City Hall Basement Lift Station Replacement

Department of Management Services
Purchasing Division
241 West South Street
Kalamazoo, MI 49007-4796
Phone: 269.337.8020
www.kalamazoocity.org
REQUEST FOR QUOTE
THIS IS NOT AN ORDER
PROJECT NAME: City Hall Basement Lift Station Replacement
QUOTE REFERENCE NO: 92567-009.0
DEPARTMENT CONTACT: Quentin Pike, Citywide Facilities Manager at
pikeq@kalamazoocity.org
DEPT: Public Services ISSUE DATE: July 6, 2026
QUOTE RETURN DATE: July 23, 2026 by end of business day (4:30 p.m. Local Time ET)
SUBMITTAL INSTRUCTIONS: Return on or before date above. Mark envelope - Quotation - City
Hall Basement Lift Station Replacement and due date. This quote may also be emailed to
cokpurchasing@kalamazoocity.org.
STATEMENT OF NO QUOTE
If you do not respond to this inquiry within the time set for the quote due date and time noted, it will be
assumed that you can no longer supply this commodity/service, and your name will be removed from
this bid list.
_____ Specifications are unclear (explain below).
_____ We are unable to meet specifications.
_____ Our schedule would not permit us to perform.
_____ We do not offer this product or service.
_____ Remove us from your bidders list for this commodity or service.
REMARKS: ___________________________________________________________________________
SIGNED: _________________________________ NAME: ___________________________________
(Type or Print)
TITLE: __________________________________ DATE: ___________________________________
FIRM NAME: _________________________________________________________________________
(if any)
ADDRESS: _____________________________________________________________________________
(Street address) (City) (State) (Zip)
PHONE: _________________________________ EMAIL: ______________________________________

CITY OF KALAMAZOO REQUEST FOR QUOTATIONS Page 2
City Hall Basement Lift Station Replacement Bid Reference No: 92567-009.0
SUBMITTAL INSTRUCTIONS FOR QUOTES
1. EXAMINATION OF QUOTE DOCUMENT-Before submitting a quote, bidders shall carefully
examine the specifications and shall fully inform themselves as to all existing conditions and
limitations. The bidder shall indicate in the quote the sum to cover the cost of all items included on
the quote form.
2. PREPARATION OF QUOTE-The quote shall be legibly prepared in ink or typed. If a unit price or
extension already entered by the bidder on the Request for Quote form is to be altered, it shall be
crossed out and the new unit price or extension entered above or below and initialed by the bidder
with ink. The quote shall be legally signed and the complete address of the bidder given thereon.
3. EXPLANATION TO BIDDERS-Any binding explanation desired by a bidder regarding the
meaning or interpretation of the Quote and attachments must be requested in writing, and with
sufficient time allowed for a reply to reach all prospective bidders before the submission of their
quote. Any information given to prospective bidders concerning the quote will be furnished to all
prospective bidders as an amendment or addendum. Receipt of amendments or addenda by a bidder
must be acknowledged in the quote by attachment, or by letter or received on or before the due date.
4. CASH DISCOUNTS-Discount offered for payment of less than thirty (30) days will not be
considered in evaluating quotes for award. Offered discounts of less than thirty (30) days will be
taken if payment is made within the discount period, even though not considered in evaluation of the
quote.
5. WITHDRAWAL OF QUOTES-Quotes may be withdrawn by a bidder or authorized representative
by written request, but only if the withdrawal is made prior to the close of the business day set for
receipt of quotes. Quotes may not be withdrawn for at least ninety (90) days after due date.
6. UNIT PRICES-If there is a discrepancy between unit prices and their extension, unit prices shall
prevail.
7. INFORMAL COMPETITION-The City reserves the right to accept or reject any or all quotes and
waive informalities and minor irregularities in the quotes received. The City will consider all quotes
and make the purchasing decision most advantageous to the City and its interests.

