RFP Specs -Penn Valley Pump Equipment Repair and Maintenance 2026.pdf

Penn Valley Pump (PVP) Equipment Repair & Maintenance Services RFP | Pg.1

TOWN OF ENFIELD, CONNECTICUT

REQUEST FOR PROPOSALS

DEPARTMENT OF PUBLIC WORKS

PENN VALLEY PUMP (PVP) EQUIPMENT REPAIR & MAINTENANCE SERVICES

September 09, 2026

Sealed proposals for the services named above will be received at the office of the Director of Finance until 11.00 a.m. EST on Wednesday, September 23, 2026. Thereafter, proposals will be opened in public and read aloud or opened and read aloud pursuant to the applicable provisions of the Governor's Executive Orders. Responses received after that date and time will not be accepted.

Beginning Wednesday, September 09, 2026, specifications and proposal documents may be obtained from Carl Johnson, Deputy Director of Public Works - Capital Projects & Administration, at (860) 763-8806 | cajohnson@enfield.org, or the Town's website, www.enfield-ct.gov/bids.aspx.

The Town of Enfield reserves the right to accept or reject any, all, or any part of proposals, to waive formalities or informalities, and to make an award that is deemed to be in the best interests of the Town.

The Town is an Affirmative Action/Equal Opportunity Employer. Disadvantaged, minority, small and women-owned business enterprises are encouraged to respond.

John A. Wilcox, Director of Finance

EOE/AA

mailto:cajohnson@enfield.org http://www.enfield-ct.gov/bids.aspx

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STANDARD INSTRUCTIONS

1. INTRODUCTION

The Town of Enfield is soliciting proposals for the above-named services. If there are any conflicts between the instructions in these Standard Instructions and any other proposal document(s), these Standard Instructions shall prevail.

2. KEY EVENT DATES

Advertisement of Request for Proposals September 09, 2026 Public Proposal Opening 11:00 a.m. EST, Wednesday, September 23, 2026 Proposal Awarded (Not Definite) Week of September 28, 2026 Commencement of Work See Work Description

3. OBTAINING PROPOSAL DOCUMENTS

Beginning Wednesday, September 09, 2026, proposal documents will be available electronically, at no cost, by email request to cajohnson@enfield.org or on the Town’s website at https://www.enfield-ct.gov/bids.aspx. Any questions concerning the project named above should be directed to Carl Johnson, Deputy Director of Public Works – Capital Projects & Administration, at (860) 763-8806.

4. PROPOSAL SUBMISSION INSTRUCTIONS

One (1) original and two (2) copies of all proposals must be submitted in a sealed envelope clearly marked " PENN VALLEY PUMP (PVP) EQUIPMENT REPAIR & MAINTENANCE SERVICES”. If forwarded by mail or courier, the sealed envelope must be addressed to "Director of Finance, Town of Enfield, 820 Enfield Street, Enfield, Connecticut 06082". Proposals must be at the office of the Director of Finance by the time of the Public Proposal Opening date noticed in Section 2 entitled, Key Event Dates. Since all submissions must be time and date-stamped, the Finance Department will only accept proposals Monday through Friday, from 9:00 a.m. to 5:00 p.m. EST (excluding holidays). Postmarks are NOT an acceptable waiver of this policy. Corrections and/or modifications received after the first proposal is publicly opened will NOT be accepted.

a. Ditto marks or words such as "SAME" on the Proposal Form are NOT considered writing and must not be used.

b. All information must be submitted in ink or typewritten. Mistakes may be crossed out and corrections inserted. Corrections must be initialed by the person signing the proposal.

c. Proposal(s) are considered valid for ninety (90) days after proposal(s) are opened. Proposers may not withdraw, cancel, or modify their proposal for a period of ninety (90) days after proposal(s) are opened.

d. Proposals must be signed by an authorized person representing the legal entity of the firm submitting the proposal.

e. The inability to meet any specified requirements must be stated in writing and attached to the Proposal Form or written on the Proposal Form.

https://www.enfield-ct.gov/bids.aspx

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STANDARD INSTRUCTION (continued)

5. PRESUMPTION OF PROPOSER BEING FULLY INFORMED

At the time the first proposal is opened, each Proposer is presumed to have read and be thoroughly familiar with all proposal and contract documents. Failure or omission of the Proposer to receive or examine any information shall in no way relieve any Proposer from obligations with respect to their proposal.

