RFP_1100_MMH3041_MWDBE_PAC_v1.pdf

SCOPE OF WORK

RFP 1100 MMH3041

UTILITY PUMP MAINTENANCE AND REPLACEMENT

1.0 Purpose

The purpose of this contract is to provide Austin Energy (AE) Power Production with readily available access to qualified labor, supervision, tools, equipment, materials, and subcontract services for maintenance, outage support, upgrades, and emergency response assistance for large utility-size pumps. Services may include, but are not limited to, pump replacement, machining, alignment, welding, balancing, testing, and related repair services.

2.0 Background

A. Austin Energy (AE) owns and operates two (2) gas-fired power generation facilities: Decker Creek Power Station and Sand Hill Energy Center (SHEC). AE also operates On-Site Energy Resources and multiple district cooling facilities throughout the Austin area.

B. Facility operations include:

i. Decker Creek Power Station, consisting of four (4) simple-cycle peaking gas turbine-generator units.

ii. Sand Hill Energy Center (SHEC), consisting of six (6) simple-cycle peaking gas turbine-generator units and one (1) 1x1 combined-cycle generation unit.

iii. On-Site Energy Resources providing chilled water and thermal storage services to various customers.

C. Services under this Contract may be performed at, but are not limited to, the following facilities:

i. Decker Creek Power Station

ii. Sand Hill Energy Center

iii. District Cooling Plant No. 1 (DCP1)

iv. District Cooling Plant No. 2 (DCP2)

v. District Cooling Plant No. 3 (DCP3)

vi. District Cooling Plant No. 4 (DCP4)

vii. Domain District Cooling Plant

viii. Mueller Energy Center (MEC CW)

ix. Mueller Energy Center (MEC Gen)

x. Austin Community College Highland Chiller Plant

3.0 Term of the Contract

This Contract shall remain in effect for an initial term of 12 months, or the City terminates the Contract. This Contract may be extended beyond the initial term for up to four additional 12-month periods at the City’s sole option.

4.0 Award of Work

The City reserves the right to make multiple contract awards from the solicitation to ensure Contractor availability throughout the Contract Term for both scheduled and emergency services. AE will identify an individual scope of work and a schedule for each opportunity. If more than one contract has been awarded, then an invitation to submit a quote may be issued to each awarded Contractor. The amount of work performed under the Contract is variable and subject to emergencies and conditions beyond AE’s control. Consideration of the Contractor’s experience and expertise in providing such services as each job may dictate, and the ability to mobilize quickly and complete repairs in a timely fashion will be factors in awarding work throughout the term of the Contract.

5.0 Standards

The Contractor shall perform all work in accordance with applicable federal, state, local, industry, safety, environmental, and Original Equipment Manufacturer (OEM) standards, codes, regulations, specifications, and recommendations. Applicable standards may include, but are not limited to, the following:

UTILITY PUMP MAINTENANCE AND REPLACEMENT

i. ANSI American National Standards Institute

ii. ASTM American Society for Testing and Materials

iii. AWS American Welding Society

iv. IEEE Institute of Electrical and Electronics Engineers

v. ISA Instrument Society of America

vi. AWWA American Water Works Association

vii. SSPC Steel Structure Painting Council

viii. ISO International Standards Organization

ix. MSS Manufacturers Standardization Society

x. Applicable OEM manuals, technical specifications, maintenance procedures, and operating guidelines.

xi. API American Petroleum Institute

6.0 Contractor Scope of Work

6.1 The Contractor shall provide Original Equipment Manufacturer (OEM) parts or AE-approved equivalent parts, including aftermarket or non-OEM parts when approved by AE. AE reserves the right to require OEM parts at any time. Typical parts may include, but are not limited to, impellers, vanes, bearings, pump shafts, couplings, mechanical seals, wear components, coatings, and other pump internal components requiring replacement or repair.

