Request for Proposals (RFP): Water Restoration Plant Pump and Motor Rebuild

CITY OF GRANTS PASS, OREGON
Public Works Department
Water Restoration Plant
Request for Proposal (RFP)
Pump and Motor Rebuild Project
Responses Due: August 12, 2026
RFP Pump and Motor Rebuild Project
Attn: Karen Frerk, City Recorder
101 NW A Street
Grants Pass, OR 97526
Contact:
Eric Larsen
541-450-6122
ericlarsen@grantspassoregon.gov
Request for Proposals
WRP Pump and Motor Rebuild
City of Grants Pass Page 1 of 17

TABLE OF CONTENTS
PAGE(S)
I. INTRODUCTION ....................................................................... 3-6
II. SCOPE OF WORK .................................................................... 7-8
III. SELECTION PROCESS ............................................................ 9
IV. LEGAL REQUIREMENTS .......................................................... 10-11
ATTACHMENTS
PROFESSIONAL SERVICES AGREEMENT ..................................... 13-19
COST PROPOSAL FORM ................................................................. 17
Request for Proposals
WRP Pump and Motor Rebuild
City of Grants Pass Page 2 of 17

SECTION 1 - INTRODUCTION
About the City of Grants Pass
The City of Grants Pass is a municipal governmental entity providing a full range of
services, including police and fire protection; land use planning; sewer services; water
services; stormwater services; construction and maintenance of streets, and
infrastructure; recreational activities, and cultural events. Grants Pass is located in the
"Sun Belt" of Southern Oregon astride the banks of the Rogue River, one of America's
premier white-water rivers. Nestled among a series of mountains giving the valley a
scenic backdrop, Grants Pass is situated in Southwestern Oregon on Interstate 5. With a
current estimated population of 39,475, it is the county seat of Josephine County and
serves as the major commercial center for the county population of more than 88,728.
The objective of requesting proposals is for the City to contract with a firm that can offer
services at a cost representing the best value to the City. More information about the City
is available at www.grantspassoregon.gov.
General Information
The City of Grants Pass, Oregon, is requesting proposals to rebuild one (1) immersible
sewage pumps and motors to remanufactured condition.
Pump Darneille, a 10 X 5, model H5K-MH-HEUC4, Wemco Hidrostal centrifugal screw
pump. Serial #S016429
Material: cast iron with high chrome iron liner and stainless-steel impeller.
Conditions: 1460/2400/1050/400 GPM.
Against: 185'/115'/325'/70' TDH.
At: 1750/1750/1750/900 RPM.
CW rotation viewed from the top of the motor. Vertical dry-pit pump support base sole
plate and 10" suction elbow with clean out.
Motor Darneille, an immersible motor, 110 HP, 1780 RPM, HEUC4 frame, explosion
proof enclosure, internal moisture probe, oil bath tandem mechanical seals, 3 phase, 60
HZ, 460V, motor service factor 1.10 with 40' of power and control leads, bearing
temperature sensor and float switch, 120V moisture detector relay. Serial #253602
This unit is located at the City's Darneille Pump Station.
Copies of the Scope of Work and City of Grants Pass Professional Services Agreement
may be obtained on the City of Grants Pass website under 'Bids',
www.grantspassoregon.gov or by calling Susan Morgan at (541) 450-6110.
Quotes are to be submitted on cost proposal form included within the Scope of Work in
an envelope.
Proposer is to include with quote a list of Wemco Hidrostal screw centrifugal pumps, and
or pumps of similar design, rebuilt within the last five (5) years. The list is to include size
of pump, pump application, and pump owner reference contact information. The length of
list is to be enough to demonstrate rebuild expertise.
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There is no guarantee that the City will ultimately enter into an agreement for these
services. All final decisions will be made by the City Council.
Following the selection process, all submissions will become public record. A
minimum of one response from each proposer will be retained.
Submission Requirements
The deadline for submission in response to this RFP is August 12, 2026, before 3:00
pm local time.
Cut out and use the label printed below and affix it to your OUTER bid envelope to
properly identify it as a proposal.
Deliver to: City Recorder Karen Frerk
