One (1) New, Unused 125HP Influent Pump Replacement Motor

City of San Buenaventura
Invitation to Bid (ITB) No. B-130000902
Wednesday September 23, 2026
Notice is hereby given that sealed bids will be received at the Purchasing and Contracts Division for
One (1) New, Unused 125HP Influent Pump Replacement Motor, Reliance duplicate replacement
of ID 6341358-003, or City-approved equivalent , in accordance with Specification No. 6341358-
003 and this Invitation to Bid.
Closing Time and Date
One (1) hard copy bearing signatures delivered in a SEALED envelope titled "ITB No. B-130000902"
and one (1) PDF electronic copy sent via email to the Purchasing Representative must be submitted
prior to:
Wednesday October 21, 2026, at 4:00 PM
Sealed bids shall be delivered by courier, express mail, or in person to:
Purchasing and Contracts Division
City of San Buenaventura
501 Poli Street, Room 102
Ventura, CA 93001
No oral, telegraphic, electronic, facsimile, or telephonic proposals or modifications will be considered.
Bids received after the scheduled submittal deadline will not be accepted. Bids postmarked prior to
submittal deadline, but received after the deadline, will not be accepted.
Copies of the bid package and subsequent addenda may be obtained at
www.cityofventura.ca.gov/bids.
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INSTRUCTION TO BIDDERS
ITB No. B-130000883 One (1) New, Unused 125HP Influent Pump Replacement Motor, Reliance
duplicate replacement of ID 6341358-003, or City-approved equivalent
Scope:
Bids are hereby requested for One (1) New, Unused 125HP Influent Pump Replacement Motor,
Reliance duplicate replacement of ID 6341358-003, or City-approved equivalent in accordance
with Specification No. 6341358-003
Mandatory Pre-Bid Meeting:
A mandatory pre-bid meeting will be held in person Tuesday, October 6, 2026, at 1:00PM PST at
the Ventura Water Recycling Facility 1400 Spinnaker Drive, Ventura CA 93001. Attendance of
the Pre-Bid Meeting is mandatory to submit a response to the RFP. Proposals submitted on which
the Pre-Bid Meeting has not been attended will be considered non-responsive and rejected. Please
RSVP no later than October 5, 2025, by 4:00PM to the Purchasing Representative, Patricia Zavala,
at pzavala@cityofventura.ca.gov to reserve your spot in the meeting.
Question and Answer Period:
All questions regarding this Invitation to Bid (ITB) shall be submitted via email to Patricia Zavala,
Senior Buyer, in the Purchasing and Contracts Division at pzavala@cityofventura.ca.gov PRIOR to
October 8, 2026, at 3:00 PM. Any questions submitted after the deadline shall be rejected. Any
response will be in the form of an addendum.
Award Criteria:
a. Literature:
Full technical information on the equipment bid shall be provided with your bid. Letters
containing blanket statements or non-technical advertising brochures are not acceptable.
b. Award:
This bid will be awarded to the lowest responsible and responsive bidder and in accordance
with the following criteria:
i. Proven Performance
Emphasis will be placed on the background, experience, and stability of the company.
The evaluation will focus on the company's user references and their overall satisfaction
with the item bid.
ii. Support
The extent of the operator and service training, availability of parts, warranty, and
overall vendor support will be analyzed.
iii. Specifications
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The availability of the item bid to meet the specifications outlined herein will be
evaluated in terms of technical capabilities, flexibility, reliability, maintainability, and
operational cost.
iv. Timely Delivery
Vendor's ability to supply the item bid as defined herein, in a timely manner will be an
important consideration.
Required Documentation:
The following pages must be completed in their entirety and returned with your bid for consideration:
* Specifications
* Quotation Sheet with References
* Bidder's Statement of Past Contract Disqualifications
* Exceptions and Deviations to the Invitation to Bid
* Attachment "A" City of Ventura Terms and Conditions for Supplies and Non-
Professional Services.
* Attachment "B" Small Local Business Certification (if applicable)
* Bidder shall certify they have reviewed any and all addendum by including a signed
copy of the addenda with the bid.
The following is required upon successful award of bid:
* Form W9
* City of Ventura Business License
COMMUNICATION WITH CITY STAFF:
Any communication with City staff, except for the Purchasing and Contracts Division, regarding this
RFP is prohibited. Disregard of this provision could result in rejection of the proposal.
The City shall be the sole judge of the successful bidder hereunder. The City reserves the
right to reject any or all bids.
