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8818 Scope of WorkScope of Work RFP #8818 Pumps, Blowers, Motor Repairs and Services The City of Denton Water Production Division and DME Denton Energy Center is soliciting proposals for parts, general repair and rebuild services for pumps, blowers and motors located at the Denton Energy Center and the following locations for the water division- Lake Lewisville Water Treatment Plant, the Lake Ray Roberts Water Treatment Plant, the Southwest Booster Pump Station, the McKenna Booster Pump Station, the Northwest Booster Pump Station, the Lake Lewisville Raw Water Pump Station, the Lake Ray Roberts Raw Water Pump Station, the Pecan Creek Water Reclamation Plant, the Robson Ranch Water Reclamation Plant and several lift Stations within the City . It is anticipated that this IFB will result in multiple contracts (pumps, blowers and motors) with the corresponding local equipment representatives. In addition, the City will select a primary vendor and a secondary vendor for each contract. The secondary vendor will be contacted when the primary vendor is unable to perform the work needed. The vendor performing the work after the contract has been awarded will be selected based on ability to deliver the services within a reasonable amount of time and the criticality to have the equipment in service as outlined in the Vendor Selection section of this document. In addition, the vendor may be selected based on past performance with the City of Denton. Proposals shall be active for a period of 3 years with two (2) one (1)-year options to renew. Work perform under this contract shall not void any guarantees or warrantees provided by the OEM in cases where warranty still exists. Scope Following is a description of the scope of services being procured: PUMPS: A. Parts a. Any and all parts associated with pumps owned by the City to include, but not limited to seals, bearings, fasteners, gears, shafts, gaskets, impellers, etc. b. Parts shall be supplied by the OEM or shall be approved for use by the OEM. c. Where non-OEM parts are used, the vendor will notify the City of their use. d. Mark-up on all parts shall be limited to 10% of the vendor’s purchase price. B. General Repair/Rebuild Services a. All repairs necessary to keep the various pumps for the water and wastewater facilities equipment in good operating order as intended by the OEM. This will include corrective or preventive maintenance work. b. Repairs to include, but not limited to: i. Rebuilding/Reconditioning Services ii. Replacement Services iii. Any other activity to ensure the equipment operates within the OEM specifications c. Any machining services needed to rebuild pumps. d. Repair and/or rebuilding pump bases and sole plates. C. Removal and Installations Services a. Provide removal from the City facility and transportation to the vendor’s service center. b. Provide transportation and installation back to the City’s facilities. c. Provide alignment and start-up services such as vibration analysis as needed. D. For the purposes of this document reasonable times shall be defined as follows: a. Pick pump up at City facility- no more than 2 weeks from notice. b. Pump evaluation with report and repair quote- no more than 2 weeks c. Pump repair/rebuild- no more than 5 weeks from evaluation. BLOWERS: A. Parts a. Any and all parts associated with blowers owned by the City to include, but not limited to seals, bearings, fasteners, gears, shafts, gaskets, impellers, etc. b. Parts shall be supplied by the OEM or shall be approved for use by the OEM. c. Where non-OEM parts are used, the vendor will notify the City of their use. d. Mark-up on all parts shall be limited to 10% of the vendor’s purchase price. B. General Repair/Rebuild Services a. All repairs necessary to keep the various blowers for the water and wastewater facilities equipment in good operating order as intended by the OEM. This will include corrective or preventive maintenance work. b. Repairs to include, but not limited to: i. Rebuilding/Reconditioning Services ii. Replacement Services iii. Any other activity to ensure the equipment operates within the OEM specifications c. Any machining services needed to rebuild blowers. d. Repair and/or rebuilding blower bases and sole plates. C. Removal and Installations Services a. Provide removal from the City facility and transportation to the vendor’s service center. b. Provide transportation and installation back to the City’s facilities. c. Provide alignment and start-up services such as vibration analysis as needed. D. For the purposes of this document reasonable times shall be defined as follows: a. Pick blower up at City facility- no more than 2 weeks from notice. b. Blower evaluation with report and repair quote- no more than 2 weeks c. Blower repair/rebuild- no more than 5 weeks from evaluation. MOTORS: A. Parts a. Any and all parts associated with motors owned by the City to include, but not limited to seals, bearings, fasteners, gears, shafts, gaskets, windings, one way locking bearings, etc. b. Parts shall be supplied by the OEM or shall be approved for use by the OEM. c. Where non-OEM parts are