Pre-Advertisement Notice for Various Pumps and Parts Repair and Services

Docusign Envelope ID: 2045DE2A-DE5E-8AC2-829E-A45A16D62C0C
CITY OF ATLANTA
DEPARTMENT OF PROCUREMENT
SUITE 1900
Andre Dickens 55 TRINITY AVENUE, SW Chandra Houston
Mayor ATLANTA, GA 30303 Chief Procurement Officer
(404) 546-1000
Excellence in VALUE CREATION through Partnership, Collaboration, and Innovation
Material Type: Various Pumps
Item Number: (TBD)
Date: 05/06/2026
CITY OF ATLANTA SPECIFICATION FOR REPAIR AND SERVICES FOR VARIOUS
PUMPS AND PARTS
SCOPE AND CLASSIFICATION - PART I
Scope - This specification describes an annual contract for furnishing, installation,
preventive maintenance inspection and repair of pumps for the City of Atlanta,
Department of Watershed Management.
Classification - The material(s) must be classified as follows:
GROUP I - INSPECTION AND REPAIR OF
VERTICAL TURBINE PUMPS
GROUP II - INSPECTION AND REPAIR OF
HORIZONTAL SPLIT CASE PUMPS
GROUP III - INSPECTION AND REPAIR OF
SUBMERSIBLE PUMPS
GROUP IV - INSPECTION AND REPAIR OF
CENTRIFUGAL PUMPS
GROUP V - INSPECTION AND REPAIR OF
VERTICAL CHOPPER PUMPS
GROUP VI - INSPECTION AND REPAIR OF
PROGRESSING CAVITY PUMPS
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GROUP VII - INSPECTION AND REPAIR OF PISTON
TYPE POSITIVE DISPLACEMENT PUMPS
GROUP VIII - INSPECTION AND REPAIR OF
WATSON MARLOW PUMPS
GROUP IX - INSPECTION AND REPAIR OF
VACUUM AND HYDRAULIC PUMPS
SPECIFICATION REQUIREMENTS
1. Definitions
1.1. "Parts" means the components of a unit to be provided by a Preferred Bidder to the
City of Atlanta.
1.2. "Pricing Line" means the separate pricing that the Bidder submits for each line-item
bid.
1.3. "Service" means the furnishing of labor, time, or effort to repair or rebuild an entire unit
or part(s) of a unit.
2. Standards And Specifications - Material(s), goods, Parts or Service(s) being solicited under
this IFB must comply with the Federal Occupational Safety and Health Acts, Federal Aviation
Administration Standards, and Georgia Occupational Safety and Health Act requirements,
where applicable and in effect at time of delivery.
3. Equipment. The equipment to be furnished must be currently on production and must be
manufacturer's standard model complete with all standard equipment. Bidder must be able to
supply 90% of Parts required to maintain this equipment within 24 hours and have access to
the remaining 10% of Parts within 72 hours. Failure to meet this requirement may result in
termination of the contract. To the extent applicable, and except as otherwise expressly
provided in this IFB, all energy consuming equipment purchased will be energy efficient,
defined as meeting either Energy Star specification of criteria that puts products in the upper
25% of energy efficiency, as well as meeting quality, performance, and durability
requirements.
4. Parts and Service Warranty. This Invitation for Bid (IFB) must cover Parts and Service
warranty for one (1) year after delivery date. While under warranty, Bidder must replace any
damaged or inferior item in a prompt and timely manner. Bidder must submit price information
for Parts and Service indicating schedule or rate of discount, which must apply to the City of
Atlanta.
5. Original Manufacturer Part Crossover Numbers. Bidder must supply original
manufacturer part crossover numbers for parts that are not manufactured by the equipment
manufacturer after the award of bid, but prior to the delivery of equipment.
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6. Safe Use of Equipment. Bidder (where applicable) must provide a minimum of four (4)
hours instruction on the proper and safe use of the equipment at the Bidder's expense.