6. INTERPRETATION OF ACCEPTABLE WORK

The specifications, proposal and contract documents are to be interpreted as meaning those acceptable to the Town of Enfield. Any substantive changes or interpretations will be issued by the Town in writing as an addendum.

7. TAX EXEMPTIONS

The Town of Enfield is exempt from Federal Excise taxes and Connecticut Sales and Use taxes. Firms shall avail themselves of these exemptions.

8. INSURANCE AND INDEMNIFICATION

Provider shall agree to maintain in force at all times during the contract the following minimum coverage. Insurance shall be written with Carriers approved in the State of Connecticut and with a minimum AM Best’s Rating of “A“ VIII. In addition, all Carriers are subject to approval by the Town of Enfield. Minimum Limits:

a. Commercial General Liability Each Occurrence $1,000,000 and $2,000,000 Aggregate. Town of Enfield shall be named as an Additional Insured on a primary non-contributory basis for ongoing and completed operations. Waiver of Subrogation to be provided.

b. Auto Liability Combined Single Limit $1,000,000 for all owned, hired, and non-owned vehicles for property damage and liability. Proof of Inland Marine coverage. Town of Enfield shall be named as an Additional Insured on a primary non-contributory basis. Waiver of Subrogation to be provided.

c. Umbrella/Excess Liability $5,000,000 per occurrence and $5,000,000 Aggregate. General Liability, Auto Liability and Workers’ Compensation to be listed as underlying coverages.

Umbrella/Excess Liability to follow form with respect to Additional Insured on a primary non-contributory basis and Waiver of Subrogation.

d. Workers’ Compensation - For all the employees employed on said Work shall be maintained in accordance with Connecticut’s Workers’ Compensation Act. In case any class of employees engaged in hazardous Work under the contract at the site of the Work is not protected under the Workers’ Compensation Act, the CONTRACTOR shall provide Workers’ Compensation Insurance for the protection of its employees not otherwise protected. Waiver of Subrogation to be provided.

e. A thirty (30) day Notice of Cancellation applies for the Town of Enfield. If any policy is written on a “Claims Made” basis, the policy must be continually renewed for a minimum of five (5) years from the completion date of this contract. If the policy is replaced and/or the retroactive date is changed, then the expiring policy must be endorsed to extend the reporting

Penn Valley Pump (PVP) Equipment Repair & Maintenance Services RFP | Pg.4 period for claims for the policy in effect during the contract for five (5) years from the completion.

f. Exceptions to the Town’s Insurance requirements are subject to the sole discretion of the Town of Enfield.

If any policy is written on a “Claims Made” basis, the policy must be continually renewed for a minimum of two (2) years from the completion date of this contract. If the policy is replaced and/or the retroactive date is changed, then the expiring policy must be endorsed to extend the reporting period for claims for the policy in effect during the contract for two (2) years from the completion date.

Where permitted by law, the Contractor shall defend, indemnify, and hold harmless the Town of Enfield and all of its officers, employees, and agents from all suits, actions, or claims of any character, name, or description brought for or on account of any injury or damage caused to any person or property as a result of, in connection with, or pursuant to the performance of the Contractor, including all costs incurred by the Town of Enfield in defending itself against such claims or actions, in proportion to the extent that the Contractor is held liable for same by an arbiter of competent jurisdiction. As much of any money that may be due to the Contractor under the Contract as the Town of Enfield considers necessary for the purpose of such indemnification or holding the Town of Enfield harmless may be retained for such use by the Town of Enfield; and the Contractor’s surety bonds may be held until such suit or suits, action or actions, claim or claims, as aforesaid, shall have been settled and until the Contractor has furnished to the Town of Enfield suitable evidence to that effect. Such indemnity shall not be limited by reason of any insurance coverage required under the Contract.