CITY OF KALAMAZOO REQUEST FOR QUOTATIONS Page 3
City Hall Basement Lift Station Replacement Bid Reference No: 92567-009.0
QUOTE FORM
The undersigned having become thoroughly familiar with all of the bid/contract documents incorporated
herein, the project site and the location conditions affecting the work, hereby proposes to perform everything
required to be performed in strict conformity with the requirements of these documents, and to provide and
furnish all the equipment, labor and materials necessary to complete in a professional manner the City Hall
Basement Lift Station Replacement described in the specifications as set forth herein for the price as stated
below.
City Hall Basement Lift Station Replacement:
The objective of this project is to restore the operational integrity and reliability of the municipal wastewater
lift station located at the City Hall building for the City of Kalamazoo. The Contractor shall provide all labor,
materials, equipment, tools, supervision, and incidentals necessary to safely remove and dispose of the
existing failed pump, install a new high-capacity industrial grinder pump, and modify the discharge piping
system to transition from a 2-inch discharge connection to the City's existing 6-inch cast iron force main. All
work shall be performed in accordance with applicable industry standards, manufacturer recommendations,
and all local, state, and federal regulations. Upon completion, the lift station shall be fully operational and
capable of providing reliable wastewater service for the City Hall facility.
LUMP SUM BID AMOUNT $________________________
WARRANTY PERIOD: Contractor shall provide a minimum one-year warranty on workmanship and
materials used for gasket replacement.
All work shall be completed within 90 days of notice to proceed, coordinated to minimize downtime and
disruption to facility operations. Days of week work will be performed Monday through Friday. Special
permission of other days with approval. Hours of the day work will be done 6 AM to 5 PM. Special
permission of additional hours with approval.
If your quotation is not returned and completed on this form, it may be rejected.
Bidder shall provide all of the information as requested herein with their quote. Failure to do so and/or
failure to provide post-bid requested information may be cause for rejecting the quote as non-
responsive.
Bidder/Contractor has examined and carefully studied the bidding documents and attachments, and
acknowledges receipt of the following addenda:
Addendum No: _________ __________ __________ __________ __________
Dated: _________ __________ __________ __________ __________
By my signature below, I certify that the firm bidding on this contract, when making hiring decisions, does
not use a past criminal conviction as a bar to or preclude a person with a criminal conviction from being
considered for employment with the bidding firm unless otherwise precluded by federal or state law. I further
certify that I have read and agree to be bound by the provisions of the City's Non-Discrimination Clause
found in Appendix A as updated by City Ordinance 1856.
Signed: ________________________________________ Name: _________________________________
Title:_______________________________________

CITY OF KALAMAZOO REQUEST FOR QUOTATIONS Page 4
City Hall Basement Lift Station Replacement Bid Reference No: 92567-009.0
REFERENCE QUESTIONNAIRE
Please answer the following questions completely.
1. Firm name: ___________________________________________________________________
2. Established: Year ________ Number of Employees: _________
3. Type of organization:
a. Individual: __________ b. Partnership: __________
c. Corporation: __________ d. Other: __________
4. Former firm name(s) if any, and year(s) in business:
_______________________________________________________________________________
_______________________________________________________________________________
5. Include at least 3 references of contracts for similar work performed over the last five (5) years.
Include: owner, contact person and phone number and description of work performed.
5.1 Company Name: ___________________________________________________________
Address: _________________________________________________________________
Phone: ___________________________________________________________________
Contact: __________________________________________________________________
Type of work or contract: ____________________________________________________
5.2 Company Name: ___________________________________________________________
Address: _________________________________________________________________
Phone: ___________________________________________________________________
Contact: __________________________________________________________________
Type of work or contract: ____________________________________________________
5.3 Company Name: ___________________________________________________________
Address: _________________________________________________________________
Phone: ___________________________________________________________________
Contact: __________________________________________________________________
Type of work or contract: ____________________________________________________
I hereby certify that all of the information provided is true and answered to the best of my ability.
Signed: ___________________________________ Name: _______________________________
(type or print)
Title: _____________________________________ Date: ______________________________

