Electrical & Mechanical Maintenance Services

LEGAL NOTICE
INVITATION TO SUBMIT QUOTATIONS
The Town of Smyrna will accept quotations on electrical and mechanical maintenance
service for the repair of the Town's Water and Wastewater equipment. Bidders shall submit
sealed quotations in the format specified in the invitation to submit quotations no later than
10:00 a.m. April 16, 2026 at which time the bids will be publicly opened and read aloud.
No bid may be withdrawn after the scheduled closing time for a period of 90 days. Bidding
documents may be obtained at Smyrna Town Hall, 315 S. Lowry, Smyrna, TN during regular
business hours or www.townofsmyrna.org. Quotations should be mailed or hand delivered
to:
Purchasing Department
Smyrna Town Hall
Annual Sealed Bid Mechanical Service
April 16 @ 10:00 a.m.
315 South Lowry Street
Smyrna, TN 37167
The Town of Smyrna will not discriminate in the purchase of all goods and services on the
basis of race, color, religion, sex, national origin, age, disability or any other lawfully
protected classification.
All bidders shall comply with the Tennessee Contractors Licensing Act of 1976 and as
amended (TCA Title 62), Section 62-6-119.
Verbal quotations or quotations received after the closing date will not be accepted. The
Town of Smyrna reserves the right to reject any and all bids, to waive technicalities or
informalities and to accept any bid deemed to be in the best interest of the Town.
BY: Sierra Lowry
Finance Director
TO BE RUN: March 31, 2026
_________________________
COMPANY
Town of Smyrna, TN
Electrical Mechanical 26

TABLE OF CONTENTS
PAGE
SECTION I General Information 3
SECTION II Scope of Electric Motor Repair Service and Mechanical
Maintenance Service
Part 1 Electric Motor Repair Service 4
Part 2 Mechanical Maintenance Service 7
SECTION III Price Quotation (Electric Motor Repair, Mechanical 12
and Electrical Journeyman)
SECTION IV Bid Specifications Compliance 19
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SECTION I - GENERAL INFORMATION
A. The Town of Smyrna will accept quotations for a contractor that provides maintenance service
for the repair of the Town's water and wastewater plants for the term July 1, 2026 through June
30, 2027. The contractor shall provide either mechanical / motor repair or electrical services.
Billing address: Include one of the following on all invoices:
Smyrna Town Hall Attn: 1. Water Plant - Kevin Relford
315 South Lowry Street 2. Wastewater Plant - Leland Noble
Smyrna, TN 37167
Questions for the Water Plant should be directed to Kevin Relford 615-459-3574 or e-mail:
kevin.relford@townofsmyrna.org.
Questions for the Wastewater Plant should be directed to Leland Noble 615-459-6439 or e-
mail:
leland.noble@townofsmyrna.org.
PLANT LOCATIONS:
Smyrna Wastewater Treatment Plant Smyrna Water Plant
100 Jack Hunter Parkway 156 Sharp Springs Road
Smyrna, TN 37167 Smyrna, TN 37167
B. The Town of Smyrna reserves the right to reject any and all bids, to waive technicalities or
informalities and to accept any bid deemed to be in the best interest of the Town. No bid may
be withdrawn after the scheduled closing time for a period of 90 days.
C. The bidder shall abide by and comply with the true intent of the specifications and not take
advantage of any unintentional error or omission, but shall fully address the full intent and
meaning of each aspect of the specifications. A copy of required certifications and / or license
should be attached to the bid document.
D. Section IV, V and Contract Agreement shall be completed and included as an integral part of
each bidder's proposal. Successful bidder will be expected to enter into a contract Agreement
with the Town of Smyrna. Agreement shall be signed and attested (but not dated) by the
proper business representative and submitted with the bid proposal.
E. Freight shall be paid by vendor and should be included in bid to include pick-up and delivery
of equipment from plant location.
F. The Town is a tax-exempt organization.
G. The Town reserves the right to select the bid that is in the best interest of the Town.
H. Mail is delivered after 11:00 a.m. Monday through Friday.
J. Bid quotations must be submitted on the Town's quotation page(s). No exceptions.
K. Tennessee General Contractor's License Law
Town of Smyrna, TN 3
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Bidding will be in accordance with the Tennessee General Contractor's Licensing Law.
