Pump Repair and Maintenance Services
| Location: | Iowa |
|---|---|
| Posted: | Aug 6, 2026 |
| Due: | Sep 4, 2026 |
| Agency: | State Government of Iowa |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | 005-RFB-2970-2027 |
| Publication URL: | To access bid details, please log in. |
Bid Information
Bid Number
005-RFB-2970-2027
Solicitation
Pump Repair and Maintenance Services
Solicitation Type
Request for Bids
County
Description
Description
The State of Iowa is seeking bidders to provide pump repair and maintenance services to the Capitol Complex and State facilities in the Des Moines metro area.Â
Agency Information
Number
005
Name
Administrative Services, Dept
Address 1
1305 E Walnut ST
Address 2
City/State/Zip
Des Moines, IA 50319
Contact Information
Contact Name
Michael Bradbury
Contact Title
Purchasing Agent
Contact Email
Contact Phone Number
(515) 823-9327
Contact Phone Extension
Contact Other Number
Contact Fax Number
Valid Dates
From
8/6/2026 8:00:00 AM
Until
9/4/2026 2:00:00 PM
Documents/Attachments
Attachment Preview
005-RFB-2970-2027 – Pump Maintenance and Repair Services
005-RFB-2970-2026 – Pump Maintenance and Repair Services
SECTION 1 - INTRODUCTION
1.1 Background Information
This RFB is designed to provide Bidders with the information necessary for the preparation of
competitive Bids. The RFB process is for the Lead Agency’s and Participating Agencies’ benefit and
is intended to provide the Lead Agency with competitive information to assist in the selection
process. It is not intended to be comprehensive. Each Bidder is responsible for determining all
factors necessary for submission of a comprehensive Bid.
The State of Iowa is seeking bidders to provide pump repair and maintenance services to the
Capitol Complex and State facilities in the Des Moines metro area.
The goal is to maintain a pump service program to maintain peak operating efficiencies and
minimize maintenance and equipment replacement. Services for pumps may include, but not
limited to, centrifugal, vertical turbine, submersible, and rotary pumps used in water/wastewater,
HVAC, and utility operations. Work includes emergency repair, scheduled preventive
maintenance (PM), corrective repair, parts replacement, complete pump replacement, testing,
commissioning, and documentation.
The resulting contract(s) is an Indefinite Delivery/Indefinite Quantity (IDIQ) contract for pump
repair and maintenance services. The Bidder shall furnish labor, materials, equipment,
supervision, and incidentals for task orders issued under this Agreement. Individual task orders
will define specific work locations, drawings (if any), quantities, schedules, and deliverables.
1.2 Contract Term
The term of the contract will begin October 1, 2026, and end on September 30, 2027.
The Agency shall have the sole option to renew the contract upon the same or more favorable
terms and conditions for up to five (5) annual extensions.
1.3 Bid Closing Date
Bids must be received no later than 2:00pm CT, Friday, Sept 4th, 2026. Late bids will not be
considered. Bids shall be submitted on IMPACS Electronic Procurement System.
1.4 Questions and Requests for Clarification
Bidders are invited to submit written questions and requests for clarifications regarding the RFB.
The questions and requests for clarification must be received by the Issuing Officer by date
Monday, August 24th, 2026, time 2:00 pm (CT). Oral questions will not be permitted. If the
questions and requests for clarifications pertain to a specific section of the RFB, the page and
section number(s) must be referenced. Written responses to questions and requests for
clarifications will be issued in the form of an addendum and sent to Bidders who received RFBs.
1.5 Site Visit – There will be no site visit associated with this solicitation.
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005-RFB-2970-2027 – Pump Maintenance and Repair Services
SECTION 2 – SPECIFICATIONS
All items listed in this Section are Bid Specifications. A successful Bidder must be able to satisfy all these
specifications to be deemed a Responsible Bidder.
2.1 Bidder Requirements
2.1.1
All labor, parts, and materials shall comply with the American Society for Testing and
Materials (ASTM), the American National Standards Institute (ANSI), the State of Iowa’s
Building and Fire Codes, NFPA codes and standards, and all applicable Iowa Code including
State Mechanical Code Chapter 61, and State Plumbing Code Chapter 25.
2.1.2 All work performed by the Bidder on State property must comply with the current Iowa
Occupational Safety and Health Standards. Bidders are required to inform the Issuing
Officer of all OSHA violations on State property during the term of the contract.
2.1.3 Manufacturer-authorized service provider for major pump brands or documented
equivalent experience.
2.1.4 The State of Iowa shall be indemnified and held harmless from any claims or liability
arising from any violation(s). Bidder will be required to obtain and maintain all required
permits.
2.1.5 Bidder must possess sufficient resources and be capable of handling more than one State
job at a time. Bidder must have all the necessary personnel and equipment to safely work
on systems and have the required certifications and licenses.
2.1.6 The Bidder will have to report to work site with all tools and equipment required for the
work to be performed.
2.1.7 The Department of Administrative Services reserves the right, without protest, to reject
any worker that in the estimation of the State is not qualified or performing in an
acceptable manner and/or is unable to obtain security clearance.
2.2 Response Times
The Bidder must respond to routine and emergency service requests. Emergency Service call work
shall be completed /scheduled as the Facility Manager or designee deems as necessary.
2.2.1 Coverage
Bidders must provide 24/7/365 coverage to ensure service availability outside of standard
business hours and during holidays.
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005-RFB-2970-2027 – Pump Maintenance and Repair Services
2.2.1.1 Routine Service Request
Bidder must respond and schedule work within 24 hours of Agency request.
2.2.1.2 Emergency Service Request
Emergency Response - 24/7 dispatch in the event of failures.
