ANNUAL_ROTATING_EQUIPMENT_INSPECTION,_TESTING,_REPAIR,_RECONDITIONING_AND_STORAGE_SERVICES.pdf

REQUEST FOR PROPOSAL

2026-RFP-130

ANNUAL ROTATING EQUIPMENT INSPECTION, TESTING, REPAIR,

RECONDITIONING AND STORAGE SERVICES

City of Lakeland

1140 E. Parker Street

Lakeland, FL 33801

RELEASE DATE: October 9, 2026

DEADLINE FOR QUESTIONS: October 23, 2026

RESPONSE DEADLINE: October 30, 2026, 3:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/lakelandgov https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of Lakeland

ANNUAL ROTATING EQUIPMENT INSPECTION, TESTING, REPAIR,

RECONDITIONING AND STORAGE SERVICES

I. NOTICE

II. INTRODUCTION

III. SCOPE OF WORK

IV. REQUIRED PROPOSAL SUBMITTALS

V. SELECTION CRITERIA

VI. INSURANCE AND SAFETY REQUIREMENTS

VII. SPECIFICATION OF SAFETY AND OCCUPATIONAL HEALTH

REQUIREMENTS

VIII. VENDOR QUESTIONNAIRE

IX. PRICING PROPOSAL

Attachments:

A - Indemnification 2026 Contractor

G - Human Trafficking Affidavit

H - Representative_Rotating_Equipment_Inventory_v3 (7)

Request For Proposal #2026-RFP-130 Title: ANNUAL ROTATING EQUIPMENT INSPECTION, TESTING, REPAIR, RECONDITIONING AND STORAGE SERVICES

1. NOTICE

ANNUAL ROTATING EQUIPMENT INSPECTION, TESTING, REPAIR, RECONDITIONING AND STORAGE

SERVICES

FOR THE CITY OF LAKELAND

Friday, October 9, 2026

RFP No.2026-RFP-130

Sealed proposals will be received electronically by the Purchasing Manager via OpenGov, the City’s e-

Procurement Portal (“Portal”), until 3:00 pm – Friday, October 30, 2026. Proposals received after this specified time and date will not be considered. The sealed proposals will be publicly opened and read aloud on the same date and time in the office of the Purchasing Manager for the following:

RFP Documents may be accessed by visiting our Website at https://procurement.opengov.com/portal/lakelandgov or by contacting the City of Lakeland

Purchasing Division @ (863) 834-6780. RFP Documents are Required for Submittal. Proposers are required to submit their response through the Portal. Proposers shall sign up on the Portal if an account does not exist.

THE CITY OF LAKELAND IS SOLICITING SEALED PROPOSALS FROM QUALIFIED VENDORS TO PROVIDE:

ANNUAL ROTATING EQUIPMENT INSPECTION, TESTING, REPAIR, RECONDITIONING AND STORAGE

SERVICES.

THE PROPOSALS SUBMITTED SHALL BE IN COMPLETE ACCORDANCE WITH, WITHOUT LIMITATION, THIS REQUEST FOR PROPOSAL, THE ATTACHED CITY OF LAKELAND SPECIFICATIONS, ALL CODES AND

REQUIREMENTS REFERENCED THEREIN.

All Questions regarding this request for proposals shall be in writing and submitted electronically via the

Portal through the Question and Answer tab before 5:00 pm on Friday, October 23, 2026. Responses will be released on the Question and Answer Tab.

1.1. CLARIFICATION AND/OR EXCEPTIONS OF DOCUMENTATION

Proposer requiring clarification or having a dispute with these documents must advise the City

Purchasing Division of the nature of the required clarification or basis of the dispute, in writing, no later than 5:00 pm on Friday, October 23, 2026 via the Portal's Question and Answer tab. If no written contact has been made by this specified date, the Proposer waives the right to any future consideration and accepts the documents as published and/or revised by the City. Additionally, submitting a signed bid shall be construed as a total compliance statement. Note: Any use of brand names (manufacturer) in this invitation and specification is for Proposer convenience only and shall not limit this offering. Equal or better equipment and alternate bids may be given consideration.

https://procurement.opengov.com/portal/lakelandgov

1.2. FLORIDA PUBLIC RECORDS LAW

IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF

CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR’S DUTY TO PROVIDE

PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF

PUBLIC RECORDS: KELLY S. KOOS – CITY CLERK AT: PHONE: 863-834-6210, E-

MAIL: cityclerk@lakelandgov.net, MAIL: ATTN: CITY CLERK 228 S.

MASSACHUSETTS AVE., LAKELAND, FLORIDA 33801.

In accordance with Florida Statute §119.0701, the Contractor shall keep and maintain public records required by the City in performance of services pursuant to the contract. Upon request from the City’s custodian of public records, Contractor shall provide the City with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided pursuant to Florida Statute Chapter 119 or as otherwise provided by law. Contractor shall ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the Contractor does not transfer the records to the City. Contractor shall, upon completion of the contract, transfer, at no cost, to the City all public records in possession of the Contractor or keep and maintain public records required by the City to perform services pursuant to the contract. If the Contractor transfers all public records to the City upon completion of the contract, the Contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the Contractor keeps and maintains public records upon completion of the contract, the Contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the City, upon request from the City’s custodian of public records, in a format that is compatible with the information technology systems of the City.