Bidders on construction in the amount of $25,000.00 or more must be licensed contractors as
required by the Contractor's Licensing Act of 1976 (Rev. 1986), Public Chapter No. 822 of the
General Assembly of the State of Tennessee. Bids greater than $25,000 shall contain the
following information: the bidder's name, license number, expiration date, and that part of
classification applying to the bid on the outside of the sealed bid in accordance with T.C.A.
62-6-119. Bids not conforming with this provision shall be disqualified.
L. By submission of this bid, each bidder/proposer and each person signing on behalf of
any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own
organization, under penalty of perjury, that to the best of its knowledge and belief that each
bidder is not on the list created pursuant to T.C.A. 12-12-106 Iran Divestment Act. For
reference purposes, the list is currently available online at: State of
TN_Debarred_Vendors.pdf
SECTION II - ELECTRIC MOTOR REPAIR AND MECHANICAL
MAINTENANCE SERVICE
Part 1 - SCOPE OF ELECTRICAL MOTOR REPAIR SERVICE
THE PURPOSE OF THIS BID IS TO OBTAIN A CONTRACTOR TO PROVIDE
MAINTENANCE SERVICES FOR THE TOWN'S WATER AND WASTEWATER
MECHANICAL EQUIPMENT AND ELECTRIC MOTORS.
THE MOTOR REPAIR SHOP MUST MAINTAIN A VALID TENNESSEE MECHANICAL
CONTRACTOR'S LICENSE. IF MOTOR REPAIR WORK IS NOT TO BE CONDUCTED IN
HOUSE, THE MOTOR REPAIR SHOP MUST BE APPROVED BY A REPRESENTATIVE OF
THE TOWN OF SMYRNA. A PANEL OF INSPECTORS FROM THE TOWN MAY VISIT AND
INSPECT THE FACILITIES BEFORE AWARD OF BID. ALL MOTOR REPAIR WORK MUST
BE COMPLIANT WITH EASA STANDARDS AND SPECIFICATIONS, SUCH AS ANSI/EASA
AR100, TO ENSURE THE REPAIR PROCESS MAINTAINS THE EFFICIENCY AND
RELIABILITY OF THE MOTOR, FOLLOWING BEST TRADE PRACTICES AND
PROCEDURES.
ELECTRIC MOTOR REWIND SPECIFICATION
(Motors only)
All electric motor stator rewinding shall include labor and partial material for the
following scope of work:
1. Dismantle, test, and strip coils
2. Fabricate and install coils.
3. Connect VPI valves
4. Assemble, test, and paint.
5. A 90-day warranty against defects in materials and workmanship shall be
provided by the Contractor.
6. Dynamic balance, furnishing and installing bearings, metalizing, machine work,
and new leads are additions to the scope.
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1. Before dismantling the motor, inspect the motor by turning the rotor to identify a
sprung shaft, rubbing, bearing noise or roughness, excessive end play, or other
problems, and record findings. Perform electrical tests on the motor and dismantle it
for inspection and cleaning. Stators, wound rotors, and armatures to be rewound
shall be burned and stripped at a maximum controlled temperature of 750 degrees
F. to prevent damage to the lamination and frames.
2. All motor windings will be steam cleaned using detergent and rinsed with clean steam.
The motor will be baked dry in a temperature-controlled oven following standard
shop procedures. After the first bake, allow motor windings to cool to normal
temperature. Perform a megger test on the windings. The minimum acceptable
reading is 100 megohms at 1000 volts DC of operating voltage. If reading is
unacceptable, inspect motor windings for cleanliness. If windings are not clean (i.e.,
dirt, grease, detergent residue), steam clean motor windings again. If windings are
clean, bake them again in a temperature-controlled oven following standard shop
procedures. After the second bake, allow motor windings to cool to normal
temperature. Perform a megohmmeter test on the windings. If readings are
unacceptable, then contact the Plant Manager for further instructions. If readings
are acceptable, dip and bake motor windings.