9. PROPOSAL BOND

Proposers are required to furnish a proposal surety at the time the first proposal is opened in the amount of five thousand ($5,000.00) dollars. The proposal surety should be in one of the following three (3) forms: (a) a bank certified check, (b) a bank check, or (c) a surety company bond. The surety company must be authorized to write such surety bonds in the State of Connecticut. Checks or bonds must be drawn to the order of "Town of Enfield, Attention Finance Director".

10. PERFORMANCE BOND AND PAYMENT BOND

To ensure the faithful execution of this Request for Proposals according to its provisions, the Contractor awarded this proposal must provide to the Town of Enfield, at the Contractor's expense, a Performance Bond and a Payment Bond in the amount of five thousand ($5,000.00) dollars each. The bonds must be issued by a company authorized to write such surety bonds in the State of Connecticut. The bonds shall be drawn to the order of the "Town of Enfield, Attention Finance Director", and delivered to the Town prior to commencement of work. On projects less than fifty thousand ($50,000) dollars the Contractor may substitute the performance bond (but not the payment bond), for a bank certified check or a bank cashier's check in the amount of five thousand ($5,000.00) dollars.

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11. PERMITS

The Contractor is solely responsible for obtaining all required permits, obtaining all necessary inspections and approvals, and for satisfying any and all fees. The Town will waive all Town of Enfield fees for building permits and inspections.

12. FAIR EMPLOYMENT PRACTICES

The Proposer agrees not to discriminate against any employee or applicant for employment in the performance of this proposal's work with respect to hire, tenure, terms, conditions, or privileges of employment due to race, sex, age, religion, national origin, or other conditions proscribed by State or Federal law.

13. AWARDING THE CONTRACT

a. The Town of Enfield reserves the right to accept or reject all, or any part of this proposal, to waive formalities or informalities, and to make an award that is deemed to be in the best interests of the Town.

b. It is the Town's policy not to award to those who owe Town of Enfield prior year(s) property taxes.

c. The "Proposal Awarded" date in Section 2 entitled, Key Event Dates, is the date the proposal is anticipated to be awarded. It is not a date certain.

14. MODIFICATIONS AND ADDENDA

The Town may, before or after proposal opening and in its sole discretion, clarify, modify, amend, or terminate this RFP if the Town determines it is in the Town’s best interest. Any such action shall be affected by a posting on the Town’s website, www.enfield-ct.gov/Bids.aspx. Each Proposer is responsible for checking the Town’s website to determine if the Town has issued any addenda and, if so, to complete its proposal documents in accordance with the RFP as modified by the addenda.

15. TERM OF CONTRACT

It is anticipated that the initial Contract period shall be from date of contract execution through June 30, 2027. The Town shall have the option to renew the contract for two (2) additional one (1) year terms upon thirty (30) days’ notice to the Contractor. The total contract period, including all options for renewal, shall not exceed thirty-six (36) months. If the Town exercises its option to renew this contract, it will provide written notice to the Contractor thirty (30) days prior to the commencement of the renewal term.

16. STANDARD FORM OF CONTRACTUAL AGREEMENT

The Town of Enfield intends to enter into the Town’s standard contract with the successful proposer, a sample of which is attached hereto. The contract will include and incorporate the provisions of this Request for Proposals, including the Standard Instructions; Scope of Work; and the Proposal Form submitted by the successful proposer. In the event of any conflict between the Request for Proposals and the successful Proposer’s Proposal Form, the RFP shall prevail.

http://www.enfield-ct.gov/Bids.aspx

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17. OCCUPATIONAL SAFETY AND HEALTH ADMINISTRATION (OSHA)

The successful Proposer shall follow all applicable rules and regulations as set forth in 29 Code of Federal regulations (CFR). Prior to the commencement of any work performed pursuant to this RFP, the successful Proposer shall provide to the Director of Public Works with a listing and description of all appropriate safety programs.

