Request for Quotes - Streets Department Irrigation System Maintenance

Request for QUOTESSTREETS DEPARTMENT IRRIGATION SYSTEM MAINTENANCEIntroductionThe City of Bozeman (COB) values outdoor water use efficiency and beautification of city owned property and street median landscapes. In order to ensure that these landscapes are effectively and efficiently irrigated, the COB is seeking quotes from qualified contractors to provide irrigation system maintenance and scheduling for these landscapes to begin the spring of 2026.The COB will require the selected contractor to sign and meet the terms of the attached Professional Services Agreement. Modification of standard terms and provisions of the agreement will not be considered.Scope of servicesThe scope of services includes:irrigation system start up,irrigation system winterization,irrigation system maintenance,efficient irrigation system scheduling that meets the needs of plant types in each location throughout the growing season.Seasonal watering schedules shall be approved by COB Water Conservation Division staff.The irrigation systems included in this scope of services are listed in Exhibit A.Other related services may be requested on an as needed basis. Locations may be added or removed from the contract at any time. Irrigation system type may change as the COB installs drought tolerant landscaping in place of turf grass in new and existing medians and city owned properties.QUOTE REQUIREMENTSContractors must submit their quote electronically to the COB Public Works Department no later than 5:00 pm on March 4, 2026, clearly identified as “Quotes for Public Works Street Department Irrigation System Maintenance”. Quotes should be emailed to Marcy Yeykal, Office Manager at [email protected]. Quotes should be complete and clear. The COB will not consider late quotes.Quotes shall include, at a minimum, the following items:Name, email, company name, and phone number of project manager.A fixed or hourly cost, per location, for irrigation system spring start-up to reflect work including:Checking performance of valves and sprinkler headsRemoving any debrisMaking adjustments or nozzle changes as neededPrograming irrigation controllers for night time and early morning watering only (between hours of 10pm – 6am).A fixed or hourly cost, per location, for system winterization to reflect work including:Clearing all irrigation lines (blow-out with air compressor)Setting backflow assemblies to winterized positions or removing completely (as needed)Deactivating controllers.A fixed or hourly cost for miscellaneous maintenance as needed or requested, including:Periodically checking valves and sprinkler heads and making adjustments or clearing debrisIdentifying and repairing or replacing irrigation system componentsController programming and making seasonal adjustments to irrigation controller.A narrative describing the contractor’s qualifications as they relate to the Scope of Services, including the contractor’s availability of staff and response times for work requests submitted by the COB.The narrative should include contractor’s specific qualifications for, and understanding of, seasonal plant water requirements of turf grass and drought tolerant perennials and best management practices to maximize water use efficiency in these landscapes so as to eliminate overwatering and runoff while maintaining a healthy landscape appearance.Any current irrigation or landscape industry professional certifications (i.e. Irrigation Association, National Association of Landscape Professionals, etc.) for the staff to be assigned to this work.A completed and signed Non-Discrimination and Equal Pay Affirmation Form (Attachment A).Contractor selectionA contractor selection committee consisting of COB staff will choose, in its opinion, the most qualified and responsible contractor to negotiate a Professional Services Agreement. The COB will evaluate quotes based on the following criteria:Contractor’s qualifications, availability, and response time;Contractor fixed or per hour rate(s).The COB plans to execute a contract with the selected contractor for a one (1) year term with an option to renew annually, upon written agreement by both parties, for a period not to exceed 5 years from the date of the original agreement.The COB will attempt to negotiate a satisfactory contract with the selected contractor. If unsuccessful, the COB will terminate negotiations and select another contractor.Additional information and conditionsCOB contact: Direct questions to the following COB contact:Marcy Yeykal – Public Works Office [email protected] And Equal pay policy: The City of Bozeman requires each entity submitting under this notice shall affirm, on a separate form provided, that it will not discriminate on the basis of race, color, religion, creed, sex, age, marital status, national origin, or because of actual or perceived sexual orientation, sexual preference, gender identity, or disability in fulfillment of a contract entered into for the services identified herein and that this prohibition on discrimination shall apply to the hiring and treatment of the submitting entity’s employees and to all subcontracts it enters into in the fulfillment of the services identified herein. Failure to comply with this requirement shall be cause for the submittal to be deemed nonresponsive.The City also requires each entity submitting under this notice shall affirm it will abide by the Equal Pay Act of 1963 and Section 39-3-104, MCA (the Montana Equal Pay Act), and has visited the State of Montana Equal Pay for Equal Work “best practices” website, https://equalpay.mt.gov/BestPractices/Employers, or equivalent “best practices” publication and has read the material.