3. After stripping, examine and test laminations for blow holes, shorts, and hot spots. All
short and/or laid-over laminations shall be repaired before rewinding. Sandblast
and thoroughly clean slots and frames, check for cracks or broken welds, repair as
necessary, and perform an iron core loss test. Check the rotor for cracks, flaws,
bearing fit, and fan condition. Check air gaps for condition and correct distance.
Determine bearing fit at bearing locations in the end bells and on the shaft.
4. Check nameplate date and purchase order to determine the type and class of insulation
of new coils. Class "N" insulation and the VPI process and epoxy resin are required.
Fabricate and install coils to conform to OEM Factory standards and specifications
or better. Every coil is to be tied on both sides of the winding and formed neatly and
compactly. All insulating varnish shall have a heat aging life of not less than 10,000
hours at maximum operating temperature. Class "H", epoxy insulation is standard.
If in doubt, contact the Town of Smyrna for directions before continuing with the
work.
5. Silicone rubber-insulated Class"H" leads are standard. On 230/460 motors, leads shall
be for the higher voltage and suitably sealed at the point of exit from the stator on
TEFC and explosion-proof motors.
6. The vacuum pressure impregnation (VPI) Epoxy Resin process is to be used, unless
instructed otherwise.
7. After varnishing and baking, check stator insulation resistance at twice the rated
voltage or 500 DC Volts for motors under 440 volts and 1000 DC Volts on motors
440 Volts or greater. In general, a minimum value of 100 megohms resistance for
250 Volts AC and under, and 200 megohms for 251 to 600 Volts AC motors is
required with the entire winding to ground, 1 minute duration, temperature 30
degrees C.
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8. Check the rotor between centers on a lathe for runout, which should not exceed 0.003
inches or 0.0005 inches after resurfacing. Check bearing mount areas for condition
and fit using the bearing manufacturer's data for dimensions and tolerances.
9. All NEMA frame A/C electric motor rotors 5 H.P. and larger are to be dynamically
balanced. For motors 50 H.P. and larger balanced to the "GOOD" range, according
to the Vibration Frequency Curve, the spectrum analysis method is required, and
copies of the vibration spectrum plots from the test stand runs are to be furnished to
the Town. The spectra should be taken in the horizontal, vertical, and axial
directions on both bearings. On ball bearing motors, the range should be from 2
mils to 4 mils. If there are questions regarding these requirements, consult the Town
before proceeding.
10. Use loose-fit Bearing Fit Tolerance Chart bearings on all 3600 RPM motors. Check
for a tight fit between bearing and bearing housing, which should be 0.001 inches of
interference, up to 0.0005 inches per bearing outside diameter, for a secure fit. Use
identical replacement bearings, unless otherwise specified.
11. On all motors, use OEM-recommended grease, unless otherwise specified, and
plainly identify on the motor as to the type of grease used.
12. A non-hardening sealant compound, RTV silicone, Permatex #2, or equal is to be
used during assembly on all end bells, bearing caps, etc., to prevent moisture and
fumes from entering the motor on all TEFC or explosion-proof motors. Check the
fan and covers, and repair or replace any defective components.
13. All motors are to be repainted after rewinding or repairs. Use appropriate standard
engineering specifications and applicable surface preparation. Use the standard
machine gray color.
14. Perform a megger test after assembly to ensure there was no damage to the motor
during assembly. Allow the motor to run long enough to reach a normally stable
temperature. Check bearings for noise and excessive temperature, and do a
vibration profile and run test of the motor. See preceding requirements for spectrum
analysis of vibration. Record no-load amperage for phase balance and comparison
to the full load current rating of the motor. Record RPM, bearing temperatures, and
coast down. Check and mark the magnetic center on the shaft for installation
reference, if applicable.
15. Check nameplate date and compare with test results for agreement of indicated
results vs. nameplate specification. Any changes in motor rating, class of
insulation of the windings, or other motor operating data, along with the vendor
name, date, and the Town's order number, are to be put on a stainless steel tag
attached to the motor adjacent to the original tag. This tag is to be placed on all
motors worked on for the Town of Smyrna's Water or Waste Treatment Plant
so that performance may be tracked.
16. Provide a description of work performed and results from inspections and tests.
Return old bearings to the Plant Manager.