1.3. EXPARTE COMMUNICATION

Please note that to insure the proper and fair evaluation of a proposal the City of Lakeland prohibits exparte communication (i.e., unsolicited) initiated by the Proposer to the City Official or Employee evaluating or considering the proposals prior to the time a bid decision has been made. Communication between Proposer and the City will be initiated by the appropriate City Official or Employee in order to obtain information or clarification needed to develop a proper and accurate evaluation of the proposal.

Exparte communication may be grounds for disqualifying the offending Proposer from consideration or award of the proposal, then in evaluation, or any future proposal.

1.4. INSURANCE AND SAFETY REQUIREMENTS

All insurance shall be secured from or countersigned by an agent or surety company recognized in good standing and authorized to do business in the State of Florida.

The Contractor shall, within ten (10) days of notification of award and prior to commencement of work, take out and maintain in full force and effect minimum insurance coverage as specified in the attached requirements. This insurance shall remain in force and effect throughout the duration of the contract.

A certificate of existing insurance coverage should be submitted with the proposal as proof of insurability. If the current coverage does not meet the RFP requirements, then the Proposer should mailto:cityclerk@lakelandgov.net request an affidavit of insurability from the Proposer's insurance agent that certifies the requirements can and will be met. Failure to provide adequate insurance coverage may be cause for disqualification as non-responsive to the RFP requirements. The Contractor agrees to accept and abide by the City of

Lakeland safety regulations in complete accordance with the attached requirements.

1.5. INDEMNIFICATION AGREEMENT

The Contractor agrees to indemnify and hold harmless the City of Lakeland in complete accordance with the attached requirements. This agreement shall be signed, notarized and returned with the RFP submittal. Failure to provide the Hold Harmless Indemnification Agreement may be cause for disqualification as non-responsive to the RFP requirements.

1.6. HUMAN TRAFFICKING -- F.S. 787.06(14)

In compliance with Section 787.06(14), Florida Statutes, the attached Affidavit must be completed by an officer or representative of a non-governmental entity that is executing, renewing, or extending a contract with the City of Lakeland, Florida (the “Governmental Entity”). This attests under penalty of perjury that the nongovernmental entity does not use coercion for labor or services when a contract is executed, renewed or extended between a governmental entity.

1.7. DRUG-FREE WORKPLACE CERTIFICATION

By submitting a proposal in response to this Request for Proposal, you are certifying that your company is a drug-free workplace in accordance with Florida Statute 287.087.

1.8. SUSPENSION AND DEBARMENT CERTIFICATION

By submitting a proposal in response to this Request for Proposals you are certifying that your company, pursuant to 49 CFR Part 29: (1) is not presently suspended or debarred as, and/or listed on the U.S.

General Services Administration’s System for Award Management (SAM) as such; and (2) will at all times remain eligible to bid for and perform the services subject to the requirements set forth herein and other applicable laws. Proposer agrees that any contract awarded to Proposer will be subject to termination by the City if Contractor or its subcontractors fail to comply or maintain such compliance.

1.9. PUBLIC ENTITY CRIMES

A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a proposal on a contract to provide any goods or services to a public entity, may not submit a proposal on a contract with a public entity for the construction or repair of a public building or public work, may not submit proposals on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list.

1.10. CONFLICT OF INTEREST / STATEMENT OF NON-COLLUSION

The award hereunder is subject to Chapter 112, Florida Statutes. All proposers must disclose with their proposal the name of any officer, director, or agent who is also an employee of the City of Lakeland.

Further, all proposers must disclose the name of any City of Lakeland employee who owns, directly or indirectly, an interest of five percent (5%) or more of the Proposer's firm or any of its branches.

The Proposer shall certify that he/she has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection with the proposal and that the Proposer is not financially interested in, or otherwise affiliated in a business way with any other Proposer on the same land or improvements.

1.11. E-VERIFY CERTIFICATION

Vendor/Contractor shall utilize the U.S. Department of Homeland Security’s E-Verify system, in accordance with the terms governing use of the system, to confirm the employment eligibility of:

All persons employed by the Vendor/Contractor during the term of the Contract to perform employment duties within Florida; and

All persons, including subcontractors, assigned by the Vendor/Contractor to perform work pursuant to the Contract with the City.

1.12. VENDOR/CONTRACTOR CERTIFICATION REGARDING SCRUTINIZED

COMPANIES

Section 287.135, Florida Statutes, as may be amended, prohibits agencies or local government entities from contracting with companies for goods or services of $1,000,000.00 or more, that are on the

Scrutinized Companies with Activities in Sudan List, the Scrutinized Companies with Activities in the Iran

Petroleum Energy Sector List, the Scrutinized Companies that Boycott Israel List or is engaged in a boycott of Israel and that it does not have business operations with Cuba or Syria.

As the person authorized to submit proposals on behalf of the Proposer, I hereby certify that the company identified above in the section entitled “Proposer Vendor Name” is not listed on either the

Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the

Iran Petroleum Energy Sector List, the Scrutinized Companies that Boycott Israel List. I further certify that the company is not engaged in a boycott of Israel or has business operations in Cuba or Syria. I understand that pursuant to section 287.135 , Florida Statutes, as may be amended, the submission of a false certification may subject company to civil penalties, attorney’s fees, and/or costs.

