On Call Lawn Sprinkler Work/Repairs & Annual Maintenance Services

Agency:	Town of Westerly
State:	Rhode Island
Type of Government:	State & Local
NAICS Category:	238220 - Plumbing, Heating, and Air-Conditioning Contractors 561730 - Landscaping Services
Posted Date:	May 6, 2026
Due Date:	May 27, 2026
Solicitation No:	27-03
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS

REQUEST FOR QUOTATION

On-Call Lawn Sprinkler Installation/Repairs & Annual Maintenance Services

RFQ Number: 27-03

May 6, 2026

The Town of Westerly/Westerly Schools (Town), Westerly, RI, acting through its Purchasing

Agent, is hereby soliciting sealed bids for the above referenced RFQ and you are hereby

invited to submit a Proposal for the Scope of Work described in this Request for Quotation,

in strict accordance with the Bid Documents.

TERMS AND CONDITIONS

Bids shall be based on the Terms and Conditions as referenced in this Request for

Quotation.

BID DUE DATE/SUBMITTING INSTRUCTIONS

BIDS ARE DUE and MUST BE SUBMITTED on the attached BID FORM, Attachments B, NO

LATER THAN 2:00 p.m., May 27, 2026. A Bid submitted on other than the attached BID

BREAKDOWN FORM may be rejected. Envelopes containing bids must be sealed and addressed

to the undersigned, at the Purchasing Department 2nd Floor office, Westerly Town Hall, 45 Broad

St., Westerly, RI 02891 and must be clearly marked with the Name and Address of Bidder, Bid Due

Date and Time, and RFQ Number and Title. Bidders must include one original and a Digital (soft)

copy on a flash drive of the Bid as defined in the Instruction to Bidders.

BIDDER’S QUESTIONS

Questions r e g a r d i n g this solicitation must be emailed and received by the Purchasing

Agent at ecardillo@westerlyri.gov no later than 12:00 p.m. on May 19, 2026, in a Microsoft

Word attachment with the corresponding solicitation number. Questions, if any, and

responses will be posted on the Town of Westerly website at www.westerlyri.gov as an

addendum to this solicitation. Bidders are responsible for checking the Town’s website for

all addenda distributed in response to questions and requests for additional information.

SPECIAL INSTRUCTIONS TO BIDDERS

1. Bidder shall base the Proposal on providing all materials and equipment, FOB jobsite.

2. Bid Price which exceed $50,000 must include a 5% Bid Bond and cost of Payment and

Performance Bonds. The successful Bidder will be required to post a 100% Payment

and Performance Bond.

3. Bidders shall note that their bid is based on Prevailing Wage (RIGL Sec 37-13-1 et

seq.). The successful bidder and its subcontractors must pay their workers at the

applicable prevailing wage rates (adjusted every July 1) for the various trades on

a weekly basis and submit certified weekly payroll as described in the Instructions to

Bidders. Prevailing wage rate schedules are available at the Rhode Island Department

of Labor and Training website at www.dlt.ri.gov.

4. Bidder’s prices shall include all Permits/Fees.

5. Quotes must be firm for a minimum of 120 days from date of submission.

6. Bid Completeness - Pricing submitted on this project must be an all-inclusive price.

The intent of an all-inclusive Price is such that no Adds or Change Orders will be

necessary.

TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS

7. If the Bidder submits a supporting/additional document with their bid, that document

must include page numbers.

8. This project is Tax exempt for Rhode Island Sales Tax and Federal Excise Taxes.

9. The Successful Bidder MUST be able to have a response time that will allow an

assigned project to be completed when requested by the Town/School.

RFQ BID DOCUMENTS

Attachment A – Scope of Work/ Project Schedule, Pages 3-6

Attachment B – Bid Form Pages 7-8

Attachment C – Instruction to Bidders Pages 9-15

APPENDIX A - Bidder Certification Pages 16-20

Agreement – Westerly Standard Agreement Pages 21-29

BIDDER CERTIFICATION and DISCLOSURE FORM: Bidders must include,

complete, sign and submit a Bidder Certification Form with each bid proposal. See

APPENDIX A.

This solicitation i s a v a i l a b l e a t www.westerlyri.gov.

The Town of Westerly/Westerly Schools reserves the right to reject any/all bids, waive any

informalities in the bids received and to accept and award the bid to the lowest evaluated bid deemed

most favorable to the interest of the Town/School.

The Town/School does not discriminate based on age, color, gender, national origin, race, religion,

sexual orientation, or disability in accordance with applicable laws and regulations

Regards,

Eileen Cardillo

Purchasing/Risk Manager

Town of Westerly/ Westerly Public Schools

45 Broad Street

Westerly, RI 02891

Tel: (401) 348-2599

Email: ecardillo@westerlyri.gov

www.WesterlyRI.gov

CC: PC

TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS

ATTACHMENT "A"

SCOPE OF WORK

(And Project Schedule)

On-Call Lawn Sprinkler Installation/Repairs & Annual Maintenance Services

RFQ 27-03

SCOPE OF WORK

Description of Scope

The Successful Bidder will be responsible for the completion of the following work scope

items:

Provide the Town of Westerly/Westerly Public Schools the services of lawn sprinkler on-

call work/repairs which will be bid and invoiced on a Time and Material Basis and annual

maintenance services which will be bid and invoiced at a Fixed Unit Price Basis for Town

and School properties for a three-year Master Price Agreement from July 1, 2026 to

June 30, 2029. The Town reserves the right to extend the agreement for an

additional two (2) one-year terms at the Town’s discretion. It should be noted that

there will not be a guaranteed contract but only a Master Price Agreement between the

contractor and the Town of Westerly. The Successful Bidder shall provide all

transportation, all equipment and necessary supplies including but not restricted to: On-

Call Lawn Sprinkler Services and annual Maintenance. The Successful Bidder shall

furnish, operate, and maintain suitable and adequate equipment necessary to perform all

tasks described in bid item, in a favorable manner. The equipment furnished by the

Successful Bidder must be in good repair and shall be maintained to produce a

professional outcome.