7. Manuals. Upon request by the City, Bidder must provide parts, service, and operating manuals
for each unit of equipment provided and submit electronically, one (1) set of descriptive
literature.
8. Without expressed or implied obligation on the part of the City of Atlanta to perform, the
Bidder may submit on a separate sheet an option to the City for a multi-year purchase
concept covering three (3) years' service and parts for equipment covered by its bid. Include
the terms of the multi-year purchase option including terms, price, and expiration date.
8.1. The Code of Ordinance of the City of Atlanta specifically prohibits obligating the City
for future budget years.
8.2. In the event options are exercised to purchase units in subsequent years, the provisions
as related to parts and services will apply as indicated above.
9. Reservation of Rights. The City of Atlanta reserves the right to increase or decrease
quantities shown without penalty.
10. Report of Purchases. Bidder must provide an itemized report of the annual spend ("Report
of Purchases") to the Chief Procurement Officer. The Report of Purchases must be submitted
annually within fifteen (15) days after the anniversary date of the Agreement. Failure to
submit a Report of Purchases may result in forfeiture of future contracts with the City of
Atlanta.
11. Brand Name or Trade Name Instructions. If items in this IFB have been identified,
described, or referenced by a brand name or trade name description, such identification is
intended to be descriptive, but not restrictive and is to indicate the quality and characteristics
of products that may be offered. Products may be considered for award if such products are
clearly identified in the bids and are determined by the City of Atlanta to meet its needs in all
respects.
11.1. All bidders, including bidders whose products may be referenced, must clearly
indicate manufacturer/trade name and identifying number in space provided within
Pricing Line of this IFB.
11.2. Bidder must not furnish obsolete and/or near-expired products. If the Bidder proposes
to furnish another product, such products must be clearly identified in the bid. The
evaluation of bids and the determination as to equality of products offered must be the
responsibility of the City and will be based on information furnished by the bidder.
Accordingly, to ensure that sufficient information is available the bidder may be
required to submit literature and/or samples prior to award. These must be supplied
within seven (7) days, if required.
11.3. The purchase of any item by the City, as a result of this Invitation for Bid, is not a
judgment of one product against another. Consideration of application, need, and
price will constitute purchase determination.
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12. Like or Similar Goods. Bidder is only permitted to provide like or similar goods or services
to those identified in its bid, if the goods or services identified in the bid are discontinued or
out of stock. Vendor must provide like or similar goods or services at the same price(s) quoted
in its bid. The City will not absorb any cost increases for like or similar goods or services.
12.1. Bidder must provide like, or similar goods or services not listed in the bid price (s) at
or below standard industry rates.
12.2. Bidder must meet or beat store, municipal, state and federal pricing for items bid on.
12.3. Bidder must provide like and similar goods or a direct substitute not listed on pricing
lines at _______% discount from catalog prices.
13. Quality Assurance
13.1. Test and Inspection. It is the Bidder's responsibility to perform all tests and inspections
required by this specification unless otherwise stated in the purchase order, data sheet,
and/or contract. The Bidder may use in the process his/her own facility or any
recognized independent laboratory acceptable to the City of Atlanta. The City of
Atlanta reserves the right to perform any of the tests and inspection requirements
where such tests and inspections are needed to further determine compliance with the
specification. If such testing is needed, Bidder must pay for all testing costs.
13.2. Certification. Material covered by this specification must be manufacturer original
parts or approved by the manufacturer for use in the specified systems. Certification to
this standard must be provided with the Parts and/or Service. It is Bidder's
responsibility to ensure that that all parts and/or services meet industry standards. Full
acceptance of the materials must be subject upon findings of suitability as determined
under Subsection 13.1.
13.3. Sampling. It is the Bidder's responsibility to submit a random sample testing in
accordance with this specification. Material furnished must be identical to the sample
submitted for performance test and must comply with the requirements set forth
herein. If the material does not comply with the requirements of this specification, or
is not identical to the original sample submitted, the Bidder must be required to replace
all such materials at its own expense. This includes all handling charges and
transportation, with the material that does so comply.