1.13. SCRUTINIZED COMPANIES OR OTHER ENTITIES

Pursuant to Florida Statute §287.135(3)(b)2., as may be amended, the City may terminate its contract with Contractor if Contractor is found to have been placed on the Scrutinized Companies or Other

Entities that Boycott Israel or is engaged in a boycott of Israel.

1.14. PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL OR IDEOLOGICAL

INTERESTS IN GOVERNMENT CONTRACTING -- F.S. 287.05701

Proposers are hereby notified of the provisions of section 287.05701, Florida Statutes, as amended, that the City will not request documentation of or consider a Proposer's social, political, or ideological interests when determining if the Proposer is a responsible Proposer. Proposers are further notified that the City's governing body may not give preference to a Proposer based on the Proposer's social, political, or ideological interests.

1.15. ADDENDA

It is the Proposer's responsibility to review all available project documents including Addenda, Notices and Questions & Answers prior to submitting a proposal. Proposer shall acknowledge all addenda electronically within their submission via the Portal.

The failure of a Proposer to submit acknowledgement of any addenda that affects the proposal price(s) may be considered an irregularity and may be cause for rejection of the proposal.

1.16. LOCAL VENDOR PREFERENCE

Please refer to the City’s Local Preference Policy, Ordinance No. 5912 dated January 3, 2022, located on the Purchasing Department page, www.lakelandgov.net.

A Local Business shall be defined as a vendor, supplier or contractor that: (i) conducts business within the jurisdictional limits of Lakeland Electric’s service territory by providing goods, services or construction; (ii) maintains a physical business location within the jurisdictional limits of Lakeland

Electric’s service territory in an area legally zoned for conducting such business; (iii) conducts business on a daily basis from the local business location; (iv) has conducted business from such location for at least twelve (12) consecutive months prior to the due date for the applicable bid or proposal; and (v) provides a copy of its local business tax receipt, if located within the City of Lakeland, or a copy of its

Polk County local business tax receipt, if located outside of the City limits but within Lakeland Electric’s service territory.

1.17. BID PROTEST PROCEDURE

The City’s procedure on bid disputes is located in the City’s Purchasing Manual and can be found at https://www.lakelandgov.net/departments/purchasing/bid-dispute-policy.

1.18. TERMS AND CONDITIONS OF AGREEMENT

A copy of the agreement to be entered into with the successful Proposer is included with this RFP

Attached herein, should the City require such.

1.19. OPENGOV PROCUREMENT

The City of Lakeland uses OpenGov, the e-Procurement Portal (“Portal”), to administer the competitive solicitation process, including but not limited to soliciting quotes, sealed bids, proposals, and qualifications, issuing addenda, posting results and issuing notification of an intended decision.

Proposers are strongly encouraged to familiarize themselves well in advance of their intention of submitting a proposal to ensure familiarity with the use of the Portal. The City shall not be responsible for a Proposer's inability to submit a proposal by the end date and time for any reason, including issues arising from the use of the Portal.

https://www.lakelandgov.net/ https://www.lakelandgov.net/departments/purchasing/bid-dispute-policy

1.20. RFP SUBMITTAL

Proposer shall complete all electronic sections of their response and submit a response before the due date and time identified in the Timeline of this solicitation. Electronic sections may comprise of but are not limited to Contact Information, Addenda Confirmation, Questionnaire, Pricing and Company Profile.

The City of Lakeland at its sole discretion reserves the right to waive technicalities or irregularities, to reject any or all proposals, and/or to accept that proposal which is in the best interest of the City. The award of this proposal, if made, may be based on considerations other than total cost and may be awarded based on various considerations, including without limitation; Proposer's experience and/or qualifications, past experience, administrative cost, standardization, technical evaluation and oral and/or written presentations as required. The City reserves the right to accept all or part, or to decline the whole, and to award this RFP to one (1) or more Proposers. There is no obligation to buy. The RFP, if awarded, will be in the judgement of the City the most responsive to the City’s needs. The City of

Lakeland encourages the use of minority and women owned businesses as subcontractors or in joint venture arrangements.

City of Lakeland, Florida

2. INTRODUCTION

2.1. Summary

The City of Lakeland, through Lakeland Electric, is seeking qualified Contractor(s) to provide inspection, testing, repair, reconditioning, rebuilding, refurbishment, and storage services for rotating equipment located at the McIntosh and Larsen Power Plants. Equipment covered under this agreement will primarily include industrial electric motors and pumps of various manufacturers, sizes, horsepower ratings, voltages, and configurations.

Services may include clean, inspect and test (CIT); motor rewinding; pump and motor repair and reconditioning; machining; balancing and alignment; vibration analysis; online and offline predictive motor diagnostic analysis (PMDA); field services; painting and preservation; transportation; emergency services; and indoor storage. The City may award to one or more qualified Contractors based on demonstrated capabilities and the needs of the equipment being serviced.

