RFB Request for Bids - Submersible Non-Clog Wastewater Pumps

CITY OF ALABASTER

1953 Municipal Way, Ste. 201
Alabaster, Alabama 35007

OFFICE OF CITY CLERK

Request for Bids - Submersible Non-Clog Wastewater Pump

Bid Request Posted this Date: Sunday, January 18, 2026
Bid Request to be opened this Date & Time: Friday, February 6, 2026, 10:00 AM

To Whom It May Concern:

Bids shall be sealed and delivered to the Office of the City Clerk at City Hall, City of Alabaster, located at 1953 Municipal Way, Alabaster, Alabama prior to the above specified date and time. Bids shall be publicly opened at the date and time specified above or as soon as practicable thereafter.

To be considered by the City, a bid must comply with Alabama law, including, but not limited to, Ala. Code (1975) §§41-16-50 et seq. and 31-13-1 et seq., and provide documentation of enrollment in the E-Verify program pursuant to Ala. Code §31-13-9.

All bidders must use the bid form provided by the City for the project. This Bid Cover Sheet should be completed and submitted with the bid. Bids completed in pencil will not be accepted. Bids should be clearly marked “SEALED BID” and indicate on the outside of the envelope the project for which the bid is submitted and the date of bid opening, i.e. “Submersible Non-Clog Wastewater Pump Friday, February 6, 2026, 10:00 AM The City reserves the right to utilize life cycle cost analysis in determining the lowest responsible bidder, in which case specific information shall be provided with the request for bids.

The City reserves the right to accept or reject any or all bids and to waive formalities.

J. Mark Frey, City Clerk

BID SUMMARY SHEET:

BIDDER ____________________________________________________

BID ITEM _________________________________________________

TELEPHONE _________________________________________________

ADDRESS ___________________________________________________

EMAIL______________________________________________________

CITY ____________________________STATE _________ZIP __________

BID AMOUNT – Unit A (AS PER SPECIFICATIONS) $

Note: MUNICIPALITIES ARE EXEMPT FROM STATE SALES TAX

This bid must be signed below by bidder’s principal/officer/agent and notarized:

Auth. Signature: _______________________________ Name: _______________________________________ Title: ________________________________________

Sworn to and subscribed before me on this ___ day of ___________, 20__. ____________________________________ Notary Public My Commission Expires:

REQUEST FOR BID

The Environmental Services Department of the City of Alabaster is requesting and currently accepting bids for Submersible Non-Clog Wastewater Pump – Unit A with attachment.

Requirements AND qualifications for bidding are set out in Appendix A.

The City will accept qualified bids on the following:

Submersible Non-Clog Wastewater Pump – Unit A with attachment

Contact Information:

Please direct any questions regarding this RFB to:

City of Alabaster

Environmental Services Department

Attn: Bill Atkinson

104 8th Ave NW

Alabaster, AL, 35007

Email: batkinson@cityofalabaster.com

Phone: 205-901-4007

Bid Due Date:

All Bids must be received, in hard copy, at City of Alabaster, Attn: J. Mark Frey, 1953 Municipal Way, Ste. 201, Alabaster, AL, 35007 by Monday, June 30, 2025, 10:00 AM.

Table of Contents

Section One: Instructions

1. General Expectations

2. Terms of Contract

3. Completion

4. Schedule

5. Copies Required

6. Official Contact Information

Section Two: Selection Process

1. Selection Committee

2. Withdrawal

Section Three: Request for Bid

1. Bid Response Form

2. Credentials

3. Pricing Information

4. Expectations of the City of Alabaster

5. Additional Bids

6. Bid Response Cover Sheet

7. Insurance

8. Compliance

Section Four: Scoring Criteria

1. Scoring Criteria

Section Five: Advertising

1. Direct Mailing

2. Newspaper Advertisements

Section Six: Appendix A - Specifications

Appendix B – Bidder Pricing Form
Appendix C – Current Lift Station Information

Section One: Instructions

General Expectations

All bids shall be legibly typed and comply in all regards with the requirements of this RFB.