13.4. Quality and Quantity Control - A system of test and inspection must be used to ensure
receipt of the quality and quantity of items supplied. Goods will be promptly
unpacked and inspected; any discrepancies from purchase order or supplier invoice
will be reported immediately to the Chief Procurement Officer of the Department of
Procurement.
13.5. Plant and Facility Inspections - The Department of Procurement may require the
Bidder to make their plant and facilities available for inspection or may require
additional information concerning the Bidder's ability to comply with the requirements
of this specification, or its ability to perform in accordance with delivery requirements
and within budget. In addition to the above, Bidder may be required to produce shop
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orders and backlog orders documentation. Failure to comply with this requirement
may cause rejection of the bid package.
13.6. Protection - The Bidder must assume all costs arising from the use of patented
materials, devices, or processes incorporated in the materials furnished. The Bidder
further agrees to indemnify and hold harmless the City of Atlanta and its duly
authorized agents from suits of law or actions of any nature for or on account of the
use of any patented materials, equipment devices or processes.
13.7. Travel and Lodging Expenses - The City of Atlanta may require one (1) or more onsite
visits to the Bidder's site to assure Bidder's compliance with the City's requirements
and other applicable requirements. Suppliers must reimburse the City, in accordance
with the City of Atlanta's Code of Ethics provisions, for authorized travel and lodging
expenses related to such onsite evaluations after the purchase order has been assigned
and occur no later than 30 days after receipt of invoice.
14. Preparation for Delivery
14.1. Packing - Packing must be accomplished in accordance with acceptable commercial
practices for domestic shipments, unless otherwise stated in the Agreement and/or
purchase order. The Bidder must make shipments using the minimum number of
containers consistent with the requirements of safe transit, available mode of
transportation and routing. It is the Bidder's responsibility to determine that packing is
adequate to assure that all materials must arrive at destination in an undamaged
condition ready for intended use.
14.2. Marking - All packages must be identified with the City of Atlanta purchase order
number and the User Department. Sealed packing lists must be affixed to all cartons
showing its content.
14.3. Shipping - The Bidder must follow shipping instructions as stated in the purchase
order or Agreement.
15. Subcontracting. If awarded a contract, the use of subcontractors is permitted. However,
Bidder must: (i) remain responsible for the goods, installation, delivery, and any services
provided by the subcontractor; (ii) remain City's sole point of contact for the goods and/or
services provided under the Agreement; and (iii) be solely responsible for the payment of any
subcontractor.
15.1. Bidder must identify all subcontractors it intends to use in its bid. Failure to disclose
all subcontractors in a bid submission will result in termination of an Agreement if
awarded.
15.2. All subcontractors must complete the subcontractor Illegal Immigration Reform and
Enforcement Act (IIREA) Form and the completed subcontractor forms must be
included in the Bidder's bid.
16. Payment Terms. Bidder will provide payment terms of five percent (5%) 10, net 30 calendar
days of invoice price. Otherwise, terms will be net 30 calendar days.
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17. Warranty. It is the Bidder's responsibility to submit, at time of shipment, the original
manufacturer's warranty of the goods/material(s) supplied.
18. Guarantee. The material must be guaranteed to be free from defects of construction,
conception, and workmanship for a period of at least 12 months or manufacturer's warranty
whichever is greatest from date of acceptance. Any part or portion found not in accordance
with this specification will be rejected and returned to Bidder at Bidder's expense for
immediate replacement.
SCOPE AND CLASSIFICATION - PART II
REQUIREMENTS
Please state "Compliance" or "Exception" pursuant the instructions contained in paragraph
NOTES 2.1 and 2.2 of the IFB. Check marks, dittos, or any other marking may not be accepted,
and your bid could be rejected.
DEFINITIONS
Please state "Compliance" or "Exception" pursuant the instructions contained in
paragraph NOTES, 2.1 and 2.2 of the ITB. Check marks, dittos or any other markings
may not be accepted and your bid could be rejected.