CITY OF KALAMAZOO REQUEST FOR QUOTATIONS Page 5
City Hall Basement Lift Station Replacement Bid Reference No: 92567-009.0
CITY OF KALAMAZOO
LOCAL PREFERENCE POLICY AND CERTIFICATION
The lowest responsive Kalamazoo County bidder whose bid is not low but falls within 2% of the lowest responsive bid is
afforded the opportunity to become the successful bidder if it agrees to reduce its bid to match the lowest responsive bid. The
City of Kalamazoo is the sole determiner whether a bidder is responsible, qualifies as a Kalamazoo County bidder, and if its
bid is responsive to the City's specifications, terms and conditions.
If the lowest Kalamazoo County bidder chooses not to match the lowest bid, the next lowest responsive Kalamazoo County
bidder whose bid falls within 2% of the lowest bid is given the opportunity to match the lowest responsive bid.
To qualify as a Kalamazoo County bidder, the bidder must meet both the following criteria:
1. Have a physical presence in Kalamazoo County by maintaining a permanent office, factory or other facility in Kalamazoo
County with employees working in Kalamazoo County.
2. Have paid real or personal property taxes related to said business to the City of Kalamazoo, County of Kalamazoo or other
municipal corporation within Kalamazoo County in the previous tax year, except that a non-profit entity need not meet this
requirement.
This local preference policy applies only to purchases for materials, supplies, capital outlay, and services for maintenance,
repair or operation of City facilities that are over $25,000. If more than 50% of the contract is sub-contracted to firms located
outside of Kalamazoo County that bid does not qualify for the local preference policy outlined above. The local preference
policy will not apply if prohibited by law. The Purchasing Agent has the authority to finally determine if the bidder qualifies
as a Kalamazoo County bidder as set forth herein. The Purchasing Agent may take into account the permanency of the
business in Kalamazoo, and whether the business appears to be claiming to be a Kalamazoo County business solely or
primarily to qualify as a Kalamazoo County business under this Resolution, and any other material factors.
CERTIFICATION
If you qualify as a Kalamazoo County bidder and wish to be considered for the local preference provisions as provided above,
please certify that fact by providing the information requested below and attesting to its accuracy.
Firm Name:
Street Address of Business:
City, State, and Zip Code:
Number of employees working in Kalamazoo County:
Name the city or township to which business real and/or personal property taxes are paid or provide non-profit status:
The above information is accurate:
Signature: ________________________________________ Date: ____________________________
Title: ____________________________________________
Revised April 2008

CITY OF KALAMAZOO REQUEST FOR QUOTATIONS Page 6
City Hall Basement Lift Station Replacement Bid Reference No: 92567-009.0
CITY OF KALAMAZOO
EX-OFFENDER POLICY CHECKLIST
As part of the City's commitment to reducing unacceptable poverty, encouraging rehabilitation,
reducing recidivism and strengthening families in Kalamazoo, the City has updated its Purchasing Policy
to ensure that firms with whom the City does business share in this commitment by utilizing hiring
practices that do not unfairly deny people with arrest and conviction records gainful employment.
(Important: This requirement also extends to any subcontractors the bidder intends to use to fulfill the
contract for goods or services being sought from the City.)
Part I: Proof that the bidder does not inquire about an individual's past arrest or criminal
history on the bidders employment application form
Attach a copy of the current application for employment being used by the bidder
Part II: Certification that the bidder does not use an individual's past arrest or criminal history
to unlawfully discriminate against them by checking one or more of the following:
That pursuant to federal or state law bidder is precluded from hiring persons with certain criminal
records from holding particular positions or engaging in certain occupations by providing a cite to
the applicable statute or regulation; if checking this box, provide a citation to the applicable statute
or rule upon which the bidder is relying:________________________
That bidder conducts criminal history background checks only as necessary, and only after making
a conditional offer of employment; that any withdrawal of an offer of employment to an individual
because of a past criminal history is job-related and consistent with business necessity after the
individual has been provided an individualized assessment opportunity to review and challenge or
supplement the history of past criminal conduct being relied upon by the bidder;
That the use by bidder of criminal history background checks complies with the U.S. Equal
Employment Opportunity Commission's Enforcement Guidance on the Consideration of Arrest and
Conviction Records in Employment Decisions and that the bidder has not had a determination
rendered against it in the past 7 years that it discriminated against a person through the use of an
individual's arrest or criminal history.
I CERTIFY THAT THE ABOVE STATEMENTS ARE TRUE.
______________ _____________________________
Date Signature
_____________________________
Printed Name
_____________________________
November 2017 Position