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17. The vendor includes, at a minimum, a 90-day warranty against defects in material
and workmanship. The delivery ticket will also include a separate description
of the work done, all materials installed, and the results of all tests and vibration
analysis.
18. Semi-annually or after-repair, conduct infrared testing of motor control centers to
determine "hot spots", etc. that may cause damage to electrical systems and
equipment. Provide results of testing to the Plant Manager.
19. Semi-annually or after-repair, conduct calibration analysis and balance motors to
conform to the manufacturer's specification and provide a report detailing the
result of this analysis.
20. Annually perform vibration analysis on all pump and motor combinations as
directed by the Plant Manager.
21. Invoices shall be submitted according to specifications noted in Section III.
If there is a conflict between this specification and normal shop practice, prior
approval by the Plant Manager is required for any changes. If the cost will exceed the
prices shown in the Vaughn's Price Guide at the rate bid, prior approval by the Town
is required.
SECTION II - Part 2 SCOPE OF MECHANICAL MAINTENANCE SERVICE
THE PURPOSE OF THIS BID IS TO OBTAIN A CONTRACTOR TO PROVIDE
MAINTENANCE SERVICE FOR THE REPAIR OF THE TOWN'S WATER AND
WASTEWATER MECHANICAL EQUIPMENT. ALL BIDDERS MUST POSSESS A VALID
TENNESSEE MECHANICAL CONTRACTOR'S LICENSE.
TOWN OF SMYRNA, WATER AND WASTEWATER
PLANTS, COLLECTION, AND DISTRIBUTION SYSTEM
MECHANICAL EQUIPMENT SPECIFICATION
(pumps, gear boxes, etc.)
1. All mechanical equipment repairs shall include labor necessary for the completion of
work requested.
2. During normal conditions, completion of repairs must occur within 5 working days of
the receipt of a work order for equipment. The time limits may be extended for
good cause by authorization of the Plant Manager. Due to the nature of services
provided to the community by the Town, emergency repairs may occasionally be
required. Around The Clock, three-shift repairs will be requested by the
Department during these situations. Emergency repairs must be in progress within
four (4) hours after authorization.
3. On replacement bearing work, check for a tight fit between the bearing and bearing
housing, which should be 0.001-inch interference, up to 0.0005 inch per bearing
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outside diameter for a secure fit. Use identical replacement bearings, unless
otherwise specified. If there are questions regarding these requirements, consult the
Plant Manager before proceeding.
4. On all equipment, use OEM-recommended grease, unless otherwise specified, and
plainly identify on the equipment as to the type of grease used.
5. When requested, the contractor shall be able to perform metalizing and machine work
on gears, pump shafts, and impellers. Be able to dynamically balance the
appropriate equipment and furnish and install bearings. When necessary, check the
rotor between centers on the lathe for runout, which should not exceed 0.003 inch
or 0.0005 inch after resurfacing. Check bearing mount areas for condition and fit
using the bearing manufacturer's data for dimensions and tolerances.
6. When required, dynamic balancing shall be performed by a Schenk Trebel precision
balancer or equivalent. Equivalents shall be pre-approved by the Plant Manager.
7. Provide a description of work performed and results from inspections and tests. Return
old bearings to the Plant Manager.
8. A minimum 90-day warranty against defects in materials and workmanship shall be
provided by the Contractor.
9. All quotes before work shall be based on available information. Before the beginning
of repairs, an exact price should be given to the Plant Manager. Any deviation from
this price must be pre-approved by the Plant Manager before work is commenced.
10. On all major rebuilds, a price for repair and a price for replacement shall be given to
the Plant Manager before work begins.
11. OEM parts are required on mechanical rebuilds. Any and all parts that are to be
machined in-house must have prior approval and also meet OEM specifications.
12. Invoices shall be submitted according to specifications noted in Section III.
If there is a conflict between this specification and normal shop practice, prior approval
by the Plant Manager is required for any changes. All work is to be done in a
workmanlike manner and in accordance with best trade practices and procedures.
Contractor must provide adequate proof of insurance with the bid.
INSURANCE REQUIREMENTS
The Contractor shall purchase and maintain for the duration of the contract insurance
against claims for injuries to persons or damages to property which may arise from or in
connection with the performance of the work hereunder by the Contractor, its agents,
representatives, employees or subcontractors.