END OF STANDARD INSTRUCTIONS

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SCOPE OF WORK

1. SELECTION PROCESS

The Town of Enfield is seeking a vendor to provide Penn Valley Pump (PVP) patented double disc pumps, OEM parts, and repair services for wastewater treatment and reclamation facilities. The selected vendor will be responsible for supplying certified PVP patented double disc pumps and OEM parts, as well as providing maintenance, repair, replacement, and rapid-response service support. The vendor must be a PVP manufacturer-certified representative or distributor and manufacturer-authorized service provider. The contract will include ancillary support services such as training, diagnostics, troubleshooting assistance, and documentation management.

• The vendor must provide training for facility staff on replacement procedures, troubleshooting, and diagnostics.

• The vendor must maintain documentation of all replaced or upgraded parts for compliance and asset management purposes.

• The vendor must ensure all personnel possess proper identification badges to access any Town site.

• The vendor must provide technician, helper(s), and/or laborer(s) rate quotes for straight time, overtime, and weekend and holiday rates.

Any questions concerning this Request for Proposals are to be directed to Carl Johnson, Deputy Director of Public Works – Capital Projects & Administration, 40 Moody Road, Enfield, CT 06082, cajohnson@enfield.org | (860)763-8806.

This specification describes the minimum requirements for the supply of grinders, parts, equipment, and ancillary associated services necessary to provide, maintain, replace, inspect, and repair Penn Valley Pumps (PVP) patented double-disc pumps, parts, and related equipment installed at various facilities for the Water Pollution Control Division of the Department of Public Works in Enfield, Connecticut. The awarded contractor shall furnish all labor, materials, equipment, tools, transportation, supervision, and related services necessary to support the operational and maintenance needs associated with PVP equipment and systems utilized by the Town.

Classification

• Group I – Pumps: Supply of PVP double-disc pumps and associated equipment components.

• Group II – Parts – Trunnions, Discs, Clack Valves and supporting components: Supply of pump assemblies and related replacement parts compatible with PVP equipment.

mailto:cajohnson@enfield.org

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SCOPE OF WORK (continued)

• Group III – Miscellaneous / Ancillary Services: Ancillary support services including training, diagnostics, troubleshooting assistance, documentation management, labor support, inspections, maintenance assistance, and related miscellaneous services associated with PVP equipment and systems.

1.1 GROUPS I & II REQUIREMENTS

1.1.1 The bidder must be a PVP manufacturer-certified representative or distributor and manufacturer-authorized service provider for the PVP equipment bid upon.

1.1.2 The bid on PVP parts and accessories or equivalent must be supplied as stated on pricing lines. Any substitutions must be clearly listed, approved for use with the PVP double-disc unit specified, ready for service with no modifications required to the Town’s system for installation. A complete specification sheet must be provided with any substitutions.

1.1.3 All PVP parts supplied must be PVP manufacturer-certified and meet factory warranty requirements for the PVP equipment.

1.2 GROUP III – MISCELLANEOUS / SERVICES REQUIREMENTS

1.2.1 Vendor must provide training for facility staff on replacement procedures, troubleshooting, and diagnostics.

1.2.2 Vendor must maintain documentation of all replaced or upgraded parts for compliance and asset management purposes.

1.2.3 Vendor must ensure all personnel possess proper identification badges to access any Town site.

1.2.4 Vendor must provide technician, helper(s), and/or laborer(s) rate quotes for the following:

Straight time (up to 40 hours); Overtime (over 40 hours); Rate per day/per hour; Weekend and Holiday rates.

2. CONTENTS OF PROPOSAL

• An overall introduction to the proposal.

• Proof of Authorized PVP Equipment Factory repair, maintenance, and parts reseller.

• An explanation of the role of the Contractor as it relates to Town staff, including the division of work between the Contractor and Town staff.

• The Proposal Form listing the rates and fees for the services listed therein.

• Identification and background of the Contractor's personnel involved.

• A list of clients for whom the Contractor has performed services similar to those described in this Request for Proposals.