All Bids must be signed in ink in the blank spaces provided herein. If a firm or partnership makes the Bid, the name and address of the firm or partnership shall be shown together with the names and addresses of the members. If a corporation makes the Bid, an authorized official must sign it in the name of said corporation.

Sealed Bids must be submitted, bearing on the outside the name and address of the proposing party, the name of the project for which the Bid is submitted and the time and date of the Bid opening. If the Bid is forwarded by mail, the Bid must be enclosed in a sealed package addressed to:

City of Alabaster, Attn: J. Mark Frey, 1953 Municipal Way, Ste. 201, Alabaster, AL, 35007.

The City of Alabaster reserves the right to solicit additional information or Bid clarification from vendors, or any one vendor, should the City deem such information necessary.

The City of Alabaster reserves the right to reject any and all proposals/bids, to waive informalities or irregularities in the Bid submission process, and to negotiate further with any proposing parties. Any disputes, or interpretations, will be resolved by the City of Alabaster and will be final.

There are specific qualifications for pump suppliers in Appendix A. These must be met to be considered a responsive bidder.

Any material supplied by a Proposing Party that may be considered confidential, to the extent it is allowed under Public Records Law, must be so marked with statutory exemption asserted.

Terms of Contract

The City reserves the right to reject any and all proposals/bids which are inconsistent with regards to product, installation, service, maintenance, experience and compliance to specifications. The City accepts no responsibility for expenses incurred in the Bid preparation and presentation. Such expense is to be borne exclusively by the proposing party.

Completion:

Date of completion must be shown in bid. The guaranteed date of completion, at the discretion of the City of Alabaster, may be taken into consideration in making the award.

Schedule

Requests for Bid opening will be at Monday, June 30, 2025, 10:00 AM, or as soon as practicable thereafter. All submitted packets must arrive at City of Alabaster, Attn: J. Mark Frey, 1953 Municipal Way, Ste. 201, Alabaster, AL, 35007, prior to this time in order to be considered. Bids must arrive in a sealed and clearly labeled enclosure.

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Copies Required

Each Bid must include one (1) digital copy (thumb drive), one (1) signed original and one (1) hard copy.

Official Contact

Bids are due no later than Monday, June 30, 2025, 10:00 AM. Each Bid should be sealed and addressed to:

City of Alabaster, Attn: J. Mark Frey, 1953 Municipal Way, Ste. 201, Alabaster, AL, 35007

Any questions should be directed to:

City of Alabaster – Environmental Services Department, Attn: Bill Atkinson, 104 8th Ave NW, Alabaster, AL, 35007, 205-901-4007 or via email at batkinson@cityofalabaster.com . It is the responsibility of the bidder to ensure proper receipt of any electronic or phone correspondence, a minimum of 24 business hours is required to provide response.

Section Two: Selection Process

Selection Committee

The review and selection of valid and on-time Bids will be done by a committee consisting of, but not limited to, the Environmental Services Director or representative thereof, City Clerk or representative thereof, and the Mayor. The City Attorney may be included if specific questions of legality arise in the selection committee. The committee will make a recommendation indicating the lowest responsible, responsive bidder to the City Council who will then approve City Staff to commence final contract negotiations and contract execution, or reject the bids.

Withdrawal

A Bid already received may be withdrawn from consideration by the City of Alabaster only if the proposing party furnishes the City with a written notice that the Bid is withdrawn prior to the time stated for the opening of the Bids.

Section Three: Request for Bid Form

Bid Response Cover Submittal

(Must Accompany All Bids)

Submitted By: ________________________

Contact / Company: ________________________

Bid Item: ________________________

Address: ________________________

Daytime Phone: (___) ________________________ Fax: (___ ) ________________________

Email: ________________________

Date: ________________________

The undersigned, through the formal submittal of this bid response, declares that they have examined all related Bid documents and read the instruction and conditions and hereby proposes to complete all work in accordance with the Bid documents herein.

The Proposing party, by their signature below, hereby represents as follows:

(a) That no Councilmember, official, officer, agency or employee of the City of Alabaster is financially interested directly or indirectly in this Bid or the compensation to be paid hereunder, and that no representation, statement or statements, oral or in writing, of the City, its Council, officers, agents, or employees had induced them to enter into this Bid and the papers made a part hereof by its terms;

(b) That this Bid is made without connection with any person, firm or corporation submitting a Bid for the same service, and is in all respects, fair and without collusion or fraud.