CITY OF KALAMAZOO REQUEST FOR QUOTATIONS Page 7
City Hall Basement Lift Station Replacement Bid Reference No: 92567-009.0
I hereby state that all the information I have provided is true, accurate and complete. I hereby state that I have the
authority to submit this bid which will become a binding contract if accepted by the City of Kalamazoo. I hereby
state that I have not communicated with nor otherwise colluded with any other bidder, nor have I made any
agreement with nor offered/accepted anything of value to/from an official or employee of the City of Kalamazoo
that would tend to destroy or hinder free competition.
The firm's identification information provided will be used by the City for purchase orders, payment and other
contractual purposes. If the contractual relationship is with, or the payment made to, another firm please provide a
complete explanation on your letterhead and attach to your bid. Please provide for accounts payable purposes:
Tax Identification Number (Federal ID): ___________________________________
Remittance Address:__________________________________________________________________
Financial Contact Name: Financial Contact Phone Number:
Financial Contact Email Address:
I hereby state that I have read, understand, and agree to be bound by all terms and conditions of this bid document.
SIGNED: __________________________________ NAME: ______________________________
(Type or Print)
TITLE: ___________________________________ DATE: _______________________________
FIRM NAME: _________________________________________________________________________
(If any)
ADDRESS: ___________________________________________________________________________
(Street address) (City) (State) (Zip)
PHONE: _____________________________ EMAIL ADDRESS: _____________________________
FOR CITY USE ONLY - DO NOT WRITE BELOW

CITY OF KALAMAZOO REQUEST FOR QUOTATIONS Page 8
City Hall Basement Lift Station Replacement Bid Reference No: 92567-009.0
SPECIFICATIONS
1. PROJECT OVERVIEW & OBJECTIVE
The objective of this project is to restore the operational integrity of the municipal waste lift station for the
City of Kalamazoo. The Contractor shall furnish all labor, materials, tools, specialized equipment, and
supervision required to safely extract the existing failed pump, install a high-capacity industrial grinder
pump, and adapt the discharge line from a 2-inch format to the city's existing 6-inch cast iron infrastructure
main line.
2. DETAILED SCOPE OF WORK
Phase 1: System Isolation & Decontamination
A. Electrical Lockout/Tagout (LOTO): Isolate and verify zero energy states at the main 460V,
3-Phase control panel following OSHA safety guidelines before beginning any mechanical
or electrical disconnects.
B. Fluid Level Management: Coordinate system isolation to manage upstream wastewater
inflows. Draw down or pump out residual wet well fluids to expose the pump base and
discharge piping.
C. Wash Down: Wash down the internal workspace and targeted equipment with clean water to
mitigate biological and chemical hazards prior to extraction.
Phase 2: Equipment Extraction & Removal
A. Mechanical Rigging: Setup a mobile gantry hoist, crane truck, or portable rigging hoist
directly over the lift station hatch access point.
B. Disconnection: Disconnect the heavy-duty 460V power and sensor cords from the junction
box/panel. Unbolt the discharge flange assembly.
C. Pump Extraction: Securely hook and hoist the failed 8 HP submersible grinder pump out of
the wet well vault.
D. Waste Disposal: Safely transport and dispose of the failed pump and old contaminated
fittings according to local environmental regulations.
Phase 3: New Pump Installation & Wiring
A. Equipment Inspection: Uncrate and verify physical and electrical specs of the new 7.5 HP / 8
HP, 460V, 3-Phase commercial submersible grinder pump.
B. Lowering & Seating: Lower the new pump into the wet well basin using heavy-duty lifting
chains. Properly seat and align the pump base on the basin floor or existing slide-flange
guide rail system.
C. Electrical Integration: Route the new heavy-duty power cords to the exterior control panel.
Splice and secure all wire leads. Verify proper three-phase motor rotation (clockwise
impellor movement) to prevent dry-spin damage.
Phase 4: Plumbing Modification & Main Line Tie-In
A. Piping Buildout: Fabricate a new 2-inch Schedule 80 heavy-wall discharge assembly off the
pump discharge nozzle.
B. Valve Installation: Inline-mount one (1) new 2-inch cast iron full-flow swing check valve to
prevent system backflow, followed by one (1) 2-inch heavy-duty brass isolation ball valve
for future maintenance shutdowns.
C. Infrastructure Adaptation: Mount a 6-inch by 2-inch mechanical concentric reducer fitting
(heavy-duty shielded elastomeric or cast iron no-hub coupling).
D. Final Connection: Tie the new 2-inch valve assembly securely into the City of Kalamazoo's
6-inch cast iron infrastructure main line, setting all mechanical joint bands to standard
commercial torque specifications.