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ITB No. B-130000883 One (1) New, Unused 125HP Influent Pump Replacement Motor, Reliance
duplicate replacement of ID 6341358-003, or City-approved equivalent
SPECIFICATION NUMBER 6341358-003
These specifications are not meant to limit the vendor; they are to be guidelines to minimum
qualifications. The bidder shall indicate their compliance with "Yes" or noncompliance with "No" for
each line-item specification. Any alterations or deviations from the specifications or where submitted
literature does not fully support the meaning of the specifications, must be clearly stated and
described in detail by the bidder. Failure to complete all spaces may invalidate the bid. Bids on items
differing in minor detail from these specifications will be considered but may be rejected at the
discretion of the City.
No. SPECIFICATIONS BIDDER'S PROPOSAL
1 MOTOR REQUIREMENTS
a Quantity: one (1) new, unused 125 HP replacement motor for Influent Yes / No: _____
Pump Station P-3, complete with the accessories and thermal-protection
equipment specified below.
b Basis of design: Reliance duplicate replacement of existing Reliance Manufacturer: __________
Electric motor ID No. 6341358-003, or City-approved equivalent. The Model: ________________
proposed motor shall be fully compatible with the existing pump, mounting Yes / No: _____
arrangement, shaft connection, power supply, and controls.
2 NAMEPLATE / ELECTRICAL REQUIREMENTS
a Existing motor nameplate ratings: 125 HP; 590 RPM; 460 volts; three Proposed RPM: ______
phase; 187 amps; Design B; Type P; 15-60 Hz; 40 C ambient; 1.00 service Proposed amps: ______
factor. The proposed replacement shall meet these operating requirements. Yes / No: _____
Clearly identify any differences with the bid.
b Totally enclosed fan cooled (TEFC), severe-duty enclosure with minimum Yes / No: _____
IP55 ingress protection.
c Suitable for operation from the existing variable-frequency drive over the Yes / No: _____
required 15-60 Hz range. Minimum inverter capability: 4:1 variable torque.
3 MOUNTING / MECHANICAL COMPATIBILITY
a Frame 449; vertical, footless, direct-drive, P-base mounting; V-1 mounting Yes / No: _____
position; 16.5-inch P-base diameter. Shaft extension, keyway, pilot, bolt
pattern, and all mounting dimensions shall match the existing motor and
pump.
b Normal high-thrust bearing arrangement for downward thrust, configured Down thrust: ______ lb
for the 530-pound required thrust stated in the basis-of-design quotation. Up thrust: ______ lb
Bidder shall state the proposed motor's rated downward and upward thrust Yes / No: _____
capacities.
c Drive-end and opposite-drive-end bearing isolators shall be Inpro or Yes / No: _____
equivalent. Bearings shall be grease lubricated and include accessible
grease and relief fittings.
d Bidirectional rotation when viewed from the opposite drive end. Provide Yes / No: _____
vertical lifting provisions, drip cover, frame grounding point, and corrosion-
resistant hardware and drains suitable for the installation.
4 THERMAL PROTECTION / CONNECTIONS
a Provide six winding thermistors, two per phase, with leads brought to the Controller model: __________
main conduit box. Include a compatible thermistor controller/control box Yes / No: _____
and wiring diagram.
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b Provide an oversize cast-iron main conduit box in the standard side Yes / No: _____
location. Conduit-entry location and dimensions shall be shown on the
certified drawings and shall be compatible with the existing installation.
5 SUBMITTALS / DELIVERY / WARRANTY
a With the bid, provide the proposed motor nameplate data, technical data, Yes / No: _____
and preliminary dimensional drawing demonstrating compliance and
replacement compatibility. Clearly identify all exceptions or deviations.
b Before manufacture, provide certified dimensional drawings, performance Yes / No: _____
data/curves, connection and controller wiring diagrams, and the proposed
motor's thrust ratings for City review. City review does not relieve the
supplier of responsibility for full compatibility.
c At delivery, provide electronic copies of the motor instruction manual, Yes / No: _____
renewal-parts list, certified drawings, connection diagrams, performance
data, and final nameplate data.
d Deliver to City of Ventura, Ventura Water Wastewater Department, 1400 Delivery schedule: __________
Spinnaker Drive, Ventura, CA 93001. Include freight, handling, and all Yes / No: _____
surcharges in the bid price. State order-to-submittal, approval-to-shipment,
and transit times separately.
e Warranty: minimum twelve (12) months after City acceptance. Provide Warranty: __________
written warranty terms and service contact information with the bid. Yes / No: _____
Please review Attachment "C" Current Motor Equipment Specification and Design and
Attachment "D" Existing Motor Pump Curves.