2.2. Background

Lakeland Electric operates a variety of critical rotating equipment in support of electric power generation at the McIntosh and Larsen Power Plants. This equipment ranges from smaller auxiliary pumps and motors to large medium-voltage motors, circulating water pumps, condensate pumps, and other critical rotating equipment.

The purpose of this solicitation is to establish a reliable pool of qualified Contractor(s) with the facilities, personnel, equipment, technical expertise, and specialized capabilities necessary to support the inspection, testing, repair, reconditioning, and storage of this equipment. Routine preventive maintenance of installed equipment is generally performed by City personnel; this agreement is intended to provide specialized shop and field services, diagnostic testing, repair capabilities, emergency support, and supplemental services when requested by the City.

2.3. Contact Information

Linda Alspaugh

Purchasing Agent

1140 East Parker Street

Lakeland, FL 33801

Email: linda.alspaugh@lakelandgov.net

Phone: (863) 834-8787

Department:

LE - Production - MPP

2.4. Timeline

The City Commission may not approve this purchase, or may ask that the plan be modified in some respect. The City may opt to modify and/or terminate the project described within the RFP.

The suggested deployment schedule contained within this RFP is subject to change based on the City’s needs and/or final scoping of the project through the contract negotiation phase.

mailto:linda.alspaugh@lakelandgov.net tel:(863)834-8787

Estimated Schedule

RFP release October 9, 2026

Pre-Proposal Meeting (Non-Mandatory) October 16, 2026, 10:00am

McIntosh Power Plant, Unit 5 Assembly Room 3400

East Laker Parker Road, Lakeland, FL 33805 (enter through Gate 8 – 3 story building on the right - 3rd floor )

RFP questions deadline October 23, 2026, 5:00pm

RFP proposal due date October 30, 2026, 3:00pm

3. SCOPE OF WORK

3.1. General Scope of Work

The City of Lakeland, through Lakeland Electric (OWNER), is soliciting qualified Contractor(s) to provide inspection, testing, repair, reconditioning, rebuilding, refurbishment, and storage services for industrial rotating equipment located at the McIntosh and Larsen Power Plants.

Equipment covered under this Agreement shall include, but is not limited to, AC and DC electric motors, low- and medium-voltage motors, vertical and horizontal motors, pumps, circulating water pumps, condensate pumps, and other associated rotating equipment. Equipment may vary significantly in manufacturer, design, horsepower, voltage, speed, size, configuration, and service application.

Services may include clean, inspect and test (CIT); troubleshooting and diagnostics; disassembly and reassembly; motor rewinding; pump and motor repair and reconditioning; bearing, seal, shaft, impeller, rotor, winding, and other component repair or replacement; machining and welding; dynamic and field balancing; laser alignment; vibration analysis; online and offline predictive motor diagnostic analysis

(PMDA); field services; surface preparation and painting; preservation; transportation; indoor storage;

and emergency or expedited services.

The equipment identified within this solicitation is representative and is not intended to constitute an exhaustive list. OWNER may add, remove, replace, or request services for other rotating equipment reasonably within the scope of this Agreement during the contract term.

OWNER reserves the right to award this Agreement to one or more qualified Contractors based upon demonstrated capabilities, equipment type, size, horsepower, voltage, specialty expertise, facility capabilities, availability, response time, and pricing. Contractors are not required to provide every service or possess capabilities for every equipment type to be considered for award. OWNER reserves the right to assign work to the Contractor determined to be most appropriate for the specific equipment and service required.

No minimum quantity, number of work assignments, or dollar value is guaranteed under this

Agreement.

This RFP may be used by other City of Lakeland departments if applicable

THIS RFP SHALL RESULT IN A ONE (1) YEAR CONTRACT WITH AN OPTION FOR FOUR (4), ONE (1) YEAR

RENEWALS UPON MUTUAL CONSENT.

3.2. Clean, Inspect, Test & Condition Assessment

The Contractor shall provide clean, inspect, test, and condition assessment (CIT) services for rotating equipment as requested by the OWNER. The purpose of the CIT shall be to determine the as-received condition of the equipment, identify deficiencies and probable causes of failure or deterioration, and establish the recommended scope of repair before additional work is performed.

CIT services shall include, as applicable:

• Document the equipment's as-received condition, identification, and visible damage, including photographs.

• Clean and disassemble the equipment as necessary to permit a thorough inspection.

• Inspect applicable mechanical and electrical components, including bearings, seals, shafts, sleeves, journals, impellers, rotors, windings, couplings, housings, fits, and other components.

• Measure and document applicable fits, clearances, shaft runout, wear, and critical dimensions and compare results to OEM specifications or accepted industry standards.

• Perform appropriate electrical and mechanical testing based on the equipment type and condition.

• Evaluate equipment for evidence of wear, overheating, contamination, corrosion, erosion, cavitation, electrical deterioration, mechanical damage, or other abnormal conditions.

• Identify the apparent or probable cause of failure when reasonably determinable.

• Provide a written inspection report documenting findings, measurements, test results, photographs, recommended repairs, and an itemized repair estimate.

No repair or reconditioning beyond the authorized CIT scope shall be performed without prior approval from the OWNER.

