RFP for Irrigation Pump Repair and Maintenance Services

Location: Colorado
Posted: Nov 13, 2024
Due: Dec 18, 2024
Agency: City of Denver
Type of Government: State & Local
Category:
  • J - Maintenance, Repair, and Rebuilding of Equipment
Publication URL: To access bid details, please log in.
RFP for Irrigation Pump Repair and Maintenance Services

Closing date December 18, 2024, 12:00 PM

  • Reference number 202476364
  • Status Open
  • Summary Denver Parks and Recreation seeks to establish a group of qualified contractors to provide irrigation services throughout the city at parks and golf courses.

The Department of Parks and Recreation (“DPR”) has identified a need for irrigation pump repair and maintenance services and seeks to establish a group of qualified contractors (“Contractor”) to provide these services throughout the city of Denver parks and golf courses. DPR parks has an inventory of approximately 60 pump stations. The City anticipates awarding multiple contracts with a maximum compensation amount of $450,000 each over a 3-5 year term.

Download the Request for Proposal (PDF, 442KB)

PROPOSAL DEADLINE: December 18 at 12:00pm

Proposals will ONLY be accepted electronically via BidNet (solicitation number 202476364)

Contact details
Important Dates

RFP Issued & Advertised
Tue November 12, 2024

Pre-Proposal Meeting
Thurs. November 21, 2024 at 9:00 a.m.

Deadline to Submit Questions
Mon November 25, 2024 at 12:00 p.m.

Questions & Answers Uploaded to BidNet
Fri December 6, 2024

Proposals Due
Wed December 18, 2024 at 12:00 p.m.