The names of the principal contacts of the organization submitting this Bid, or of the partnership, or of all persons interested in this Bid as principals are as follows:

Name Title ________________________

(If Sole Proprietor or Partnership)

In witness, hereto, the undersigned has set his / her (its) hand this _____ day of___________, 20____.

Name of Firm:

____________________________________________________

Authorized Signature of Proposing Party:

____________________________________________________

(If Corporation)

In witness, whereof, the undersigned corporation has caused this instrument to be executed by its duly authorized officers this ____ day of _____________, 20____.

Name of Corporation: ________________________________________________

By: ________________________

Title: ________________________

BID RESPONSE FORM

Bids should be presented in substantially the following format:

BID RESPONSE

Submitted By: ________________________

Contact / Company: ________________________

Item Bid: ________________________

Address: ________________________

Daytime Phone (____)________________________Fax: (____) ________________________

Email: ________________________

Date: ________________________

The undersigned, through the formal submittal of this proposal / bid response, declares that they have examined all related Bid documents and read the instruction and conditions, and hereby proposes to supply requested services for the abatement of said structure(s) (as specified), in accordance with the Bid documents herein.

The Proposing party, by their signature below, hereby represents as follows:

(a) That no Councilmember, official, officer, agency or employee of the City of Alabaster is financially interested directly or indirectly in this Bid or the compensation to be paid hereunder, and that no representation, statement or statements, oral or in writing, of the City, its Council, officers, agents, or employees had induced them to enter into this Bid and the papers made a part hereof by its terms;

(b) That this Bid is made without connection with any person, firm or corporation submitting a Bid for the same service, and is in all respects, fair and without collusion or fraud.

The names of the principal contacts of the organization submitting this Bid, or of the partnership, or of all persons interested in this Bid as principals are as follows:

Name Title ___________________________________________________________________

Name Title____________________________________________________________________

(If Sole Proprietor or Partnership)

In witness, hereto, the undersigned has set his (its) hand this _______ day of ______________, 20___.

Name of Firm __________________________________________________________________

Authorized Signature of Proposing Party _____________________________________________

(If Corporation)

In witness, whereof, the undersigned corporation has caused this instrument to be executed by its duly authorized officers this __________day of _______________, 20___.

Name of Corporation: ________________________________________________

By: ________________________

Title: ________________________

Please answer the following questions regarding your organization and Bid. Please be as specific as possible, this is in addition to anything specifically requested within Appendix A.

1. Bid Response Form

2. Credentials:

a. In one page or less, describe and explain your organization.

b. Please list three (3) references and their contact information, that you have similar contracts with or have served and include dates of service. Additionally, please ensure that of those, two (2) references are from government, public or nonprofit organizations. The City of Alabaster reserves the right to contact any and all references listed as well as any other entities that your organization does business with.

3. Pricing Information: Please use the form attached to the bid package to indicate your bid.

4. Expectations the Proposing Party would have for the City of Alabaster: Please outline any and all expectations, being as specific as possible, your organization would have for the City of Alabaster should your Bid be chosen.

5. Any additional information in which the proposing party could enhance their efforts to be the successful vendor: Indicate any additional areas, offers or services that would prove to be of benefit to the City of Alabaster and enhance your Bid. This may include additional services your organization offers.

6. Compliance: The Successful Bidder(s) must comply with all local, state and federal laws.

Section Four: Scoring Criteria

Pricing in conformity to requested product /services 100 Points

Specifications in conformity to requested bid 100 Points

References 100 Points

Section Five: RFB Advertisement

Direct Delivered to:

Jim House Associates

Pump & Process

Hydra Service

Newspaper Advertisement

Shelby County Reporter/Alabaster Reporter

The City of Alabaster is currently accepting bids for Submersible Non-Clog Wastewater Pump. The city will be accepting bids that conform to the specifications set out in the bid packet, available online.