A. MINIMUM SCOPE AND LIMITS OF INSURANCE
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1. Workers Compensation
Workers Compensation insurance shall be in compliance with the State of
Tennessee and shall be statutory. Employers Liability shall be included with a
minimum limit of $500,000 per accident/per disease/per employee.
2. Commercial General Liability
Commercial General Liability insurance shall have a minimum limit per occurrence
of $1,000,000 and a minimum general aggregate of $2,000,000. It shall include
completed operations, product liability and personal injury liability insurance.
3. Automobile Liability
Automobile Liability Insurance shall have a minimum combined single limit per
occurrence of $1,000,000. This insurance shall include third-party bodily injury and
property damage liability for owned, hired, borrowed and non-owned automobiles.
B. DEDUCTIBLES AND SELF-INSURED RETENTIONS
Any deductibles or self-insured retentions must be declared to the Town of Smyrna.
The Contractor shall be responsible for all deductibles and self-insured retentions.
C. OTHER INSURANCE PROVISIONS
The policies are to contain, or be endorsed to contain, the following provisions:
1. General Liability and Automobile Liability Coverages
a. The Town, its elected and appointed officials, agents, employees and volunteers
shall be named as an additional insured as regards negligence by the contractor.
b. The Contractor's insurance shall be primary as respects the Town, its elected
and appointed officials, agents, employees and volunteers. Any insurance or
self-insurance maintained by the Town of Smyrna shall be excess and non-
contributory of the Contractor's insurance.
2. Workers Compensation and Employers Liability Coverage
The insurer shall agree to waive all rights of subrogation against the Town, its
elected and appointed officials, agents, employees and volunteers for losses arising
from work performed by the Contractor for the Town of Smyrna.
3. All Coverages
a. Coverage shall not be canceled, suspended, or voided by either party (the
Contractor or the insurer) or reduced in coverage or in limits except after 30
days written notice has been given to the Town of Smyrna. Ten-day written
notice of cancellation is acceptable for non-payment of premium. Notifications
shall comply with the standard cancellation provisions in the Contractor's
policy.
b. Neither the acceptance of the completed work nor the payment thereof shall
release the Contractor from the obligations of the insurance requirements or
indemnification agreement.
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c. The insurance companies issuing the policies shall have no recourse against the
Town of Smyrna for payment of premiums or for assessments under any form
of the policies.
d. Replacement certificates, policies or endorsements shall be provided to the
Town for any such insurance expiring prior to the completion of services.
e. Any failure of the Contractor to comply with reporting provisions of the policy
shall not affect coverage provided to the Town, its elected and appointed
officials, agents, employees and volunteers.
D. ACCEPTABILITY OF INSURERS
All required insurance shall be provided by a company or companies licensed to
conduct business in the State of Tennessee. Insurance shall be underwritten by insurers
with an A.M. Best Company ratings no less than an A.
E. VERIFICATION OF COVERAGE
The Contractor shall furnish the Town with Certificates of Insurance reflecting proof of
required coverage. The Certificates for each insurance policy are to be signed by a
person authorized by that insurer to bind coverage on its behalf. The Certificates are
to be received and approved by the Town before work commences and upon any
contract renewal thereafter.
Upon failure of the Contractor to furnish, deliver and maintain such insurance as
requested, this contract, at the election of the Town, may be suspended, discontinued or
terminated. Failure of the Contractor to purchase and/or maintain any required
insurance shall not relieve the Contractor from any liability or indemnification under
the contract.
The Certificate of Insurance naming the "Town of Smyrna" as Additional Insured
shall be addressed to the attention of:
Town of Smyrna
Department of Safety & Risk Management
ATTN: Henry Urbina
315 S Lowry St
Smyrna, TN 37167
It can also be submitted electronically to henry.urbina@townofsmyrna.org. The
subject line has to indicate the name of the project.
The Town reserves the right to request complete certified copies of all required
insurance policies at any time.
F. SUBCONTRACTORS
Contractor shall include all subcontractors as insureds under its policies OR shall be
responsible for verifying and maintaining the Certificates provided by each
subcontractor. Subcontractors shall be subject to all of the requirements stated herein.
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