The Successful Bidder shall have enough equipment and personnel to complete each

request at each site deemed necessary, in the time frame specified. This is not a

guaranteed contract but only a Master Pricing Agreement between contractor(s) and the

Town/Schools. The Town/School reserves the right to award to multiple contractors.

The Successful bidder will be required to submit for approval by the Town/School, daily

timesheets, for on-call service work. Only on-site services will be paid for by the

Town/School.

Under no circumstances shall the Town/School be responsible for any theft, vandalism, or

damage to the contractor’s equipment due to obstacles encountered during the work to be

performed under the awarded contract.

The Successful Bidder shall be held liable for all damages done, as a result of his/her

operation, to fixed objects such as signs, posts, buildings, and all vegetation, including

turf, trees, shrubs, and desirable natural growth. Damage shall include among other

things: skinning, scraping, limbing or gouging of trees or shrubs, and rutting, scalping or

tearing of turf.

TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS

Cost associated with damages caused by the contractor to plant material will be assessed

by the Town representative. All property damage will be assessed by the Administrator for

actual replacements including labor, materials, and equipment. Successful Bidder shall be

billed for all costs related to damages caused by his/her operation.

Successful Bidder will be required to provide Spring Start-up and Fall shut down,

which will include but not be limited to checking and adjusting all heads, test zones,

programming, troubleshoot/recommendations and provide reports.

Job Cost Restriction

A maximum labor and material cost of $10,000.00 per job will apply. Any service

request job where anticipated total labor and material cost exceeds $10,000.00 will

be excluded from this contract and will be processed via regular bidding procedures.

Jobs will be quoted and invoiced on a per hour and materials basis.

Hourly Rate Proposals

Bids will be accepted at an hourly rate during normal business hours, 8:00 a.m.

through 4:30 p.m., Monday through Friday and at an hourly rate during non-

business hours including nights, weekends and holidays. NOTE: INVOICING MUST

BE BY HOURLY RATE OR UNIT RATE AND MATERIALS WILL SHOW THE

PERCENTAGE MARK-UP MATERIALS OVER COST. All orders/ timesheets must

be clearly identified with purchase order number, department name and

person's attention. No work orders shall be filled without a purchase order.

For repairs of $1,000.00 and above prevailing wages must be paid; check

current rate tables at http://www.dlt.ri.gov/pw/

Invoice must not exceed purchase order without written authorization. Invoice

must be submitted within 30 days of the service performed. Standard payment

terms are net 30.

Materials Percentage Markup

Proposal must include maximum percentage markup above verifiable cost of

acquisition for all necessary materials. The Town/School reserves the right to

request a copy of the original part invoice.

Service Schedules and Response Times

Regular business hours 8 hours after notification by a Town/School Official.

Emergency (non business hours as noted above) 4 hours after notification a

Town/School Official.

Contractor shall notify the Town/School manager a minimum of twenty-four (24)

hours prior to scheduled monthly maintenance or repair.

Contractor shall not perform work without a purchase order except for emergencies.

Emergencies are defined as:

"An emergency for the purposes of this Policy is defined as an event which requires

immediate action in order to prevent a hazard to life, health, safety, welfare or

TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS

property or to avoid undue additional cost to the Town of Westerly/Westerly Public

Schools.

Emergency Calls

Contractor's response time to the property location for emergency calls shall be

within two (2) hours after notification by Town/School, including weekends and

holidays.

Non-Performance

It is intended that the vast majority of the work will be routine in nature and

scheduled during regular business hours. However, emergencies could occur.

Repetitive failure to initiate service within the allotted response time will be grounds

for cancellation of the contract.

Quality of Work/Materials

It is expected that work performed according to recognized industry standards, and

that all required materials are warranted by respective manufacturers. Failure to

meet the quality standards of the Town/School will be grounds for termination of

contract.

Qualifications

The Town of Westerly/Westerly Public Schools makes no assurances, intended or

implied, that the winning bidder will receive any given number of service requests

during the contract period of the contract. The Town/School also reserves the right

to cancel the agreement at any time, with or without cause, without penalty or

obligation.

Certifications

Irrigation Certification: The successful bidder must have a State of RI Irrigation License

or State of RI Master Plumber License. All installers must be "Licensed Installers" and

all technicians "Licensed Technicians." These licenses must be in good standing with

the State of Rhode Island. A copy of the licenses must be included with proposal.

All technicians must have a minimum of a Journeyman Irrigation license. Any

equipment operator must have a hoisting license. Company size should be a

minimum of 8 employees to meet service requirements with a minimum of 4 service

technicians.

Contractor shall test the irrigation system at all Town /School property a minimum of

once1. month from May to October. Each valve should be operated individual to inspect

for and correct the following conditions: misaligned irrigation heads, clogged or

obstructed heads, missing vandalized heads, low-head drainage conditions, overspray

onto hardscaped areas, poor coverage or uniformity, stuck valves, and broken risers,

laterals or mains. Contractor shall adjust sprinkler heads as required to obtain the

This page summarizes the opportunity, including an overview and a preview of the attached documents.

Bid Number:	27-03
Bid Title:	On Call Lawn Sprinkler Work/Repairs & Annual Maintenance Services
Category:	Services (Professional, Support, Consulting and Misc. Services)
Status:	Open

On Call Lawn Sprinkler Work/Repairs & Annual Maintenance Services

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