to establish an annual contract with a primary and a secondary contract to provide all labor, equipment and materials for on-call irrigation installation and maintenance services during normal business hours and after hours on an “as needed basis” for Columbus Consolidated Government.

This contract will be awarded to a Primary Contractor and a Secondary Contractor. The Primary and Secondary Contractors will be selected based on the two highest ranked vendors, who best meet the specifications. The City will be the judge of the factors and will make the award accordingly. The Primary Contractor will be contacted first. If the Primary Contractor is unable to provide the required services, then the City will contact the Secondary Contractor to render the needed services.

This contract may also be utilized by any other City agency requiring the services. If so, cost will be negotiated at the time the services are required.

The City reserves the right to bid any project separately if deemed to be in the best interest of the City.

The City reserves the right to waive any informality in any proposal, and to reject any or all proposals. The City also reserves the right not to enter into any contract as a result of this request for proposal.

II. VENDOR REQUIREMENTS

Vendor shall provide the following services:

A. 24/7 availability for irrigation line breaks, flooding, or malfunctioning systems.

B. Prompt response to mitigate water damage or safety hazards.

C. Temporary shutoff and system isolation if needed.

D. Troubleshooting and repair of broken or leaking sprinkler heads, valves, pipes, and timers.

E. Wiring and solenoid repairs for electrically controlled zones.

F. Spring start-up: system inspection, flushing, zone testing, and controller programming.

G. Winterization: system shut-off, draining, and air-blowout to prevent freeze damage.

H. Inspection of spray patterns and coverage to ensure efficiency.

I. Installation of new irrigation systems or zone expansions.

J. Relocation of heads or lines for landscape or construction changes.

K. Integration of rain sensors, moisture sensors, or smart controllers.

L. Adjustments to watering schedules based on City conservation guidelines.

RFP No. 27-0010 On-Call Irrigation Installation and Maintenance Services (Annual Contract) Page 20 of 47

M. Programming, troubleshooting, and replacing irrigation controllers.

N. Integration with weather monitoring or smart irrigation platforms.

O. Wi-Fi or app-based controller setup and support (if specified)

III. VENDOR QUALIFICATIONS

Vendors shall complete “Statement of Qualifications” (Form 6), to allow the City to determine whether the vendor is qualified to perform the work specified.

RFP No. 27-0010 On-Call Irrigation Installation and Maintenance Services (Annual Contract) Page 21 of 47

FORM 1

E-VERIFY AFFIDAVIT

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of Columbus Consolidated Government has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Company ID Number (numerical, 4-7 digits) Date of Authorization **See www.everify.gov to access your E-Verify Company Identification Number.

Name and Address of Contractor

On-Call Irrigation Installation and Maintenance Services (Annual Contract) – RFP No. 27-0010 Name of Project

Columbus Consolidated Government Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on , ___, 20 __ in (city), ______ (state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

Subscribed and sworn before me on this the day of , 20 .

NOTARY PUBLIC

My Commission Expires:

A properly completed, stamped/notarized E-Verify Affidavit must be included with the proposal;

failure to do so will render the firm’s proposal non-responsive and ineligible for further consideration.

Affix Stamp/Seal http://www.everify.gov/

RFP No. 27-0010 On-Call Irrigation Installation and Maintenance Services (Annual Contract) Page 22 of 47

FORM 2

COMMUNICATION CONCERNING THIS SOLICITATION

THIS PAGE MUST BE SIGNED AND RETURNED WITH THE VENDOR’S

BID/PROPOSAL. FAILURE TO INCLUDE THIS FORM WILL

AUTOMATICALLY RENDER VENDOR’S RESPONSE NON-RESPONSIVE.

ALL QUESTIONS OR CLARIFICATIONS CONCERNING THIS SOLICITATION…