Emergency Service call work shall be completed/scheduled as the Facility
Manager or designee deems as necessary.
State Facility - Technicians must arrive at State Agency facility within four (4)
hours plus travel time from the point of origin to point of service after notification
of an emergency call.
Capitol Complex - Technicians must arrive at Capitol Complex locations within
two (2) hours plus travel time from the point of origin to point of service after
notification of an emergency call.
SECTION 3 – SCOPE OF WORK
3.1 Service Request
Bidder must provide preventive maintenance, corrective repairs, testing, and emergency
response for facility pumps to ensure reliable operation, extend life, and meet performance
requirements. Services shall include, but are not limited to, the following:
3.1.1 Preventive Maintenance (PM) - scheduled inspections, lubrication, coupling checks,
alignment, belt/shaft checks, seal/packing checks, electrical terminations, and
performance verification per manufacturer and industry standards.
3.1.2 Corrective Repair - diagnosis, disassembly/reassembly, shaft/impeller repair or
replacement, mechanical seal replacement, bearing replacement, motor repair or
coordination with motor vendor, piping/valve repairs as needed.
3.1.3 Performance Testing - pump curve verification, flow/pressure checks, vibration analysis,
motor amp/load testing after repairs or PM.
3.1.4 Spare Parts Management - provide on-site critical spares or coordinate procurement
with Owner approval.
3.1.5 Commissioning/Startup - post-repair testing and functional startup.
3.1.6 Documentation - provide work orders, test reports, parts used, photographs, root-cause
analysis for failures, and PM records entered into Owner’s CMMS (or supplied log).
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005-RFB-2970-2027 – Pump Maintenance and Repair Services
3.2 Repairs
3.2.1 All repairs to use OEM parts or agency-approved equivalent. Provide part numbers and
data sheets.
3.2.2 For in-shop rebuilds provide teardown report, parts replaced, balancing report, and
warranty on workmanship.
3.2.3 For full replacements: provide submittals (manufacturer data, shop drawings,
performance curve), lead time, and installation plan including civil/electrical work.
3.2.4 Bidder to coordinate shutdowns, provide bypass or temporary pumping if required, and
restore site to equal or better condition.
3.3 Installation
Installation of any equipment shall be the Respondent’s responsibility and expense, as shall the
removal of such equipment upon completion of the contract or cancellation of the contract. The
Bidder shall be responsible for all Bidder-owned equipment. The risk of loss and/or damage to
Bidder-owned equipment shall be always assumed by the Bidder pertinent to the contract.
3.4 Maintenance and Support Services
Upon request, Bidder shall provide preventative maintenance, maintenance, calibration, and
inspection of.
• Critical pumps
• Secondary pumps
• Non-critical/reserve
3.5 Deliverables
Upon request, Bidder shall provide the following:
3.5.1 Completed inspection checklist per unit.
3.5.2 Measured data: static/dynamic pressure, flow, RPM, motor amps/voltage, vibration
(mm/s or ips), temperature.
3.5.3 Recommended actions and estimated costs for deficiencies.
3.5.4 Documentation with labor hours, parts used (OEM part numbers), and before/after
photos.
3.6 Testing and Acceptance
3.6.1 Bidder to provide post-repair/replacement acceptance testing to include flow/pressure
to verify against contract curve, motor amp draw within manufacturer spec, shaft
alignment (laser-alignment report), vibration spectrum, and seal leakage check.
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005-RFB-2970-2027 – Pump Maintenance and Repair Services
3.6.2 Bidder to provide stamped test certificates and signed acceptance form from Agency
representative.
3.7 Training
Bidder shall provide any training necessary for State staff as operators of the equipment.
3.8 Materials
The Bidder shall have sufficient inventory of materials to meet usual and customary commercial
contract. State Agencies reserve the right to furnish materials required in the completion of work
under this contract.
3.9 Lockout/Tagout Policy
All work performed by Bidders shall be in compliance with the Lockout/Tagout Policy. This policy
includes but is not limited to tagging, labeling, and identification of designated breakers, outlets,
or other power sources before and after completion of assigned work.
3.10 Confined Space Policy
All work performed by Bidders shall be in compliance with the Confined Space Policy.
3.11 Warranty
Bidders shall warranty all work performed under this contract award for a period of one (1) year
from service. If during that one (1) year period of warranty, any part installed under the contract
fails or does not function properly due to any fault in material or workmanship, the Bidder shall,
under notice from the Agency representative, promptly proceed to repair or replace the faulty
item without the Agency incurring any additional expense. If the Bidder fails to repair or replace
the faulty item within a reasonable time after notice, the Agency may hire another vendor to
repair or replace the faulty item and charge the cost to the Bidder.
3.12 Work Rules
3.12.1 Facility Rules
State facilities have specific security and safety policies and procedures established which
must be adhered to at all times, according to their instructions. Bidder’s personnel shall
provide to the facilities designated contact(s) the following information in advance of
being admitted in site: name, date of birth, social security number, driver’s license
number (background checks may be required), location and description of work to be
performed.
3.12.2 Site Conditions
All work must be performed in a safe manner. The Bidder shall at its sole expense
immediately correct any dangerous condition caused by or because of the Bidder's work.
The Bidder shall be held solely responsible for any damage to existing structures, grounds,
systems, equipment, or parts, caused by Bidder’s employees and shall repair or replace
same to its original condition at no additional cost to the using State Agency. If any
shutdown of services is required, the Bidder must contact the using Agency prior to shut
5|Page
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* Disclaimer: Information regarding bids, requests for proposals (RFPs), or requests for qualifications (RFQs) is provided on this website only for convenience and does not constitute official public notice. Persons wishing to respond to or inquire about bids, RFPs, or RFQs should contact the appropriate government department.