6.2 The Contractor shall provide qualified and experienced labor, supervision, equipment, tooling, and technical support necessary to inspect, troubleshoot, overhaul, repair, replace, upgrade, modify, test, and return pumps to service. Contractors shall be capable of supporting 24-hour per day, 7-day per week work schedules, including compressed outage or emergency schedules, if requested by AE.

6.3 The Contractor shall provide field service support, technical oversight, troubleshooting assistance, and repair recommendations throughout the duration of each project.

6.4 The Contractor shall provide independent third-party testing, inspection, balancing, vibration analysis, non-destructive examination (NDE), or other specialty testing services when specified or requested by AE.

6.5 The Contractor shall provide all labor, consumables, materials, facilities, transportation, specialized equipment, special tools, rigging, lifting devices, and support services necessary to safely and successfully complete each project in accordance with the Contract requirements.

6.6 The Contractor shall have an experienced Project Manager with a minimum of five (5) years of experience managing large industrial pump maintenance, overhaul, repair, replacement, and modification projects. The Project Manager shall have demonstrated knowledge of applicable industry codes, safety requirements, technical standards, outage coordination, scheduling, and large rotating equipment maintenance practices.

6.7 The Contractor shall have an experienced Field Technical Advisor with a minimum of five (5) years of experience leading the technical aspects of large industrial pump inspections, overhauls, repairs, troubleshooting, upgrades, and return-to-service activities. The Field Technical Advisor shall be expected to be present at the job site during critical phases of disassembly, inspection, reassembly, testing, startup, and return-to-service activities.

6.8 The Contractor shall have an experienced Field Supervisor with a minimum of five (5) years of supervisory experience in the maintenance, overhaul, repair, and installation of large pumps. The Field Supervisor shall have hands-on experience with rigging, heavy lifting, rotor removal and installation, field coordination, and safe work practices associated with large rotating equipment. The Field Supervisor shall be capable of reading and interpreting drawings, specifications, technical manuals, procedures, and OEM documentation, and shall provide competent direction and oversight of field personnel.

6.9 The Contractor shall provide experienced Millwrights/Mechanics with a minimum of four (4) years of experience working on large industrial pumps and associated auxiliary systems at power generation, industrial, water treatment, or similar facilities. Personnel shall have demonstrated knowledge and training in the use of hand tools, precision measuring instruments, power tools, rigging equipment, alignment tools, and mechanical maintenance practices. Experience performing disassembly, inspection, repair, reassembly, and alignment on Flowserve, Goulds, Byron Jackson, or similar OEM pump equipment is preferred.

6.10 The Contractor shall provide an Alignment Specialist with a minimum of ten (10) years of experience performing precision alignment, vibration analysis, diagnostics, field balancing, and condition assessment of large rotating equipment and industrial pumps. The Alignment Specialist shall be capable of utilizing industry-standard alignment and vibration monitoring equipment and providing written findings and recommendations upon request by AE.

6.11 The Contractor shall provide experienced Rigging Foremen and Crane Operators qualified in the lifting, transport, removal, installation, and handling of large rotating equipment and heavy components. Personnel shall have demonstrated experience performing rigging, hoisting, lifting, receiving, unloading, removal, and reinstallation of pump rotors and associated equipment in accordance with applicable safety standards and OEM recommendations. Contractor personnel qualifications and certifications shall be made available to AE for review upon request.

6.12 The Contractor shall coordinate with AE’s Hot Work, Lockout/Tagout (LOTO), confined space entry, safety, environmental, and operational procedures to safely isolate mechanical and electrical equipment prior to performing work.

6.13 The Contractor shall submit product data, technical specifications, shop drawings, material certifications, and product literature for major equipment, materials, and supplies proposed for use and obtain AE approval prior to installation or use, when requested by AE.

6.14 The Contractor shall provide updated as-built drawings and AutoCAD files to the AE Project Manager for any modifications, upgrades, or design changes made as part of the services performed under this Contract.