• The proposal shall be signed by an individual authorized to bind the Contractor. It should include name, title, address, e-mail address and telephone number of individuals with authority to negotiate and contractually bind the company, and who can also be contacted during the period of proposal evaluation.

• The successful Contractor must submit a statement of the firm's Equal-Opportunity and Affirmative Action policies.

3. WORK DESCRIPTION

The services required shall involve various PENN VALLEY PUMP (PVP) EQUIPMENT REPAIR & MAINTENANCE SERVICES located on Town water pollution control facilities.

END OF SCOPE OF WORK

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PROPOSAL FORM [REQUIRED RESPONSES]

Under penalty of perjury and other remedies available to the Town of Enfield, the undersigned certifies this proposal is submitted without collusion, and all responses are true and accurate. If awarded this proposal, it is agreed this forms a contractual obligation to provide services at fees specified in this Proposal Form, subject to and in accordance with all instructions, proposal and contract documents, including any addenda, which are all made part of this proposal.

Company Name:___________________________________________________________________

ITEM 1

PVP Authorized Technician Standard Labor Rate (identify if this is a fully burdened rate).

Per Hour:

Per Day:

ITEM 2

PVP Authorized Technician Overtime Labor Rate (identify if this is a fully burdened rate).

Per Day:

ITEM 3

PVP Authorized Technician Holiday, Weekend, or Additional Labor Rate (identify if this is a fully burdened rate).

Per Hour

ITEM 4

PVP Equipment Parts Municipal Discount from Retail Catalog Prices.

Percentage:

ITEM 5

Outside of Normal Business Hours Emergency Call Out.

ITEM 6

Vendor Standard Mark-Up of Wholesale Pricing Not Included in Discounted Retail Pricing.

Percentage:

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PROPOSAL FORM [REQUIRED RESPONSES] (continued)

Signature of Authorized Person Date

Printed Name of Authorized Person

Company Title of Authorized Person

Name of Company

Address of Company

City, State, and Zip Code

Telephone Number Email Address

END OF PROPOSAL FORM

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PARTICIPANT AGREEMENT

AN AGREEMENT BY AND BETWEEN THE TOWN OF ENFIELD AND ------

for “PENN VALLEY PUMP (PVP) EQUIPMENT REPAIR & MAINTENANCE SERVICES”.

This agreement is made this ___ day of_____, 2026 by and between the Town of Enfield, a municipal corporation organized and existing under the laws of the State of Connecticut, with a principal office at 820 Enfield Street, Enfield, Connecticut 06082 (hereinafter referred to as the “Town”)and_____________, a Connecticut company located at ______________ (hereinafter referred to as “Vendor”).

The Town and Vendor enter into this Agreement whereby the Vendor shall provide to the Town

“PENN VALLEY PUMP (PVP) EQUIPMENT REPAIR & MAINTENANCE SERVICES”.

The term of this Agreement shall commence on the date set forth above and shall continue for the period set forth in the Request for Proposals referenced below.

The terms and conditions of this Agreement are set forth in the following documents that are attached and made a part hereto and are incorporated by reference:

1. Request for Proposals entitled “PENN VALLEY PUMP (PVP) EQUIPMENT REPAIR &

MAINTENANCE SERVICES”;

2. The Standard Instructions entitled “PENN VALLEY PUMP (PVP) EQUIPMENT REPAIR &

MAINTENANCE SERVICES”;

3. Scope of Work entitled “PENN VALLEY PUMP (PVP) EQUIPMENT REPAIR & MAINTENANCE SERVICES”; and

4. Proposal Form entitled “PENN VALLEY PUMP (PVP) EQUIPMENT REPAIR & MAINTENANCE

SERVICES”.

The Town may terminate this agreement for convenience.

This agreement cannot be altered, modified, amended, or revised except by an instrument in writing signed by the Town and Vendor.

This Agreement shall be governed by the law of the State of Connecticut.

Vendor Name Town of Enfield

By: By:

Print Name: Gary A. Evans, Town Manager