Following completion of the CIT, the Contractor shall submit an itemized repair proposal identifying the recommended scope of work, labor, materials, replacement components, subcontracted services, and estimated completion time. The Contractor shall not proceed with repairs beyond the authorized

CIT scope until written authorization is received from the OWNER.

3.3. Electric Motor Repair & Reconditioning

The Contractor shall provide inspection, repair, reconditioning, and rewinding services for AC and DC electric motors of various manufacturers, horsepower ratings, voltages, speeds, and configurations, including horizontal, vertical, anti-friction bearing, sleeve-bearing, random-wound, and form-wound motors. Work shall maintain or restore the motor's original electrical and mechanical characteristics unless otherwise authorized by the OWNER.

Services shall include, as applicable:

• Inspect and test motors before disassembly and document the as-received electrical and mechanical condition.

• Completely disassemble and clean motors as required using methods and materials that will not damage windings, laminations, insulation systems, bearings, or other components.

• Inspect and measure shafts, journals, bearing fits, housings, rotors, stators, air gaps, couplings, and other critical components. Shaft runout, fits, clearances, and critical dimensions shall be documented before and after repair as applicable.

• Inspect rotors for cracked or damaged bars, end rings, welds, laminations, and other defects and perform additional rotor testing when conditions warrant.

• Inspect, repair, or replace bearings, seals, leads, space heaters, RTDs, temperature sensors, and other accessories as required. Replacement bearings and seals shall meet or exceed OEM requirements.

• Repair or restore worn shafts, journals, bearing fits, housings, and other mechanical components using approved machining, welding, metal restoration, or equivalent repair methods. Knurling, prick-punching, or similar temporary fit-restoration methods shall not be permitted.

• Repair or rewind stator, rotor, armature, field, and other windings using materials and insulation systems equal to or better than the original design. Original winding configuration and electrical characteristics shall be maintained unless otherwise approved by the OWNER.

• Remove defective windings using controlled methods that prevent damage to core laminations and interlaminar insulation. Cores shall be inspected and tested for damage and hot spots as applicable before rewinding.

• Form-wound and other motors requiring VPI shall be vacuum-pressure impregnated using an insulation system suitable for the motor voltage, temperature class, service environment, and original design.

• Perform applicable insulation resistance, polarization index, winding resistance, surge comparison, phase balance, core, rotor, and other electrical tests appropriate to the motor type and repair performed.

• Perform required rotor and armature machining, shaft repair, and dynamic balancing.

• Reassemble and lubricate motors in accordance with OEM requirements. Vertical and sleeve-bearing motors shall receive appropriate inspection, dimensional verification, bearing restoration, lubrication, handling, and transportation provisions for their design.

• Test the completed motor to verify electrical and mechanical performance, including voltage, current, speed, bearing condition or temperature, and vibration as applicable.

• Clean, prepare, prime, and paint exterior surfaces as required while protecting machined surfaces, nameplates, electrical connections, and other surfaces not intended for coating.

• Provide complete inspection, repair, test, balancing, and final condition documentation.

For DC motors, the Contractor shall additionally inspect and service commutators, brushes, brushholders, brush rigging, field and armature windings, air gaps, and associated components.

Commutator machining, undercutting, brush seating and adjustment, winding repair, testing, and final assembly shall be performed in accordance with OEM requirements and accepted industry practices.

Motors shall be repaired and tested in accordance with applicable OEM, NEMA, and EASA requirements and accepted industry practices. Any proposed deviation from the original motor design or electrical characteristics shall require prior OWNER approval.

3.4. Pump Repair & Reconditioning

The Contractor shall provide inspection, repair, reconditioning, rebuilding, and refurbishment services for industrial pumps of various manufacturers, sizes, configurations, and service applications. Pumps may include vertical and horizontal configurations, single-stage and multistage pumps, circulating water pumps, condensate pumps, boiler feed pumps, and other pumps as requested by the OWNER.

Services shall include, as applicable:

• Disassemble, clean, inspect, and document the condition of the pump and its components.

• Record applicable as-found bearing, shaft, wear ring, impeller, and other critical clearances during disassembly and document the results prior to repair.

• Inspect and measure shafts, journals, impellers, sleeves, wear rings, bearings, bearing housings, seals, packing, couplings, bowls, columns, casings, and other applicable components.

• Inspect pump head shafts, line or column shafting, bowl shafts, shaft couplings, keys, impellers, wear rings, bowls, columns, and bearing surfaces as applicable to the pump design.

• Inspect shafts and shafting for wear, straightness, runout, corrosion, erosion, and other damage and document total indicated runout as applicable.

• Inspect impellers for wear, erosion, corrosion, cavitation damage, cracking, and dimensional condition.

• Measure and document critical fits, clearances, shaft runout, wear, and dimensional condition.

• Repair or replace worn or damaged bearings, seals, packing, sleeves, wear rings, shafts, impellers, couplings, and other components as authorized.

• Perform required machining, welding, shaft and journal restoration, metal restoration, and component repair.

• Perform nondestructive examination (NDE), including liquid penetrant, magnetic particle, ultrasonic, or other appropriate examination methods when required by the OWNER or when inspection findings indicate additional examination is warranted.

• Restore fits, clearances, dimensions, and tolerances to OEM requirements where available or accepted industry standards.

