On Call Lawn Sprinkler Work/Repairs & Annual Maintenance Services

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 regarding 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.
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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 is available at 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
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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.
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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
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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
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
optimum output and results; Contractor shall list and report all irrigation system
damages to the Town/School Representative with the cost estimate of
repair/replacement. Irrigation system pressure shall be checked and adjusted at least
monthly to insure efficient operation of irrigation systems. All irrigation replacement
parts shall be as originally installed or approved equals.
Upon completion of work Contractor shall clean up the area where work was
performed, and Contractor shall remove any debris generated by the repairs from
Town/School premises. At no time, will Contractor discard debris into any
Town/School refuse container.
If an irrigation system will be out of service for an extended period of time due to
non availability of a part, the Contractor shall notify the Town/School representative
of the property immediately and inform them of the situation and estimated time of
completion.
Repairs to Site: After an irrigation repair has been complete the, Contractor is
responsible to return site as closely as possible to pre- existing condition. This may
require the addition of topsoil and sod. Contractor shall provide a two (2) year
warranty/guarantee on all parts and labor. Town/School shall not pay trip charges,
mileage, or travel time, All items must be included in the fees listed on the Bid Form.
MILESTONE SCHEDULE DATES
The Successful Bidder agrees to perform the described Work in accordance with the
following schedule:
Approximate Work Start Date: On or about May
Approximate Work Completion Date: September
These are approximate milestone dates and may be adjusted by the Town/Schools to meet the
overall project requirements. Additional charges from the successful bidder, for any adjustments,
prior to completion of the work, will not be allowed.
All of these work requirements shall be considered within the base bid price.
AGREEMENT TERM: A three (3) year Master Price Agreement from approximately
July 1, 2026 to June 30, 2029. The Town reserves the right to extend the agreement
for an additional two (2) one (1) 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.
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
ATTACHMENT "B"
Bid Form
"THIS FORM MUST BE COMPLETED AND SUBMITTED WITH BID"
RFQ NUMBER: 27-03
On-Call Lawn Sprinkler Installation/Repairs & Annual Maintenance Services
The Bidder stated below agrees to provide all labor, materials, equipment,
supervision and all activities required to provide a complete scope of work as
defined in the above referenced Request for Quotation, for the Hourly and Unit
Rates listed below.
ON-CALL HOURLY RATES
The Bidder submits these predetermined Hourly Rates as the basis for any orders as approved in
advance by the Town/Schools. These Hourly Rates include all costs, including but not limited to
labor, MOWING and Trimming Equipment, materials, consumables, TRAVEL TIME, services,
regulatory compliance, insurance, overhead, and profit. If a specific item or task is not noted in the
description, the cost of that item must be included in an item listed below.
DESCRIPTION Straight Overtime
1. Sprinkler Tech Per Hour $ $
2. Helper Per Hour $ $
3. $ $
4. Material & Parts Mark-Up %
The Town/School reserves the right to request a copy of the original part invoice.
UNIT RATES for Spring Start-up and Winter Shut-down
The Bidder submits these predetermined Unit Rates as the basis for any orders as approved in
advance by the Town/Schools. These Rates include all costs, including but not limited to labor,
Equipment, materials, consumables, TRAVEL TIME, services, regulatory compliance, insurance,
overhead, and profit. If a specific item or task is not noted in the description, the cost of that item
must be included in an item listed below.
