Maintenance & Repair Pond Pump and Irrigation Systems

The City of Austin, Texas is soliciting competitive proposals for maintenance and repair services of pond pump and irrigation systems serving the city's sixty-seven water quality and retention/irrigation ponds. This Request for Proposals (RFP 5000 BYS3046) seeks a contractor to provide routine maintenance services, ad hoc repair services, and replacement parts for hardware utilized across the City's re-irrigation water quality ponds and landscape irrigation systems located within Austin city limits and the Extra Territorial Jurisdiction. Key deliverables include a minimum of four annual maintenance visits per retention irrigation pond (two regular maintenance visits and two post-rain event inspections defined as minimum 0.5 inches of rain over twelve hours), with the exception of eight Austin Aviation ponds requiring only one annual visit; 115 scheduled maintenance visits annually; 102 post-rain event visits across 45 ponds; 400 hours of labor for standard pond repairs; 40 hours of emergency on-site response services with a two-hour response requirement; and seven final acceptance inspections for new ponds. The contractor must complete a kickoff meeting within ten business days of award, submit maintenance schedules for City approval, and provide site visit documentation within seven business days of each visit. Required qualifications include a minimum of five continuous years of full-time experience in similar work scope, an irrigation service provider license, confined space and fall protection training, knowledge of City of Austin Environmental Criteria Manual requirements, access to an electronic/hydraulic truck-mounted crane or winch system, and retention of a licensed electrician. The contract term is twenty-four months with options to extend for up to three additional twelve-month periods at the City's discretion. Proposals are due electronically by Thursday, March 26, 2026, before 2:00 PM Central Daylight Time, with a non-mandatory pre-offer conference scheduled for March 4, 2026, at 11:00 AM Central Daylight Time via Microsoft Teams, and written questions due by Friday, March 6, 2026, at 5:00 PM Central Daylight Time. Evaluation will be based on six weighted criteria: Project Concept and Strategy (30 points), Experience and References (20 points), Personnel Qualifications and Structure (10 points), Price Proposal (20 points), Local Business Preference (up to 10 points), and Small Business Preference (up to 10 points), for a total of up to 100 points.

The City of Austin's procurement is subject to the Living Wage Program requiring a minimum of $22.05 per hour for all employees directly assigned to the contract, Wage Theft compliance training, and Minority/Women Business Enterprise (M/WBE) Program requirements if applicable. Bidders must certify compliance with numerous City ordinances and state laws, including non-debarment status, non-collusion agreements, ethics compliance under Texas Local Government Code Chapter 176, LGBTQ+ conversion therapy prohibitions, Israel boycott restrictions, cybersecurity and foreign ownership prohibitions under the Lone Star Infrastructure Protection Act, firearm entity non-discrimination requirements, and energy company boycott prohibitions. Local business preference eligibility is available for firms within the Austin-Round Round Rock-San Marcos Metropolitan Statistical Area, and small business certification status is evaluated as a preference factor. The pricing submittal must include all-inclusive costs without alterations or exceptions covering administrative fees, overhead, per diem, and shipping or transportation costs to the Austin, Texas area, with a fixed percentage markup for non-specified parts not to exceed 25 percent and an estimated annual spending need of $5,000 for materials. No incumbent contractor is identified in the solicitation documents, and the City reserves the right to award a single contract based on overall low cost or multiple awards based on individual line items, categories, or any criteria deemed most advantageous. All quoted prices must account for contractor-provided tools, labor, travel, and equipment necessary to perform required services, with Original Equipment Manufacturer (OEM) parts required and a minimum one-year warranty on labor mandatory.