used, the vendor will notify the City of their use. d. Mark-up on all parts shall be limited to 10% of the vendor’s purchase price. B. General Repair/Rebuild Services a. All repairs necessary to keep the various motors for the water, wastewater, and DME facilities equipment in good operating order as intended by the OEM. This will include corrective or preventive maintenance work. b. Repairs to include, but not limited to: i. Rebuilding/Reconditioning Services ii. Replacement Services iii. Any other activity to ensure the equipment operates within the OEM specifications c. Any machining services needed to rebuild motors. d. Repair and/or rebuilding motor bases and sole plates. C. Removal and Installations Services a. Provide removal from the City facility and transportation to the vendor’s service center. b. Provide transportation and installation back to the City’s facilities. c. Provide alignment and start-up services such as vibration analysis as needed. D. For the purposes of this document reasonable times shall be defined as follows: a. Pick motor up at City facility- no more than 2 weeks from notice. b. Motor evaluation with report and repair quote- no more than 2 weeks c. Motor repair/rebuild- no more than 5 weeks from evaluation. Locations Equipment within this scope of work will be located at the following locations as noted above: 1. Denton Energy Center: 8161 Jim Christal Rd. Denton, TX 76207 2. Lake Lewisville Water Treatment Plant: 1701 Spencer Rd, Denton, TX 76201 3. Ray Roberts Water Treatment Plant: 9401 Lake Ray Roberts Dam Rd., Aubrey, TX 76227 4. Southwest Booster Pump Station: 9800 John Paine Rd., Argyle, TX 75065 5. McKenna Booster Pump Station: 705 Thomas St., Denton, TX 76201 6. Pecan Creek Water Reclamation Plant: 1100 S Mayhill Rd, Denton, TX 76208 7. Robson Ranch Water Reclamation Plant: 5495 South Florence Rd., Denton, TX 76210 8. Lake Lewisville Raw Water Pump Station: 200 Country Lane, Hickory Creek, TX 76065 9. Lake Ray Roberts Raw Water Pump Station: 9401 Lake Ray Roberts Dam Rd., Aubrey, TX 76227 10. Northwest Booster Pump Station: 1720 Riney Rd., Denton, TX 76201 11. Various lift stations throughout the City Hours of Operation All Locations 24/7 Qualifications The vendor shall submit a proposal including company history, including previous experience with the City of Denton and its relationship with various pump, blower, and motor manufacturers. Due to the unknown nature of the work, the City will consider hourly pricing in its evaluation, however, pricing will not be the only consideration used in deciding which vendor is awarded the contract. Vendor Selection Due to the number of different pump types and manufacturers the City currently owns, the City will be selecting a primary and a secondary vendor to enter into service contracts for pumps, blowers and motors. It is the City’s intent to select its primary contact vendor for service, repairs, and replacements, except, in cases where: 1. The primary vendor is unable to perform the work needed. Emergency Repairs Emergency repairs shall be those that need to be completed in the least amount of time due to the possibility of compromised safety and health within the water, wastewater, and DME departments. Vendors for emergency repairs shall be selected based on response time and ability to perform the work. Warranty All services performed under this contract shall be warranted no less than 1 year. Including needed equipment, tools, or rental of heavy machinery to perform and complete warranty work as needed. Safety The vendor shall be familiar with safety procedures related to the equipment being worked on. The City of Denton shall have any safety data sheets (SDSs) for all bulk chemicals used at its treatment facilities. The City of Denton will assist the vendor in shutting down and deenergizing equipment for the purposes of performing maintenance and repairs. Lock out/Tag out procedures will be followed. The vendor shall have all tools and equipment necessary. Due to liability reasons, The City cannot lend any tools or equipment to the company performing the work. Scoring Deliver/Project Schedule (FACTOR: 30%) Ability to timely stat and complete project. This include the schedule to complete project and may include ability to meet required milestones of completion. For supplies, the estimated delivery after receipt of order. Compliance with specifications, quality, reliability, characteristics to meet stated or implied needs (FACTOR: 30%) Compliance with the stated specification(s) coupled with the quality and reliability of the goods and services such that bear on its ability to meet the stated/implied needs. Indicators of Probable Performance under contract (FACTOR: 20%) Indicators of probable performance under the contract to include: past vendor performance, financial resources and ability to perform, experience of demonstrated capability and responsibility, references, and the vendor’s ability to provided reliable maintenance agreements and support. Price, Total Cost of Ownership (FACTOR: 20%) The price of items, to include total cost of ownership, such as installation costs, life cycle costs, and warranty provisions.