Contract Execution
March 2025

Attachment Preview

REQUEST FOR PROPOSALS
FOR
Irrigation Pump
Repair and Maintenance Services
Department of Parks and Recreation
November 12, 2024
RFP 2024: Irrigation Pump Repair and Maintenance Services
Page 1 of 22
REQUEST FOR PROPOSALS
Irrigation Pump Repair and Maintenance Services
TABLE OF CONTENTS
Table of Contents
Notice of Availability of Requests for Proposals/Summary of RFP
Request for Proposals
SECTION 1 – Invitation to Submit a Proposal
SECTION 2 – Scope of Work
SECTION 3 – Proposal Submittal Requirements
SECTION 4 – General Requirements
SECTION 5 – Selection Process
Page 2
Page 3
Page 4
Pages 5-6
Pages 6-7
Pages 7-9
Pages 9-11
Attached Documents
Attachment 1 – Proposer Responses Form
Attachment 2 – Schedule of Billing Rates
Attachment 3 – Irrigation Pump Inventory (Parks & Golf)
Attachment 4 – Contract Certification Form
Attachment 5 – Diversity & Inclusiveness in City Solicitations Info Request Form Link
Attachment 6 – Sample Contract (Example Only)
Attachment 7 – Prevailing Wages
Attachment 8 – Proposer’s Checklist
RFP 2024: Irrigation Pump Repair and Maintenance Services
Page 2 of 22
DEPARTMENT OF PARKS AND RECREATION
CITY AND COUNTY OF DENVER
REQUEST FOR PROPOSALS FOR IRRIGATION PUMP REPAIR AND MAINTENANCE
SERVICES
Notice of Availability of Requests for Proposals
IT SHALL BE CONCLUSIVELY PRESUMED THAT THE PROPOSER DID, BEFORE SUBMITTING A
PROPOSAL, CLOSELY REVIEW THE RFP, ALL EXHIBITS AND ATTACHMENTS, AND OTHER
ITEMS RELEVANT TO THE RFP.
RESPONSES DUE:
Proposals must be submitted electronically through BidNet®; see Section 3 for details.
Responses must be received no later than:
12:00 P.M. MT, December 18, 2024
SUMMARY OF REQUEST FOR PROPOSALS
GENERAL DESCRIPTION: The City and County of Denver Department of Parks and
Recreation is requesting proposals for irrigation pump repair and maintenance services for
approximately 60 pump stations throughout Denver parks and golf courses.
PRE-PROPOSAL MEETING: Proposers should attend the pre-proposal meeting which shall
take place virtually on MS Teams on November 21, 2024 at 9:00A.M. MT via
https://tinyurl.com/yn7ed2r4. Proposers may also attend by calling 720-388-6219, ID 208 894
028#. The pre-proposal meeting is not mandatory, but proposers will be held responsible for all
information presented at the meeting.
DESIGNATED CONTACT: Veronika Hall is designated as the contact person for this Request for
Proposals. All inquiries and questions regarding proposals should be directed to her in writing at
dpr.proposals@denvergov.org.
REVIEW PROCESS: The Executive Director of Parks and Recreation issued this solicitation
pursuant to the authority vested in the Executive Director by the Charter of the City and County
of Denver. The Executive Director of Parks and Recreation reserves the right to terminate,
suspend, modify the selection process; reject any or all submittals; modify the terms and
conditions of this selection process; and/or waive any informalities, irregularities, or omissions in
any submittals, as the City’s best interests may appear.
Jolon Clark, Executive Director of Parks and Recreation
RFP 2024: Irrigation Pump Repair and Maintenance Services
Page 3 of 22
REQUEST FOR PROPOSALS
Irrigation Pump Repair and Maintenance Services
SECTION 1 - Invitation to Submit a Proposal
By issuance of this Request for Proposals (“RFP”), the City and County of Denver (the “City”),
acting through the Executive Director of Parks and Recreation (the “Executive Director”), invites
all qualified proposers to submit a proposal for irrigation pump repair and maintenance services.
Proposers are expected to familiarize themselves with the details in connection with the
proposed operations. Any person, firm, entity, joint venture, or corporation desiring to submit a
proposal shall examine this RFP and shall judge for themselves their qualifications and all the
circumstances and conditions affecting their proposal. Failure on the part of any proposer to
make such thorough examination or to thoroughly investigate the conditions of the proposal
shall be grounds for a declaration that the successful proposer did not understand the RFP.
Proposals shall be disqualified if the proposer is in default or past due under any previous or
existing agreement with the City, if any unresolved monetary claims by the City exist against the
proposer, or if the proposer is unable to show evidence of their financial capabilities to execute
the work of this contract.
Should a proposer find a discrepancy or omission in this RFP, or should a proposer be in doubt
as to the meaning of any provision of this RFP, the proposer should promptly notify in writing the
Designated Contact, and any necessary clarifications or addenda will be provided in writing. THE
CITY WILL NOT BE RESPONSIBLE FOR ANY ORAL INSTRUCTIONS OR INTERPRETATIONS
GIVEN BY OR TO ANYONE.
The instructions contained within are not intended to completely define the proposed contractual
relationship between the City and County of Denver and the successful proposer. The awarded
contract will be similar in form to the attached Attachment 6 - Sample Contract, but the City
reserves the right to make changes and additions prior to the final award at the sole discretion of
the Executive Director.
In making a final selection recommendation, the competitive selection process provided under
this RFP will focus consideration on the qualifications and prior history of similar performance of
each submitting proposer, in accordance with the evaluation criteria set forth in Section 5. Written
responses to this RFP will enable the City to select the most qualified candidate. The Executive
Director will appoint a selection committee to evaluate the proposals. The selection committee
will recommend a finalist or finalists to the Executive Director who will decide on the successful
proposer and will approve the contract before submittal to the Denver City Council and Mayor for
ordinance approval and Mayoral signature of the contract. NO RIGHTS TO PROVIDE SERVICES
SHALL ARISE UNLESS AND UNTIL THE CONTRACT IS APPROVED BY ORDINANCE (IF
APPLICABLE) AND SIGNED BY THE MAYOR.
Tentative Schedule
RFP Issued & Advertised
Pre-Proposal Meeting
Deadline to Submit Questions
Questions & Answers Uploaded to BidNet
Proposals Due
Contract Execution
9:00 AM
12:00 PM
12:00 PM
Tue November 12, 2024
Thu November 21, 2024
Mon November 25, 2024
Fri December 6, 2024
Wed December 18, 2024
March 2025
RFP 2024: Irrigation Pump Repair and Maintenance Services
Page 4 of 22
SECTION 2 – Scope of Work
A. GENERAL DESCRIPTION:
The Department of Parks and Recreation (“DPR”) has identified a need for irrigation pump
repair and maintenance services and seeks to establish a group of qualified contractors
(“Contractor”) to provide these services throughout the city of Denver parks and golf courses.
DPR parks has an inventory of approximately 60 pump stations, please see Attachment 3 -
Irrigation Pump Inventory for details.
The City anticipates awarding multiple contracts with a maximum compensation amount of
$450,000 each over a 3-5 year term.
B. DESCRIPTION OF SERVICES:
DPR anticipates that the majority of maintenance and repair services will be required during the
watering season from April 1 to October 31.
1. Pump Repairs
Contractor shall provide service, repair, and replacement parts due to pump failure of various
irrigation pump stations, pool pump stations, and City-owned water wells. All service work will
be completed by trained personnel under the appropriate state licensure. Contractor shall
provide copies of certifications for all technicians attesting to factory trained and certified as an
Authorized Service Provider for the following:
a) Rain Bird
b) Metron
c) Watertronics
d) Flowtronix
e) Precision Pumps
f) VAF filters
Response is required within 24-hours/one (1) business day for all irrigation pump inquires made
by DPR. If the Contractor is unable to respond within the 24-hours/one (1) business day the
Contractor must contact the Project Manager (Water Conservation Manager, Irrigation Project
Manager, or Golf Superintendent) to inform of the estimated time of arrival. If the timeline is not
acceptable to the Project Manager, another contractor may be assigned. The Contractor will
prepare a written quote, including estimated cost for replacement parts and an estimate of labor
hours to complete the repairs. The quote must be approved by the Project Manager prior to
commencement of work. Repairs are to be completed as soon as possible after quote is
approved. If the repairs will take more than 72-hours to complete, the Contractor shall notify the
Project Manager of an estimated timeline.
2. Routine Maintenance
Contractor shall provide routine service, and preventative maintenance on a periodic,
prescheduled basis. During each preventative maintenance visit, the Contractor shall check-in
and out with the Project Manager who shall perform visual inspection of all pump systems on
site and perform any necessary tasks to bring pump components to optimal working condition.
All invoices shall be submitted to the Project Manager within ten (10) business days after work
is complete. The invoice shall include the following as stated within the conditions of payment:
a) Date of service
b) Location of service
c) Technician’s name
d) Narrative of service tasks performed
RFP 2024: Irrigation Pump Repair and Maintenance Services
Page 5 of 22
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
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