RFP No. 27-0010 ON-CALL IRRIGATION INSTALLATION AND MAINTENANCE SERVICES (ANNUAL CONTRACT)

COLUMBUS CONSOLIDATED GOVERNMENT
Georgia's First Consolidated Government
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
Qualified vendors are invited to submit sealed bids, subject to conditions and
REQUEST FOR BIDS instructions as specified for the furnishing of:
RFP No: 27-0010
ON-CALL IRRIGATION
INSTALLATION AND MAINTENANCE SERVICES
(ANNUAL CONTRACT)
It is the intent of the Columbus Consolidated Government (City) to establish
GENERAL SCOPE 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.
September 30, 2026 - 5:00 PM (EASTERN)
DUE DATE
SUBMISSION See Appendix A (page 32) for information and instructions on how to register
REQUIREMENTS and submit a proposal through OpenBids.
IMPORTANT INFORMATION
ADDENDA 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
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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
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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: ________________________________________________
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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.
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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.
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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: 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 7 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.
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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.
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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
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