• Replacement components shall meet OEM dimensions, materials, design, and performance requirements unless an alternative is specifically approved by the OWNER.

• Perform static and dynamic balancing of applicable rotating components.

• Reassemble pumps using appropriate bearings, seals, packing, gaskets, lubricants, fasteners, and other materials.

• Record applicable final bearing, shaft, wear ring, impeller, and other critical clearances following reconditioning.

• Perform applicable post-repair inspection and testing to verify mechanical condition and proper assembly.

• Inspect existing internal and external protective coatings and identify deterioration requiring repair or replacement. Where coating restoration is required, the Contractor shall recommend a coating system compatible with the equipment material, pumped fluid, temperature, immersion or non-immersion service, and existing coating system. Coating materials and application shall be subject to OWNER approval.

• Clean, prepare, prime, and paint exterior surfaces as required while protecting machined surfaces, identification plates, shaft surfaces, and other areas not intended for coating.

• Provide complete documentation of as-found and final measurements, inspection findings, NDE results, repairs performed, replacement parts, clearances, and final test results.

The Contractor shall identify any condition requiring repair or replacement beyond the authorized scope and obtain OWNER approval before proceeding with additional work.

3.5. Predictive & Diagnostic Testing

The Contractor shall provide predictive and diagnostic testing services for electric motors and associated rotating equipment as requested by the OWNER. Testing may be performed as a standalone service, as part of troubleshooting, or in conjunction with equipment repair and reconditioning.

Services shall include, as applicable:

• Perform online Predictive Motor Diagnostic Analysis (PMDA) while equipment is operating under representative load conditions.

• Perform offline PMDA on de-energized and properly isolated equipment.

• Evaluate applicable electrical characteristics including current and voltage balance, power quality, insulation condition, winding condition, rotor condition, and other indicators of motor health.

• Perform vibration data collection and analysis to identify conditions such as imbalance, misalignment, mechanical looseness, bearing defects, and other mechanical abnormalities.

• Provide and install permanent or temporary motor diagnostic test points, M-Tags, or equivalent connections when requested by the OWNER.

• Provide appropriate interfaces to existing CT, PT/VT, metering, or other circuits and provide isolation, signal-conditioning, or step-down equipment as required for medium-voltage applications.

• Coordinate all diagnostic connections or modifications with the OWNER prior to installation.

Existing protective relay, metering, CT, PT/VT, control, or electrical circuits shall not be modified without prior OWNER authorization.

• Provide written reports identifying equipment tested, test conditions, measurements, findings, condition or severity assessment, trends when previous data is available, and recommended corrective actions.

All testing shall be performed by qualified personnel using properly maintained and calibrated test equipment and in accordance with applicable OEM recommendations and accepted industry practices.

3.6. Balancing, Alignment & Final Testing

The Contractor shall provide balancing, alignment, and final testing services as applicable to the equipment and scope of work.

Services shall include, as applicable:

• Perform static and dynamic balancing of rotors, armatures, impellers, couplings, and other rotating components.

• Provide shop or field balancing services when requested by the OWNER.

• Perform laser alignment of motors, pumps, couplings, and associated equipment when requested.

• Verify shaft runout, coupling condition, and other applicable mechanical conditions prior to final assembly or testing.

• Perform post-repair operational or shop testing appropriate to the equipment type, size, and configuration.

• Measure and document vibration at applicable bearing locations and directions.

• Verify motor current, speed, bearing temperature, and other operating parameters as applicable.

• Compare final results to OEM requirements or accepted industry standards.

• Correct deficiencies attributable to the Contractor's work prior to final acceptance.

• Provide final balancing, alignment, vibration, and test results as part of the equipment repair documentation.

Where full-load or installed operating testing cannot reasonably be performed at the Contractor's facility, final performance may be verified following installation and startup at the OWNER's facility.

3.7. Transportation, Storage & Preservation

The Contractor shall provide pickup, transportation, delivery, storage, and preservation of rotating equipment as requested by the OWNER.

Services shall include, as applicable:

• Coordinate pickup and delivery with the OWNER and provide suitable transportation for the size, weight, and configuration of the equipment.

• Properly secure, support, brace, and protect equipment during loading, transportation, unloading, and storage to prevent damage.

• Maintain identification and traceability of equipment and associated components while in the

Contractor's custody.

• Provide secure, enclosed, and dry indoor storage when requested by the OWNER.

• Protect exposed shafts, machined surfaces, openings, bearings, windings, and other components from moisture, corrosion, contamination, and physical damage.

• Cap, plug, seal, or otherwise protect equipment openings as appropriate.

• Perform periodic shaft rotation, lubrication, moisture control, and other preservation activities appropriate to the equipment and duration of storage.

• Maintain records of stored equipment and preservation activities.

• Prepare equipment for shipment or return to service, including appropriate protective coverings, bracing, and preservation.

The Contractor shall be responsible for protecting OWNER equipment from loss or damage while in the

Contractor's possession, custody, or control.

3.8. Field, Emergency & Specialty Services

The Contractor shall provide field, emergency, expedited, and specialty rotating equipment services as requested by the OWNER.

Services shall include, as applicable:

• Provide onsite troubleshooting, inspection, testing, repair, alignment, balancing, and other specialized field services.