Bids are due no later than Friday, February 6, 2026, 10:00 AM, at City of Alabaster, Attn: J. Mark Frey, 1953 Municipal Way, Ste. 201, Alabaster, AL, 35007. Interested parties can obtain bid packets online and further information from the City of Alabaster Environmental Services Department by calling Bill Atkinson at 205-901-4007 or emailing batkinson@cityofalabaster.com http://www.cityofalabaster.com

Section Six: Specifications:

APPENDIX A

DETAILED REQUIREMENTS CHECKLIST

The following specifications are being provided to potential bidders as guidelines which describe the minimum type and quality of equipment the City of Alabaster is requiring. The Bidder must indicate compliance or list exceptions to each specification item for consideration and/or acceptance. Failure to comply with this provision shall be cause for rejection of the bid as non-responsive.

Line Ref #	DETAILED REQUIREMENTS	Compliant?
		Yes	No
	1.0 GENERAL SYSTEM DESCRIPTIONS
1	A. Supply one (1) non-clog submersible wastewater pump, adapter bracket if needed and associated equipment for the Lift Stations as shown in Appendix C, capable of handling raw, unscreened sewage and meeting the performance requirements for each station: See Appendix C for duty points.
2	Manufacturers: Subject to compliance with requirements, provide products by one of the following: (a). SULZER (b). Flygt (c). Approved Equal
3	Each motor shall be supplied with forty-nine (49) feet of properly sized electric submersible cable sized in accordance with NEC & CSA standards.
4	The pump, with its appurtenances and cable, shall be capable of continuous submergence underwater without loss of watertight integrity to a depth of sixty-five (65) feet.
5	Each pump shall be fitted with stainless-steel lifting chain.
6	Referenced Standards: (a). American Iron & Steel Institute (AISI) (b). American Society for Testing and Materials (ASTM) (c). Factory Mutual (FM) (d). Hydraulic Institute Standards for Centrifugal, Rotary, and Recip. Pumps (HI) (e). National Fire Protection Association (NFPA) (f). National Electric Code (NEC) (g). National Electrical Manufacturers Association (NEMA) (h). Anti-Friction Bearing Manufacturers Association (AFBMA)
	1.1 PUMP WARRANTY
7	The pump manufacturer shall warrant the pump and motor to the Owner against defects in workmanship and materials for a period of five (5) years (parts and labor) under normal use and service for municipal wastewater applications. Warranty shall not be limited to hours.
8	The pump manufacturer warranties shall be in published form with the effective warranty start date stated within.
9	A copy of each warranty shall be provided to the Owner at startup.
	1.2 PUMP DESIGN
10	The pump’s design shall allow for removal and reinstallation of the pump without the need for personnel to enter the confined space of the wet well and without the removal of bolts, nuts, or other fasteners.

Line Ref #	DETAILED REQUIREMENTS	Compliant?
		Yes	No
11	Each of the submersible pumps shall have upper and lower dual guide rail brackets to hold at a minimum 2” stainless steel pipe. No cable rail systems will be accepted.
12	Final connection shall insure zero leakage between the pump and its discharge connection flange by means of an O-ring seal.
13	No part of the pump shall bear directly on the floor of the wet well.
14	The supplier shall provide 304 S.S. lifting chain or cable of sufficient length to properly and safely lift the pumps from the wet well.
	1.3 PUMP CONSTRUCTION
15	Each of the submersible pumps are to have base 90’s fitted for specific pump.
16	Major components (pump casting, impeller, intermediate housing, motor housing) shall be of a minimum ASTM A48 Class 40B cast iron with smooth surfaces devoid of blowholes and other irregularities.
17	All exposed fasteners shall be ASTM A 276 Type 316Ti stainless steel.
18	The pump shall be coated with a two-component epoxy finish having at minimum 83% solids by volume.
19	The coating shall be non-toxic and approved by both wastewater and water applications.
	1.4 COOLING SYSTEM
20	Mating services between components where watertight integrity is critical shall be machined and fitted with nitrile rubber or Viton O-rings. Because these are critical passages and flame paths, no secondary sealing compounds, greases, or other devices shall be used.
21	The motor of the pump shall be air filled. Oil filled motors shall not be used, unless the pump is installed in a dry pit.
	1.5 CABLE AND CABLE ENTRY SEAL
22	The power cable shall be suitable for the submersible application and sized in accordance with NEC requirements.
23	The cable entry shall consist of a grommet compressed by two stainless steel washers with strain relief being supplied as part of the entry design.
24	The cable entry design shall then ensure that no entry of moisture is possible into the high-voltage motor terminal area even if the cable is damaged or severed below water level to a submerged depth of up to ( ) feet.
25	The pump shall have installed a separate moisture sensor mounted in the terminal area to shut the pump down should moisture approach the high voltage terminal area.
	1.6 MOTOR
26	The submersible motor shall be NEMA IE3 Premium Efficiency type, squirrel cage, induction in design, housed in a completely watertight and air-filled chamber. Oil filled motors will not be considered by the Owner