6.15 The Contractor shall promptly request clarification from AE whenever drawings, specifications, procedures, technical manuals, material requirements, or field conditions conflict with AE direction or appear inconsistent with the intended scope of work.

6.16 The Contractor shall maintain a clean and safe work area and be responsible for the removal and proper disposal of waste materials, debris, and consumables generated as part of the work performed, unless otherwise directed by AE.

6.17 The Contractor shall notify AE upon completion of work and shall assist with equipment startup, operational checks, testing, return-to-service activities, and post-maintenance monitoring for a sufficient period of time to verify proper operation and performance.

6.18 The Contractor may be required to attend work progress meetings, planning meetings, outage coordination meetings, safety meetings, or status review meetings at the discretion of the AE Project Manager or designated AE representative.

6.19 The Contractor shall comply with all applicable AE Contractor Work Requirements, site access procedures, safety requirements, environmental requirements, and facility guidelines.

6.20 The Contractor shall provide AE personnel reasonable access to Contractor and subcontractor facilities for the purpose of inspecting work, reviewing AE-owned property, monitoring progress, or witnessing testing activities related to the services performed under this Contract.

6.21 The Contractor shall provide reasonable technical consultation, troubleshooting assistance, and support by phone or electronic communication at no additional cost to AE.

UTILITY PUMP MAINTENANCE AND REPLACEMENT

6.22 The Contractor shall provide all transportation, rigging, packaging, loading, unloading, pickup, and delivery services necessary for transporting AE equipment between AE facilities and the Contractor’s or subcontractor’s facilities.

6.23 The Contractor shall provide any plugs, adapters, connectors, cables, or accessories required to utilize existing plant welding machine receptacles or temporary electrical connections necessary to perform the work.

7.0 Austin Energy Responsibilities

7.1 AE will provide temporary electrical service, when available, for welding machines and other approved equipment required to perform the work.

7.2 AE will provide electrical service at standard facility voltages available at the applicable work location.

7.3 If approved in advance by AE for smaller projects or short-duration work activities, AE may provide access to restroom facilities, break areas, and meeting rooms for occasional use by Contractor personnel.

7.4 AE will provide available drawings, specifications, technical data, and other information in AE’s possession prior to requesting bids or beginning work. However, AE does not guarantee the completeness, accuracy, or current condition of such information. The Contractor shall verify actual field conditions, dimensions, equipment configuration, and site conditions prior to submitting pricing or beginning work. If the Contractor encounters underground utilities, concealed conditions, discrepancies, or obstructions that differ materially from the information provided by AE, the Contractor shall promptly notify AE and take reasonable measures to mitigate impacts caused by such discrepancies.

7.5 AE will provide vehicle access, site access, and available parking areas at AE facilities. If suitable parking cannot be provided at the facility, the Contractor shall be responsible for arranging off-site parking and transportation for Contractor personnel and equipment.

7.6 AE may provide compressed air at low to medium flow rates, if available at the facility. If the Contractor requires high-volume compressed air for activities such as cleaning, piping, blasting, or operation of high-demand tools or equipment, the Contractor shall provide such equipment at its own expense. Contractor use of AE instrument air systems is prohibited unless prior written approval is obtained from AE.

7.7 AE will remove and reinstall plant instrumentation, controls, or associated electrical devices, unless otherwise agreed upon in writing.

7.8 AE reserves the right to enter into separate agreements or contracts with other contractors or vendors for related or unrelated services without regard to the quantities of work performed under this Contract.

8.0 Reports and Deliverables:

8.1 Progress Reports: The Contractor’s Project Manager or Field Supervisor shall attend status, planning, coordination, and progress meetings at the frequency requested by the AE Project Manager or designated AE representative. The Contractor shall provide verbal and/or written progress updates regarding project status, schedule, work completed, issues encountered, corrective actions, safety concerns, and anticipated upcoming activities.