CITY OF KALAMAZOO REQUEST FOR QUOTATIONS Page 9
City Hall Basement Lift Station Replacement Bid Reference No: 92567-009.0
Phase 5: Commissioning & System Testing
A. Static Leak Test: Introduce fluid into the system to verify pressure seals and check for leaks
across all new joints and valves.
B. Operational Testing: Restore full system power. Conduct manual and automatic drawdown
tests using the existing float switches to verify correct start/stop sequences and amp draws
under load.
C. Site Cleanup: Remove all tools, rigging equipment, and consumables from the site, returning
the lift station perimeter to a clean, safe state.
3. PROJECT DELIVERABLES
3.1 One (1) fully operational 7.5 HP/8 HP, 460V 3-Phase Submersible Grinder Pump.
3.2 One (1) completely modernized 2-inch to 6-inch valved discharge manifold.
3.3 Disposal tracking manifest for the old mechanical equipment.
3.4 Post-installation operational test sign-off documentation for city records.
4. SCHEDULE & STAGING
4.1 Estimated Duration: 1 Business Day (Approximately 6 to 8 hours on-site).
4.2 Work Hours: Standard commercial shift hours (7:30 AM - 4:30 PM), unless municipal bypass
constraints dictate alternative work hours.
5. ASSUMPTIONS & CONDITIONS
5.1 Existing Infrastructure: This scope assumes the City of Kalamazoo's existing 460V electrical panel,
float switches, and structural 6-inch cast iron receiver pipe are sound and do not require
modification.
5.2 Confined Space Entry: This scope assumes work can be performed cleanly from ground level using
guide systems. If an OSHA-certified confined space entry is required due to broken hardware,
standard safety premiums will apply.
6. SCHEDULE
All work shall be completed within 90 days of notice to proceed, coordinated to minimize downtime and
disruption to facility operations.
7. WARRANTY
Contractor shall provide a minimum one (1) year warranty on all labor, workmanship, materials, and
equipment furnished under this contract. The warranty period shall commence upon final acceptance of the
work by the City of Kalamazoo.
During the warranty period, the Contractor shall repair or replace, at no additional cost to the City, any
defects in workmanship, materials, or installed equipment resulting from the Contractor's work.
Manufacturer warranties for the grinder pump and associated components shall be transferred to the City
upon project completion.

CITY OF KALAMAZOO REQUEST FOR QUOTATIONS Page 10
City Hall Basement Lift Station Replacement Bid Reference No: 92567-009.0
8. SITE INSPECTION
The bidder shall thoroughly examine and become familiar with the specifications and all other bid/contract
documents. The Contractor, by the execution of this contract, shall in no way be relieved of any obligation
under it due to his/her failure to receive or examine any form of legal instrument, or to visit the site and
acquaint himself/herself with the conditions there existing. No allowance shall be made subsequently in this
connection on behalf of the Contract for any negligence of his/her part.
9. PRICES
Prices shall remain firm for a period of ninety (90) days following the bid opening date. The bid amount
shall include all labor, materials, equipment, rigging, permits, disposal fees, transportation, supervision,
testing, startup, cleanup, and all other costs necessary to complete the work described in these specifications
at the City Hall Lift Station.
The Contractor shall include all costs associated with removal and disposal of the existing failed grinder
pump and installation of the new grinder pump, discharge piping modifications, valve installation, electrical
connections, testing, and commissioning.
The Contractor shall also provide an hourly labor rate for additional work that may be requested by the City
and is outside the scope of this specification. Hourly rates shall include labor classification, overhead, profit,
and any applicable equipment charges.
10. QUESTIONS
Bidders shall address questions regarding the specifications to Quentin Pike, Citywide Facilities Manager-
Public Works Division at pikeq@kalamazoocity.org. (This does not relieve the requirements of Page 1,
Item 3.) Questions regarding terms, conditions and other related bid requirements may be addressed to
Stephanie Losey, Buyer at loseys@kalamazoocity.org.