Line Ref #	DETAILED REQUIREMENTS	Compliant?
		Yes	No
27	The motor shall have at a minimum a 1.3 service factor and be suitable for use in Class I, Division 1, Group C & D atmospheres as Explosion Proof.
28	The motor stator shall use at minimum Class H insulation rated for 356°F.
29	The motors shall be designed, rated, and warranted for continuous operation and capable of at minimum fifteen (15) starts per hour.
30	Temperature monitors shall be embedded in the motor windings for use in conjunction with and supplemental to external motor overload protection.
31	The pump’s control shall shut down the pump should any of the monitors detect high temperature and automatically reset once motor temperature returns to normal.
32	Supplier shall not provide motors that contain other than ecologically safe paraffin base oil in the seal chamber.
33	Supplier shall not provide motors containing di-electric oils used for motor cooling and/or bearing lubrication.
34	Thermal Protection: Each phase of the motor shall contain a bi-metallic temperature monitor in the upper portion of the stator windings. These thermal switches shall be connected in series and set to open at 140° C +/- 5° C. They shall be connected to the control panel, and used in conjunction with, and supplemental to, external motor overload protection. For pumps greater than 100 HP an option, bi-metallic temperature switches shall be available for the upper and lower bearings, and RTD type temperature measuring devices shall be available for the motor winding and bearings.
35	Seal Failure Early Warning System: An electrical probe shall be provided in a moisture sensing chamber for detecting the presence of water. A solid-state device mounted in the pump control panel or in a separate enclosure shall send a low voltage, low amperage signal to the probe. If, due to a mechanical seal failure, water enters the sensing chamber, the probe shall signal a solid-state relay in the control panel. The relay shall then energize a warning device in the control panel or cause the pump to be shut down (optional). Systems utilizing float switches, dual probes, or any other monitoring devices located solely in the stator housing are not considered to be early warning systems and shall not be considered equal. The moisture sensing chamber shall have a drain/inspection plug with a positive anti-leak seal which is easily accessible from the outside of the pump.
	1.7 BEARINGS
36	Furnish upper and lower bearings as needed to provide a L10 bearing life of at minimum 50,000 hours at flows ranging from ½ of BEP flow to 1½ times BEP flow (BEP is best efficiency point).
37	The bearings shall be sealed/shielded permanently lubricated for the life of the pump bearings. Bearings should be shielded for 100 HP or larger pumps.