8.2 Final Project Reports: The Contractor shall submit a detailed Final Report to the AE Project Manager within thirty (30) calendar days following completion of the work, unless otherwise approved by AE in writing. The Final Report shall include, at a minimum, field inspection findings, shop inspection findings, test results, repair documentation, materials utilized, UTILITY PUMP MAINTENANCE AND REPLACEMENT replacement parts, measurements, photographs, drawings, and a complete summary of work performed.

Reports shall include high-quality color photographs of abnormal conditions, failures, damaged components, repairs performed, and completed assembly activities. Reports shall be provided in electronic format and/or hard copy format, as specified by AE or within individual project scopes.

At a minimum, the Final Report shall include the following:

8.2.1 Detailed description of work performed, including inspection findings, repairs, modifications, upgrades, and corrective actions completed.

8.2.2 High-quality photographs of critical components, damaged areas, repair activities, and completed work.

8.2.3 Critical dimensions, measurements, tolerances, and inspection readings obtained during disassembly, repair, and reassembly.

8.2.4 Lists of parts, materials, consumables, and components procured, repaired, refurbished, or fabricated.

8.2.5 Critical disassembly and assembly clearances, tolerances, alignment data, and applicable OEM or industry specifications used for compliance verification.

8.2.6 Testing documentation and reports, including vibration analysis, balancing data, inspection results, hydrostatic testing, performance testing, and pump curve data, when applicable.

8.2.7 Updated drawings, sketches, redlines, AutoCAD files, or as-built documentation associated with modifications or repairs performed under the Contract.

9.0 Warranty

9.1 The Contractor shall provide equipment, product, and labor/workmanship warranties to AE at the time of Final Report submission. The Contract shall pass on all applicable guarantee or warranties to AE. The Contractor shall replace covered parts and equipment that fail during the guaranteed or warranty period at no additional cost to AE.

9.2 The Contractor shall itemize all related warranties for any and all parts and workmanship provided by the contractor on AE equipment

9.3 The Contractor shall not be required to warranty parts supplied by AE.

9.4 The Contractor shall warrant and represent that it has or will obtain, at its own cost, all professional or technical licenses required to perform the work, and that it has the professional ability, experience, and expertise to perform the work required by AE.

9.5 The Contractor shall warrant and represent that is its work under this proposal shall be performed in a good workman like manner, and in accordance work releases, specifications, and all applicable laws, codes, industry and professional standards.

9.6 The Contractor shall warranty services that are required to be re-preformed shall include all support/miscellaneous hardware that are required to allow the reperformance of the service at no additional cost to AE.

9.10 The Contractor shall warranty for parts and services delivered during the term of this contract for one year from acceptance by AE or 18 months after delivery whichever one comes first.

9.11 The Contractor shall warranty work done on a 7-day/24-hours expedited basis unless otherwise agreed to in writing by the AE Project Manager.

10.0 Acceptance of Work

10.1 Any and all work of parts supplied by the contractor shall be considered complete and acceptable only after successful startup and testing of the equipment at the AE power plant.

10.2 Acceptance or approval by AE of contractors work shall not constitute nor be deemed a release of responsibilities and liabilities of the contractors for the accuracy, completeness and competency of the contractor’s work under this proposal.

10.3 No approval or acceptance by AE shall be deemed to be an assumption of such responsibility by AE for any defective erroneous, incomplete, or substandard work by the contractor.