LOCATION Address Opening Closing
Westerly Middle School (Soccer Field) 10 Sandy Hill Rd. $ $
Westerly Middle School (Baseball 10 Sandy Hill Rd. $ $
Field)
Lilac Park 3 Lilac Drive $ $
Craig Field Complex 17 Mountain Ave. $ $
Gingerella Field Complex (White Rock 49 White Rock Rd. $ $
Soccer Field)
Cimalore Field/Complex 3 Wilson Street $ $
Westerly High School (Augeri Field) 23 Ward Ave. $ $
Westerly High School (Quad) 23 Ward Ave. $ $
Westerly High School (Front Lawn) 23 Ward Ave. $ $
Amtrak Railroad Station 10 Railroad Ave. $ $
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
LOCATION Address Opening Closing
Rotary Park 91 Airport Rd. $ $
Police Station 60 Airport Rd. $ $
DPW Highway Garage 35 Larry Hirsch Lane $ $
Animal Shelter 33 Larry Hirsch Lane $ $
Columbus Circle Columbus on Perkins $ $
Downtown 3 Islands & Fountain Broad Street $ $
Did you completed and submit Appendix A: YES______ NO ______?
Start: _____________ calendar days after receipt of order.
The below stated Bidder agrees to provide all labor, materials, equipment, supervision and all
activities required to provide a complete scope of work as defined in this Request for Quotation,
including, but not limited to, agree to all terms and conditions, all as shown or by reference, unless
as excluded below:
EXCLUSIONS:
______________________________________________________________________________________
______________________________________________________________________________________
The above price includes all stipulations and requirements of Addendum No.
, which have been received and accepted by the
undersigned.
What is the Company's Experience Modification Rating from your Insurance provider?
_______EMR. If over 1.0, please explain why: ______________________
______________________________________________________________________
This Request for Quotation, together with all documents, specifications, drawings and
documents/attachments/Addendums, are included and constitute the entire proposal from the bidder.
There are no terms, conditions, or provisions, either oral or written, between the parties hereto, other
than those contained herein. The Request for Quotation supersedes all written representation,
inducements, or understandings of any kind or nature between the parties hereto, relating to the
project involved herein. Payment Terms are net 30 days, for this scope of work.
The lump sum bid price above, excludes applicable sales and or use taxes; includes all insurance
premiums; and includes all shipping/transportation costs, if applicable.
The submitted pricing for this scope of work shall remain firm for 120 days from date of submission.
Company Representative
Print Name: _________________________________
Authorized Signature: ______________________________________
______________________________________ ________________________________________
Telephone Street City State Zip
Date: __________ email: ________________________________________
Company Name: _______________________________________________
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
ATTACHMENT "C"
INSTRUCTIONS TO BIDDERS
PURCHASING DEPARTMENT
1. Submission of Bids
a. Envelopes containing bids must be sealed and addressed as indicated on the Invitation to Bid and
must be marked with the name and address of bidder, date and bid due time, and name of bid, along
with RFQ number.
b. The Purchasing Agent will decide when and if the specified time has arrived to open bids, and no
bid received thereafter will be considered. The Purchasing Agent reserves the right to waive any
informality in the bidding process.
c. Any bidder may withdraw his/her bid by written request at any time prior to the advertised time for
opening. Telephonic bids, amendments, or withdrawals will not be accepted.
d. Negligence on the part of the bidder in preparing the bid confers no rights for the withdrawal of the
bid after it has been opened.
e. Proposals received prior to the time of opening will be securely kept unopened. No responsibility
will attach to an officer or person for the premature opening of a proposal not properly addressed and
identified.
f. Any deviation from the Specifications must be noted in writing and attached as part of the bid
proposal. The Bidder shall indicate the item or part with the deviation and indicate how the bid will
deviate from Specifications.
2. Prices
Bidders shall state the proposed price in the manner as designated in the Bid Proposal Form. If there
is a discrepancy between the unit prices and the extended totals, the unit prices shall govern. In the
event, there is a discrepancy between the price written in words and written in figures, the prices
written in words shall govern.
3. Terms
Cash discounts offered will be considered in determining awards. The discount period shall be
computed from the date of delivery or from the correct invoice as received by Town Treasurer,
whichever date is later. The date of delivery shall be construed to mean the date on which bid item is
determined to meet the specifications and is therefore acceptable. Discounts for a period less than
thirty (30) days may not be considered. Payment terms are net 30.