1.1. Definition - For the purpose of this bid, "Parts" shall be defined as
components of a unit to be provided by the vendor to the City. "Service"
shall be defined as the furnishing of labor time or effort by a vendor, to
repair or rebuild (where applicable), a part, component, or (where
applicable), the unit/item as a whole.
1.2. General Requirements (Applies to Groups I through VIII)
1.2.1. The services in this Bid must consist of procurement of new pumps;
procurement and installation of new pumps; disassembly, inspection,
transportation to and from the Vendor worksite; repair of existing units
back to its original manufacture design specifications, reassembly,
replacement, startup providing detailed reports which includes pictures
and a failure analysis of each repair.
1.2.2. These services requested in this contract will be oriented towards
completion of specific tasks. The City is under no obligation to
exclusively award this work to a single bidder nor is the City bound to a
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minimum contract amount.
1.2.3. Successful bidder must own, or have full access to, a fully functional
machine shop and field service equipment to perform inspection and
repair of pumps.
1.2.4. Successful bidder must have qualified personnel certified to perform
pump shaft alignment, welding and machinist work. In addition, Vendor
personnel must also be trained at the Vendor's expense in permit required
confined space entry.
1.2.5. Successful bidder must provide references and a descriptive list of
projects that indicates the bidder has successfully completed similar pump
repair projects in the past.
1.2.6. The use of subcontractors is allowed by the City, however the
subcontractor must be approved by the City prior to the performance of
any work. The Vendor is responsible for providing subcontractor ability
and qualifications information required during the bid process. The
Vendor must control, coordinate be responsible for the work of its
subcontractors. The Vendor must be responsible for informing its
subcontractors of all the items, conditions, and requirements of the entire
contract document. The Vendor must remain responsible for any and all
activities provided by a subcontractor.
1.2.7. The successful bidder will be required to perform some services at
City facilities.
1.2.8. Vendor must provide written certification that the parts and
equipment provided under this Specification has been amply designed and
is a suitable application for the equipment stated.
1.2.9. Successful bidder must provide their own hand, precision tools,
special equipment and safety equipment.
1.3. Specific Requirements
1.3.1. Bids for Watson-Marlow Pumps procurement, replacement parts,
accessories and services supplied must be Watson-Marlow Manufacturer
Certified Pump Sales, Replacement Parts or Authorized Service
Distributors.
1.3.2. Miscellaneous items not listed should be inclusive, in which the
bidder must offer a percentage discount on all equipment, parts and
services rendered.
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1.3.3. All repair work must be turn-key and must itemize all parts, material
and labor.
1.3.4. Bids for Flygt pumps procurement, replacement parts, accessories
and services must be Xylem Manufacturer Certified Pump, Sales,
Replacement Parts or Authorized Service Distributors.
1.4. Inspection and/or repair of pumps will follow the sequence of work listed below.
1.4.1. Vendor must follow lock out/tag out procedures.
1.4.2. Vendor must obtain any permits required.
1.4.3. Vendor must cover all openings created by the project to prevent
accidental entry by personnel, tools, or debris.
1.4.4. Vendor must handle and secure all tools and equipment in such a
manner as to prevent accidental entry into wells or piping systems.
1.4.5. All foreign materials entering the piping system due to Vendor
negligence will be removed at the Vendor's expense.
1.4.6. Any parts left on site should be placed in an area so that the passage
area in the station is not obstructed.
1.4.7. Vendor is required to transport and repair at their facility unless
otherwise instructed.
1.4.8. Vendor must photograph all critical areas and record all critical fits.
1.4.9. Vendor must compile a detailed report of all critical fits and findings
along with photos that show the condition of all internal parts. Reports
should also detail any recommendations for repairs for reassembly begins.
City Representatives reserve the right to make one (1) visit to the repair
facility to inspect disassembled components before any reassembly takes
place. This visit will be at the Vendor's expense. The City reserves the
right to require return of any parts replaced and/or removed during the
repair.