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One (1) New, Unused 125HP Influent Pump Replacement Motor,
Reliance duplicate replacement of ID 6341358-003, or City-approved equivalent
Total with
Spec. Description Make/ Availability Unit Price Qty Subtotal Tax Delivery Tax
No. Model From Date (7.75%) Cost* and Delivery
Of Order (Total)
One (1) New, Unused 125HP Influent
Pump Replacement Motor, Reliance
6341358-
duplicate replacement of ID $ 1 $ $ $ $
003
6341358-003, or City-approved
equivalent
1. Discount for payment of invoice within 30 days of receipt is %.
2. Cooperative Purchase Agreement (see General Provisions paragraph 35). Yes No
3. List three (3) references of similar bids within the past twelve months:
REFERENCES: NAME OF COMPANY ADDRESS CONTACT PHONE
A.
B.
C.
4. This is to certify that I have carefully reviewed the City of Ventura's Instructions to Vendor, City of San Buenaventura General Provisions for Standard Form
Contracts, and attached specifications on INVITATION FOR BID NO. B-130000902 and have clearly indicated in writing any exceptions my firm is making to these
specifications. Therefore, I, the undersigned, hereby agree to both furnish and deliver the bid in this quotation complete as specified, if awarded this bid, within the time
specified and at the price quoted therein and without any additional charges to the City of San Buenaventura.
__________________
COMPANY NAME PHONE NUMBER FAX NUMBER
________________________________________________________________________________________________
COMPLETE MAILING ADDRESS
________________________________________________________________________________________________
EMAIL ADDRESS
___________________
NAME AND TITLE OF AUTHORIZED
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BIDDERS STATEMENT OF PAST CONTRACT DISQUALIFICATIONS
ITB No. B-130000902 One (1) New, Unused 125HP Influent Pump Replacement Motor,
Reliance duplicate replacement of ID 6341358-003, or City-approved equivalent
The bidder is required under Section 14310.5 of the Government Code to state any and all
instances of being disqualified, removed, or otherwise prevented from bidding on, or completing
a federal, state, or local government project due to a violation of a law or safety regulation.
1. Have you ever been disqualified from any government contract?
Yes No
2. If yes, explain the circumstances.
________________________
Signature of Bidder
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EXCEPTIONS AND DEVIATIONS
Bidder shall certify your firm has no exceptions or deviations to the Invitation to Bid, including but
not limited to General Provisions for Standard Form Contracts, Attachment "A": General Services
Agreement, and Exhibit "C" Insurance requirements, or in which you state your exceptions and
deviations. Any exceptions and/or deviations may prohibit the City from entering into an
agreement with your company.
The following contractual terms are non-negotiable:
* Termination
* Indemnification
* Insurance
* Conflict of Interest
* Governing Law
* Assignability of Agreement
1. Bidder takes no exceptions to the City of Ventura's bid documents.
Yes No
2. If no, state exceptions:
________________________
Signature of Bidder
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CITY OF SAN BUENAVENTURA
GENERAL PROVISIONS FOR STANDARD FORM CONTRACTS
Please Read Carefully
These provisions are part of your Bid/Proposal/Quotation and any resultant Contract
Definitions:
A. "Bidder" or "Contractor" is any individual, partnership, or corporation that submits a bid, proposal, or
quotation.
B. "Bid," "Proposal," or "Quotation" shall hereafter be referred to as "Bid."
C. "Assistant Finance Director" shall mean the Assistant Finance Director or designee.
The Bidder agrees that:
A. Bidder has carefully examined the specifications, and all provisions relating to the item(s) to be furnished or
the work to be done;
B. Bidder understands the meaning, intent, and requirements of the items to be furnished or work to be done;
and,
C. Bidder will enter into a written contract and furnish the item(s) or complete the work required in the time
specified, in strict conformity with the specifications of the City of San Buenaventura ("City") for the prices
quoted.
1. Prices:
All prices and notations must be in ink or typewritten. Mistakes may be crossed out and corrections typed or written
in with ink adjacent to the error. The person signing the bid must initial corrections in ink.
Bids shall indicate the unit price extended to show the total price for each item bid. Any difference between the unit
price extended and the total price shown for all items bid shall be resolved in favor of the unit prices.