11.0 Specific Invoice Requirements

The City’s preference is to have invoices emailed site-specific contracts listed below:

Location/facility Name: Sand Hill Energy Center Contact: Cheryl Martinets Phone: (512) 972-9401 Email: cheryl.martinets@austinenergy.com

Location/facility Name: Decker Creek Power Station Contact: Jennifer Blount Phone: (512) 972-8265 Email: jennifer.blount@austinenergy.com

Location/facility Name: District Cooling Plant #1 Contact: Clay Corbitt Phone: (512) 505-3527 Email: clay.corbitt@austinenergy.com

Location/facility Name: District Cooling Plant #2

Location/facility Name: District Cooling Plant #3

Location/facility Name: Mueller Energy Center (CW and Gen) Contact: Barrett Story Phone: (512) 505-3868 Email: barrett.story@austinenergy.com

Location/facility Name: Domain District Cooling Contact: Bradley Jarrell mailto:cheryl.martinets@austinenergy.com mailto:jennifer.blount@austinenergy.com file://AE-FS/DA-SH-L$/!Users/MartinetsC/Projects/Pump%20Maintenance/clay.corbitt@austinenergy.com file://AE-FS/DA-SH-L$/!Users/MartinetsC/Projects/Pump%20Maintenance/clay.corbitt@austinenergy.com file://AE-FS/DA-SH-L$/!Users/MartinetsC/Projects/Pump%20Maintenance/clay.corbitt@austinenergy.com file://AE-FS/DA-SH-L$/!Users/MartinetsC/Projects/Pump%20Maintenance/barrett.story@austinenergy.com

UTILITY PUMP MAINTENANCE AND REPLACEMENT

Phone: 512-972-8358 Email: bradley.jarrell@austinenergy.com

Location/facility Name: Austin Community College Highland Chiller Plant Contact: Bradley Jarrell Phone: 512-972-8358 Email: bradley.jarrell@austinenergy.com

12.0 Designation of Key Personnel

The City and the Contractor resolve to keep the same key personnel assigned to this engagement throughout its term. If it becomes necessary for the Contractor to replace any key personnel, the replacement will be an individual having equivalent experience and competence in executing projects such as the one described herein. Additionally, the Contractor shall promptly notify the City and obtain approval for the replacement. Such approval shall not be unreasonably withheld. The Contractor’s and City’s key personnel are identified as follows:

Position Name / Title Phone Number Email Address City Contract Monitor Eddie Washington 512-322-6075 Eddie.Washington@austinenergy.com

City Project Manager

SHEC

Chaz Grandon 512-972-8410 chaz.grandon@austinenergy.com

City Project Manager Decker

Rogelio Zavala 512-505-7350 Rogelio.Zavala@austinenergy.com

City Project Manager District Cooling

Armando Armengol 512-505-3868 Armando.Armengol@austinenergy.com

City Contract Administrator, Procurement Specialist

Melita Harden 512-974-2838 Melita.Harden@austintexas.gov

13.0 Attachments

Attachment A – Boiler Feed Pump Drawing

Attachment B – Circulating Pump Drawing

Attachment C - River Pump Station Drawing

Attachment C – Sample Work scope for Decker Creek Repair of River Intake Pump #1

Attachment D – Sample Work scope for Sand Hill Unit 5 Flowserve 4x12WXH-10 Boiler Feed Pump #2

Attachment E – Sample Work scope for Sand Hill Unit 5 Circulating Water Pump #3

Attachment F – Decker Contractor Work Requirements

Attachment G – Sand Hill Contractor Work Requirements file://AE-FS/DA-SH-L$/!Users/MartinetsC/Projects/Pump%20Maintenance/bradley.jarrell@austinenergy.com file://AE-FS/DA-SH-L$/!Users/MartinetsC/Projects/Pump%20Maintenance/bradley.jarrell@austinenergy.com mailto:Eddie.Washington@austinenergy.com file://AE-FS/DA-SH-L$/!Users/MartinetsC/Projects/Insulation%20and%20Heat%20Trace%20Services/Tim.Youts@austinenergy.com file://AE-FS/DA-SH-L$/!Users/MartinetsC/Projects/Insulation%20and%20Heat%20Trace%20Services/Rogelio.Zavala@austinenergy.com mailto:Armando.Armengol@austinenergy.com mailto:Melita.Harden@austintexas.gov