• Provide qualified personnel, supervision, tools, test equipment, and specialty equipment necessary to perform assigned work.

• Provide emergency and expedited response for critical equipment when requested by the

OWNER.

• Coordinate onsite work with OWNER personnel, plant operations, and applicable safety and equipment isolation requirements.

• Provide specialized repair capabilities for large, medium-voltage, or critical rotating equipment, including boiler feed pumps and associated motors, when within the Contractor's demonstrated capabilities.

• Clearly identify equipment or services that exceed the Contractor's in-house capabilities and require a specialty facility or subcontractor.

• Obtain prior OWNER approval before transferring OWNER equipment to or utilizing a subcontractor or specialty repair facility.

• Remain responsible for coordination, transportation, preservation, quality control, and documentation of approved subcontracted work unless otherwise directed by the OWNER.

The OWNER reserves the right to utilize an OEM or other specialty Contractor when the size, design, criticality, or condition of the equipment warrants specialized capabilities.

3.9. Documentation, Quality & Acceptance

The Contractor shall provide documentation sufficient to identify the condition of the equipment, work performed, components repaired or replaced, and results of applicable inspections and testing.

Documentation shall include, as applicable:

• Equipment identification and as-received condition.

• Inspection findings, photographs, measurements, fits, clearances, and test results.

• Identified deficiencies and probable cause of failure when reasonably determinable.

• Repairs performed and components repaired or replaced.

• Machining, balancing, alignment, vibration, electrical, and other applicable test results.

• Identification of replacement parts, materials, and approved subcontracted services.

• Final condition and post-repair test results.

• Recommendations for additional corrective action or future monitoring when applicable.

The Contractor shall maintain appropriate quality-control procedures and calibrated inspection and test equipment applicable to the work being performed.

Work shall be considered complete upon completion of the authorized scope, receipt of required documentation, and acceptance by the OWNER. Equipment deficiencies attributable to the Contractor's workmanship shall be corrected by the Contractor prior to final acceptance.

3.10. Instructions to Contractors- Evaluation Criteria

Each Proposal Submittal will be evaluated on a total score basis, with a maximum score of one hundred

(100) points per Evaluation Committee member.

• Qualifications & Relevant Experience — 25%: Experience performing comparable rotating equipment services.

• Technical & Facility Capabilities — 25%: Ability, equipment, and facilities to perform the required services.

• Service Approach & Response — 15%: Work approach, availability, turnaround, and emergency response.

• Pricing — 30%: Competitiveness and overall value of proposed pricing.

• References & Past Performance — 5%: Demonstrated quality, reliability, and performance on similar work.

4. REQUIRED PROPOSAL SUBMITTALS

The following documents and information are required as part of the Proposer’s response. Proposers are responsible for ensuring that all required documents are complete, properly executed, and submitted through the City’s e-Procurement Portal by the Proposal Deadline. Failure to submit required documentation may result in the Proposal being deemed non-responsive, subject to the City’s authority to waive minor informalities or irregularities as permitted by applicable law and City policy.

4.1. W-9 – Required Upload

Upload a completed and signed IRS Form W-9 (Request for Taxpayer Identification Number and

Certification). The legal business name and Taxpayer Identification Number provided on the W-9 must correspond with the Proposer’s information submitted to the City. The W-9 must be signed and dated by an authorized representative.

4.2. Florida Division of Corporations (Sunbiz) Registration – Required Upload

Upload documentation from the Florida Department of State, Division of Corporations (Sunbiz), showing the Proposer’s current business registration. The legal business name must correspond with the name provided in the Proposal and W-9.

4.3. Hold Harmless/Indemnification Agreement – Required Upload

Complete and upload the City’s Hold Harmless/Indemnification Agreement. The agreement should be completed in its entirety, signed by an authorized representative of the Proposer, and properly notarized. The legal business name identified on the agreement must exactly match the legal business name of the Proposer submitting the response and the name provided on the Proposer’s W-9.

4.4. Human Trafficking Affidavit – Required Upload

Complete and upload the City’s Human Trafficking Affidavit in accordance with Section 787.06(14), Florida Statutes. The affidavit must be completed in its entirety, signed by an authorized officer or representative of the Proposer under penalty of perjury, and properly notarized. The legal business name identified on the affidavit must exactly match the legal business name of the Proposer submitting the response and the name provided on the Proposer’s W-9.

5. SELECTION CRITERIA

It is the intent of the City of Lakeland to award the contract to a vendor based on:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Qualifications & Relevant Experience

Experience performing comparable rotating equipment services

Points Based 25

(25% of Total)

2. Technical & Facility Capabilities

Ability, equipment, and facilities to perform the required services

Points Based 25

(25% of Total)

3. Service Approach & Response

Work approach, availability, turnaround, and emergency response

Points Based 15

(15% of Total)

4. Pricing Points Based 30

(30% of Total)

5. References & Past Performance

Demonstrated quality, reliability, and performance on similar work

Points Based 5

(5% of Total)

6. INSURANCE AND SAFETY REQUIREMENTS

6.1. STATEMENT OF PURPOSE

The City of Lakeland (the “City”) from time to time enters into agreements, leases and other contracts with Other Parties (as hereinafter defined).