2. Bidder's Security:
A bid deposit in an amount equal to at least 10% of the bid may be required as a bid security by the City. The bid
security may only be in cash, a cashier's check, a certified check made payable to the City, or a bid bond. If the bid
security is a bond, it shall be executed by an insurer authorized to issue surety bonds in the State of California. The
bid security must be executed by the Bidder and enclosed with the bid in the sealed bid envelope.
3. Faithful Performance Bond:
If required, the Bidder will furnish the City with a surety bond conditioned upon the faithful performance of the
contract. This may take the form of a bond executed by a surety company authorized to do business in the State of
California and approved by the City, an endorsed Certificate of Deposit, or a money order or a certified check drawn
on a solvent bank. The bond shall be in a sum equal to one hundred percent (100%) of the amount of the contract
price. Such bond or deposit shall be forfeited to the City in the event that bidder receiving the contract shall fail or
refuse to fulfill the requirements and all terms and conditions of the contract.
4. Items Offered:
If the item offered has a trade name, brand, and/or catalog number, such shall be stated in the bid. If the Bidder
proposes to furnish an item of a manufacturer or bidder other than that mentioned on the face hereof, Bidder must
specify maker, brand, quality, catalog number, or other trade designation. Unless such is noted on the bid form, it will
be deemed that the item offered is that designated even though the bid may state "or equal."
5. Brand Names:
Whenever reference to a specific brand name is made, it is intended to describe a component that has been determined
to best meet operational, performance, or reliability standards of the City, thereby incorporating these standards by
reference within the specifications. These specifications are not meant to limit the Bidder. They are guidelines to
minimum qualifications. The Bidder shall indicate their compliance or non-compliance for each line of the
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specification. Any deviations from the specifications, or where submitted literature does not fully support the meaning
of the specifications, must be clearly cited in writing by the Bidder.
An equivalent ("or equal") may be offered by the Bidder, subject to evaluation and acceptance by the City. It is the
Bidder's responsibility to provide, at Bidder's expense, samples, test data, or other documentation the City may require
to fully evaluate and determine acceptability of an offered substitute. The City reserves the right to reject a substituted
component that will not meet or exceed City specifications.
6. Samples:
Samples may be required for bid evaluation and testing purposes. Bidders agree to provide samples within forty-eight
(48) hours upon request and at no additional cost to the City.
7. Verification of Quotations:
Prices must be verified prior to bid submittal, as withdrawal or correction may not be permitted after the bid has been
opened.
8. Firm Prices:
Prices on bid shall be firm prices not subject to escalation. In the event the specifications provide for escalation, the
maximum limit shall be shown, or the bid shall not be considered. In the event of a decline in market price below a
price bid, the City shall receive the benefit of such decline.
9. Alternative Bids:
To be responsive, Bidder must submit a bid that meets all specific bid requirements. Once Bidder has proposed a
product which is responsive to the specification, Bidder may include with the bid any additional bids or alternative
products that Bidder believes can meet or exceed the City's requirements and that may offer additional advantages,
benefits, or cost savings. The City reserves the right to evaluate, and accept or reject, such alternatives as though they
were part of the original specifications without advertising for further bids, when in the best interests of the City. Any
awards so made will be based on operational and cost analysis considerations that would result in the optimum
economic advantage to the City.
10. Confidential Information:
Any information deemed confidential or proprietary should be clearly identified by the Bidder as such. It may then
be protected and treated with confidentiality only to the extent permitted by law. Otherwise the information shall be
considered a public record. Information or data submitted with a bid will not be returned.
11. Quality:
Unless otherwise required in the specifications, Bidder shall assume that all goods furnished shall be new and unused.
12. Tropical Hardwoods:
Bidder shall not provide any tropical hardwood items to the City.
13. Modification or Withdrawal of Bids:
Bids may be modified or withdrawn by written notice sent by regular U.S. mail or email and received by the Purchasing
and Contracts Section of the City's Finance & Technology Department prior to the exact hour and date specified for
receipt of bid. A bid may also be withdrawn in person by a bidder, or bidder's authorized representative, prior to the
exact hour and date set for receipt of bids. Telephone withdrawals are not permitted.
14. Late Bids:
Bids received after the exact time and date specified for receipt will not be considered.
15. Mistake in Bid:
(a) If the Bidder discovers a mistake in the bid prior to the hour and date specified for receipt of bid, Bidder may
correct the mistake by modifying or withdrawing the bid in accordance with Section 13 above.
(b) If prior to the issuance of a purchase order or a contract, the apparent low bidder discovers a mistake in the bid of
a serious and significant nature which is unfavorable to Bidder, Bidder may request consideration be given to modify
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