4. Qualification of Bidders
The Town/School's may make such investigations as it deems necessary to determine the ability of
the bidder to perform the work. The bidder shall furnish the town with all such information and data
for the purpose as may be requested.
5. Addenda and Interpretations
No interpretation on the meaning of the Plans, Specifications or any other Contract Document will be
made to any bidder orally. Every request for such interpretations must be in writing.
All questions pertaining to the specifications or proposal procedure should be first directed to the
Purchasing Agent. Where information from the Purchasing Agent differs from information from any
other source, the information from the Purchasing Agent prevails. The Town/School is not responsible
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
for information obtained from any other source. It is the responsibility of the Bidder to check the
website for any and all information regarding the request to bid.
6. "Or Equal" Bidding
When the name of a manufacturer, a brand name, or manufacturer's catalogue number is issued as
the bid standard in describing an item followed by "Or Equal" this description is used to indicate quality,
performance and other essential characteristics of the article required.
If bidding on other than the make, model, brand or sample specified, but equal thereto, bidder must
so state by giving the manufacturer's name, catalogue number and any other information necessary
to prove that the intended substitution of a commodity is equal in all essential respects to the bid
standard. Bidder must prove to the satisfaction of the Town of Westerly/Westerly Schools or by person
or persons designated by him, that his/her designated substitute is equal to the bid standard:
otherwise, his/her bid will be declared "No Bid" insofar as the item in question is concerned.
7. Award and Contract
Unless otherwise specified, the Town of Westerly/Westerly Schools reserves the right to make award
by item or items, or by total, as may be in the best interest of the Town; accept a proposal based on
considerations other than costs; and waive and modify any provisions of the request for proposal.
A written award (or acceptance of Bid) mailed (or otherwise furnished) to the successful bidder
followed by an authorized Contract shall, unless otherwise specified, be deemed to result in a binding
contract without further action by either party. The Bidder is responsible for all costs and expenses to
develop and submit a proposal in response to the solicitation.
8. Equal Employment Opportunity Policy Statement
For the purposes of this Policy, the term "vendor" shall mean any and all individuals, companies,
corporations, and business entities that provide goods or services to the Town of Westerly/Westerly
Schools pursuant to any and all relevant and appropriate Federal, State, and local purchasing rules,
regulations, and procedures.
The Town of Westerly/Westerly Schools is committed to the general policy and principle of Equal
Employment Opportunity in terms of retaining vendors to provide the Town/Schools with goods and
services necessary for routine and emergency operations. The Town of Westerly/Westerly Schools
will not discriminate against vendors as entities, or individual employees thereof on any legally-
recognized basis included, but not limited to, race, age, color, religion, sex, marital status, national
origin, physical or mental disability, Veteran's status, pregnancy, sexual orientation, genetic
conditions, predisposition to certain diseases, or ancestry, except where a bona fide occupational
qualification exists.
9. Standard Insurance and Indemnification Requirements (for Construction/Labor Services)
General Conditions: Within ten (10) business days of the award or notice, or prior to the start of work,
whichever comes first, the contractor will provide, pay for, and maintain in full force and affect the insurance
outlined here for coverage's at not less than the prescribed minimum limits of liability. Such coverage is to
remain in force during the life of the contract and for such additional time as may be required, and will cover
the contractor's activities, those of any and all subcontractors, or anyone directly or indirectly employed by
any of them, or by anyone for whose acts any of them may be liable.
A. Certificates of Insurance: The contractor will give the owner a certificate of insurance completed by a
duly authorized representative of their insurer certifying that at least the minimum coverage's required
here are in effect and specifying that the liability coverage's are written on an occurrence form and
that the coverage's will not be canceled, non-renewed, or materially changed by endorsement or
through issuance of other policy(ies) of insurance without thirty (30) days advance written notice to:
Town of Westerly, 45 Broad Street, Westerly, Rhode Island, 02891 Attn: Purchasing Agent. Failure
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