Pump, motor and equipment services, term contract

Palm Beach County Board of County Commissioners' Purchasing Department issued Invitation for Bid (IFB) #23-011/MB for pump, motor, and equipment maintenance and repair services on a term contract basis. The procurement seeks to establish contracts for services covering approximately 4,200 pumps, 3,500 motors, and 1,000 various types of equipment distributed throughout Palm Beach County, including the Glades area. Services encompass maintenance and repair of irrigation pumps, HVAC pumps, fire pumps, sewage lift station pumps, motors ranging from 24V to 4160V and fractional horsepower to 3,000 HP, and related equipment such as gearboxes and mechanical strainers. The solicitation was divided into two lots: Lot #1 covering all Palm Beach County excluding the Glades area, and Lot #2 covering the Glades area only. Bid responses were due January 26, 2023, at 4:00 p.m., with pricing structured as firm, fixed unit rates for four service categories: hourly rate for maintenance and repairs (85% weight factor), crane truck on-site hourly rate (5% weight factor), flat rate for equipment pick-up and delivery round trip (5% weight factor), and hourly rate for pump or motor removal and reinstall on-site service (5% weight factor). Required qualifications include subscription to Vaughen's Price Publishing for repair hour calculations, crane and shop lifting capabilities for equipment up to 32,000 pounds, maintenance of minimum insurance coverage including $500,000 Commercial General Liability, $500,000 Business Auto Liability, and appropriate Workers' Compensation coverage, with obligatory responses to pick-up requests and provision of written quotes within ten business days and service completion within twenty calendar days of delivery orders.

A 10% Small Business Enterprise (SBE) price preference applies to this procurement; if a certified SBE bid is within 10% of the lowest non-SBE bid, the award goes to the SBE at its bid price. The contract is awarded for an initial twelve-month term with options to renew for four additional twelve-month periods at the County's discretion. The anticipated contract value is $2,074,300 for the initial term. Parts and materials are priced at the bidder's cost plus shipping. No incumbent vendors or specific technology integration requirements were identified in the solicitation documents provided.