1.4.10. Vendor must meet manufacturer specifications on all repairs.
1.4.11. Vendor must reassemble pumps to OEM specifications replacing all
fasteners, gaskets and O-rings as required.
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1.4.12. Vendor must transport reassemble pump assemblies back to job site.
1.4.13. Once the equipment arrives back at the work site, the City reserves
the right to examine all parts and clearances for OEM compliance.
1.4.13.1. Vendor must install pump and set to run.
1.4.13.2. Vendor must ensure that the pumps are lubricated to
manufacturer specifications. Pre-lube all critical components before
starting up.
1.4.13.3. Vendor is required to clean up work areas at the end of every
workday; once the equipment is back in services the contact must provide
a final cleaning of all floors and equipment after unit is back in service.
1.4.13.4. Vendor is required to provide a detailed final report on the
pump(s) including a summary of work, post critical fit details, post
alignment details, and a vibration analysis following installation.
1.4.14. Service and Materials Requirements
1.4.14.1. The Vendor must provide information on labor, equipment
and materials required for each repair. Where a City Procurement
Contract already exists for specific equipment or materials, the City must
purchase these items. For common items used that are not available at the
Facility, the Vendor must obtain a City Purchase Order prior to any
repairs.
1.4.14.2. Any items purchased by the Vendor which will be
permanently installed in the City facilities must be new and unused. The
City maintains an inventory of such common items such as piping, valves,
wiring, conduit, tubing, hoses, fittings, and connectors. Items supplied by
the City must be stated at the beginning of the repair assigned to a
Vendor. Items to be supplied by the City must be stated at the beginning
of the repair assigned to a Vendor. To obtain City approval, the Vendor
must submit to the Watershed Manager a list of items to be supplied by
the City. The approved items must be included on the City Work Order.
1.4.14.3. Some replacement parts for critical equipment are maintained
at each facility. Vendor must submit a request for the use of replacement
parts. All items supplied by the Vendor must be of the same type and
manufacture specified by the City. Substitution of any item requires prior
approval by the City.
1.4.14.4. All materials, equipment and articles used during the Repair
that are permanently installed must become property of the City and must
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be new and unused.
1.4.15. GROUP IX - Miscellaneous Repairs, Specialty Pulls and Repairs,
Replacement Parts and Services Not listed in this contract.
1.4.15.1. The Vendor must provide pulling specialty pumps.
Partial disassembly may be required for pulling pumps. Most facilities
have overhead cranes that may be used with prior approval of the City for
lifting units. However, if a crane is not available, the Vendor must
provide overhead cranes.
1.4.15.2. The successful bidder(s) must provide like and similar
goods not listed on the pricing sheet at or below manufacturer list price.
1.4.15.3. All installed materials and equipment are to be the
latest version of the manufacturer product line and not outdated by newer
versions at the time of purchasing. Materials and equipment which show
any signs of extended storage such as corrosion, scratches, and dents will
not be accepted for installation.
1.4.15.4. All equipment used for performing the work must
conform to the latest version of all applicable safety standards including
but not limited to OSHA regulations. Vendor must follow all
requirements or recommendations of the equipment manufacturer.
Equipment not meeting requirements of this bid will be rejected.
1.4.15.5. All installed material and equipment must meet or
exceed the latest applicable code requirements including, but not limited
to, Underwriters Laboratory, Standard Building Code, and OSHA, as well
as requirements of these Specifications. Where there is conflict with
requirements of this Bid and code requirements, vendor must comply with
the more stringent requirements and notify the City for final written
determination with no additional compensation.
1.4.15.6. Where services are specified, Vendor must furnish a
qualified Representative to provide these services. Where time is
necessary in excess of that stated in the Specifications for the Service
Representative to complete the specified services, the additional time
required to perform the services must be considered incidental work for
which the vendor will receive no additional compensation.
1.4.15.7. When requested by the City, the Vendor
Representative must inspect, operate, test and adjust the equipment
following service, modifications or repairs. The inspection must include,
but must not be limited to the following points as applicable:
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