Line Ref #	DETAILED REQUIREMENTS	Compliant?
		Yes	No
	1.8 MECHANICAL SEALS
38	Each pump shall be equipped with a tandem mechanical shaft seal system consisting of two totally independent mechanical seal assemblies, plus a radial lip seal. The seal system shall provide three complete levels of sealing between the pumped liquid and the dry motor chamber. The mechanical seals shall operate in a lubricant/coolant reservoir that hydro-dynamically lubricates the lapped seal faces at a constant rate. The lower, primary seal unit, located between the pump impeller and the lubricant/coolant chamber, shall contain one stationary industrial duty silicon-carbide seal ring and one rotating industrial duty silicon-carbide seal ring. The upper, secondary seal unit shall be located between the lubricant chamber and the moisture sensing chamber. The seal shall contain one stationary carbon seal ring, and one rotating high chrome steel seal ring. Each mechanical seal interface shall be held in contact by its own spring system. The radial lip seal shall be located between moisture sensing chamber and the main bearing housing. The seal system shall not require routine maintenance, or adjustment, and shall not be dependent on the direction of rotation for proper sealing. Each pump shall be provided with a lubricant/coolant chamber for the mechanical shaft sealing system, which shall provide superior heat transfer, and maximum seal cooling. The chamber shall be designed to prevent overfilling and to provide liquid expansion capacity. The drain and inspection plug(s) shall have a positive anti-leak seal and shall be easily accessible from the outside of the pump. The seal system shall not rely upon the pumped media for lubrication and shall not be damaged when the pump is run dry.
39	The following seal types shall not be considered acceptable or equal: Seals of proprietary design or seals manufactured by other than major independent seal manufacturing companies. Seals requiring set screws, pins, or other mechanical locking devices to hold the seal in place, conventional double mechanical seals containing either a common single or double spring acting between the upper and lower seal faces, any system requiring a pressure differential to seat the seal and ensure sealing.
	1.9 SHAFT
40	Provide a common pump/motor shaft of sufficient size to transmit full driver output with a maximum deflection of 0.002 inches measured at the lower mechanical seal.
41	The shaft shall be made completely of at minimum ASTM A276 Type 420 stainless steel.
	2.0 IMPELLER
42	The impeller shall be non-clogging design, and the materiel shall be of ASTM A-48, Class 35B. A positively engaged, ratcheting washer assembly shall prevent the screw from loosening. The head of the impeller screw shall be effectively recessed within the impeller bore to prevent disruption of the flow stream and loss of hydraulic efficiency.
43	The impeller shall be statically and dynamically balanced having a long through let without acute turns. The impeller shall be dynamically balanced to the ISO 10816 standard to provide smooth, vibration-free operation.
	2.1 VERIFICATION OF PERFORMANCE
44	All pumps shall be field tested after installation to demonstrate satisfactory operation without excessive noise, vibration, cavitation, or over-heating.
45	Any pump that fails to meet any of the contract specifications will be modified, repaired, or replaced by the Supplier at no additional cost to the Owner.
46	Site tests shall be conducted by the manufacturer or an Authorized Representative.
47	Tests shall include checking for correct rotation, maximum motor amperage draws within nameplate specifications, balanced voltages on each power leg with the pump operating to within manufacturers tolerances and demonstrated compatibility of the pump/motor with the controls supplied.
48	The pump supplier shall have a test pit with adequate capacity to accurately perform a flow test on the pumps at the specified designed performance. The pump supplier shall have a 24 hour on call rental fleet at their facility that can handle any of the pump stations flows. To reduce down time, the pump supplier shall have on one site, and shall be within 75 miles of the pump site, a repair shop , motor rewind shop that can handle up to 500 HP, and a UL control panel shop.

Line Ref #	DETAILED REQUIREMENTS	Compliant?
		Yes	No
	3.0 DOCUMENTATION AND MANUALS
49	Supplier shall provide two (2) sets of detailed standard submittal drawings, operation and maintenance instruction manuals, and parts list. Submittal shall consist of (minimum): (a). Pump Outline Drawing (b). Typical Installation Guides
50	Parts List and Technical Manuals shall be provided after start-up has been completed.
	4.0 DELIVERY
51	Successful Bidder shall supply equipment within twelve (12) weeks upon receipt of the Purchase Order issued by the City of Alabaster.
52	All supplied equipment shall be delivered as a package per pump station with proper labeling to identify the equipment with the appropriate pump station listed.

APPENDIX B

BIDDER PRICING

FORM

The City reserves the right to make an award in whole or part to one or more Bidders whenever deemed necessary and in the best interest of the City. All minimum quantities provided are considered to be estimates only.

Bidder must include in its Bid price all labor, supervision, materials, equipment, and tools of the trade required to meet the Contract requirements. Prices quoted shall be in U.S. Dollars, delivered prices, F.O.B. destination, exclusive of all federal or state excise, sales, and manufacturer's taxes. The City will not accept charges for transportation, handling, packaging, installation or out-of-pocket expense other than as specified in the Bid.

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