Such Agreements shall contain at a minimum risk management/insurance term to protect the City’s interests and to minimize its potential liabilities. Accordingly, the following minimum requirements shall apply:

6.2. CITY DEFINED

The term City (wherever it may appear) is defined to mean the City of Lakeland itself, its Commission, employees, volunteers, representatives and agents.

6.3. OTHER PARTY DEFINED

The term Other Party (wherever it may appear) is defined to mean the other person or entity which is the counter-party to the Agreement with the City and any of such Other Party’s subsidiaries, affiliates, officers, employees, volunteers, representatives, agents, contractors and subcontractors.

6.4. LOSS CONTROL/SAFETY

Precaution shall be exercised at all times by the Other Party for the protection of all persons, including employees, and property. The Other Party shall comply with all laws, rules, regulations or ordinances related to safety and health, and shall make special effort to anticipate and detect hazardous conditions and shall take such precautionary and prompt action where loss control/safety measures should reasonably be expected.

The City may order work to be stopped at any time, without liability, if conditions exist that present immediate danger to persons or property. The Other Party acknowledges that such stoppage, or failure to stop, will not shift responsibility for any damages from the Other Party to the City.

6.5. INSURANCE - BASIC COVERAGES REQUIRED

The Other Party shall procure and maintain the following described insurance, except for coverage specifically waived by the City of Lakeland, on policies and with insurers acceptable to the City, and insurers with AM Best ratings of no less than A.

These insurance requirements shall in no way limit the liability of the Other Party. The City does not represent these minimum insurance requirements to be sufficient or adequate to protect the Other

Party’s interests or liabilities, but are merely minimums.

"Except for workers’ compensation and professional liability, the Other Party's insurance policies shall be endorsed to name the City of Lakeland as additional insured. It is agreed that the Other Party's insurance shall be deemed primary and non-contributory with respect to any insurance or self-insurance carried by The City of Lakeland for liability arising out of the operations of this agreement."

Except for worker’s compensation, the Other Party waives its right of recovery against the City, to the extent permitted by its insurance policies.

The Other Party’s deductibles/self-insured retentions shall be disclosed to the City and may be disapproved by the City. They shall be reduced or eliminated at the option of the City. The Other Party is responsible for the amount of any deductible or self-insured retention.

Insurance required of the Other Party or any other insurance of the Other Party shall be considered primary, and insurance of the City shall be considered excess, as may be applicable to claims which arise out of the Hold Harmless, Payment on Behalf of the City of Lakeland, Insurance, Certificates of Insurance and any Additional Insurance provisions of this agreement, contract, or lease.

6.6. Commercial General Liability

This insurance shall be an “occurrence” type policy written in comprehensive form and shall protect the

Other Party and the additional insured against all claims arising from bodily injury, sickness, disease, or death of any person other than the Other Party’s employees or damage to property of the City or others arising out of any act or omission of the Other Party or its agents, employees, or Subcontractors and to be inclusive of property damage resulting from explosion, collapse or underground (xcu) exposures. This policy shall also include protection against claims insured by usual personal injury liability coverage, and to insure the contractual liability assumed by the Other Party under the article entitled

INDEMNIFICATION, and “Products and Completed Operations” coverage.

The Other Party is required to continue to purchase products and completed operations coverage for a minimum of three years beyond the City’s acceptance of renovation or construction properties.

Bodily Injury and Property Damage -

Single limit each occurrence shall not be less than:$1,000,000.00

6.7. Business Automobile Liability

Business Auto Liability coverage is to include bodily injury and property damage arising out of ownership, maintenance or use of any auto, including owned, non-owned and hired automobiles and employee non-ownership use.

Bodily Injury and Property Damage -

Single limit each occurrence shall not be less than:$1,000,000.00

6.8. Workers’ Compensation

Workers’ Compensation coverage to apply for all employees for statutory limits and shall include employer’s liability with a limit of $100,000 each accident, $500,000 disease policy limits, $100,000 disease limit each employee. (“All States” endorsement is required where applicable). If exempt from

Worker’s Compensation coverage, as defined in Florida Statue 440, the Other Party will provide a copy of State Workers’ Compensation exemption.

All subcontractors shall be required to maintain Worker’s Compensation.

The Other Party shall also purchase any other coverage required by law for the benefit of employees.

6.9. Excess Liability

This insurance shall protect the Other Party and the additional insured against all claims in excess of the limits provided under the employer’s liability, commercial automobile liability, and commercial general liability policies. The policy shall be an “occurrence” type policy, and shall follow the form of the General and Automobile Liability.

The liability limits shall not be less than:$2,000,000.00

6.10. Crane or Riggers Liability

This insurance covers legal liability protection for the individual or business entity when acting as a rigger for the property of others in their care, custody and control.

The liability limits shall not be less than:$100,000

6.11. Professional Liability/Malpractice/Errors or Omissions Insurance

The Other Party shall carry professional malpractice insurance throughout the term of this Contract and shall maintain such coverage for an extended period of three (3) years after completion and acceptance of any work performed hereunder. At all times throughout the period of required coverage, said coverage shall insure all claims accruing from the first date of the Contract through the expiration date of the last policy period.