City of Grants Pass
101 NW A Street
Grants Pass, OR 97526
PROPOSAL - DO NOT OPEN
RFP: PUMP AND MOTOR REBUILD
Due: August 12, 2026, no later than 4:00
pm
The submission should consist of:
* Cost Proposal Form, Attachment B.
The submission shall include one hard copy of your submission. Email and fax copies are
not acceptable
Communications during the RFP Process
The City of Grants Pass reserves the right to reject any and all proposals, waive
formalities, or accept any submittal that appears to serve the best interest of the City of
Grants Pass. Questions regarding this RFP should be directed to Eric Larsen, Water
Restoration Plant Superintendent, at the 541-450-6122 or
ericlarsen@grantspassoregon.gov. Proposers shall address all inquiries, if any, in
writing not later than seven days after the release of the RFP.
If it becomes necessary to revise any part of this RFP or if additional data is necessary
to enable an exact interpretation of provisions of this RFP, revisions will be posted
electronically on the City website at https://www.grantspassoregon.gov/bids.aspx. It is
the responsibility of the Proposer to frequent the City website to obtain and download
addendums and any other applicable information prior to proposal submission.
Additional Information
For information regarding this RFP visit the City's website at
https://www.grantspassoregon.gov/bids.aspx. under the heading "Bids".
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WRP Pump and Motor Rebuild
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RFP Schedule
Schedule Activity
Publication & Posting of Advertisement for
July 30, 2026
Proposals
August 6, 2026 Deadline for Submission of Proposer Inquiries
August 12, 2026, by 3:00 pm Deadline for Submission of Proposals
August 13, 2026 Notice of Intent to Award posted online
August 20, 2026 Contract Award and Notice to Proceed
Changes to the Solicitation by City Addenda
The City of Grants Pass reserves the right to make changes to the RFP by written
addenda posted on the City of Grants Pass website. A prospective proposer may request
a change to the RFP by submitting a written request by email to Eric Larsen at
ericlarsen@grantspassoregon.gov. The request must specify the provision of the RFP in
question and contain an explanation for the requested change. All requests for changes
or additional information must be submitted no later than the date set forth in the RFP
Schedule.
The City of Grants Pass will evaluate any request submitted but reserves the right to
determine whether to accept the requested change. If additional information or
interpretation is necessary; such information will be supplied in the form of an addendum.
Any addenda will have the same binding effect as though contained in the main body of
the RFP. Oral instructions or information concerning the scope of work of the project given
out by City of Grants Pass managers, employees, or agents to the prospective proposers
will not bind the City of Grants Pass.
* All addenda, clarifications, and interpretations will be posted on the City website
at https://www.grantspassoregon.gov/bids.aspx.
* No addenda will be issued later than the date set forth in the RFP Schedule, except
an addendum, if necessary, postponing the date for receipt of proposals,
withdrawing the invitation, modifying elements of the proposal resulting from a
delayed process, or requesting additional information, clarifications, or revisions of
proposals leading to obtaining best offers or best and final offers.
* Each proposer must ascertain, prior to submitting a proposal response, that the
proposer has received all addenda issued, and receipt of each addendum must
be acknowledged in the appropriate location on each addendum and included
with the proposal submittal.
Withdrawal of Proposal
Proposals may be withdrawn upon written request from the Proposer at the address
shown in the solicitation prior to the date and time specified for submission of
Proposals. Negligence on the part of the Proposer in preparing the proposal confers no
right of withdrawal after the date and time specified for submission of proposals.
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Late Submissions
Proposals, amendments thereto, and/or requests for withdrawal of proposals will not be
considered after the date and time specified for submission of proposals. Late
Proposals will be returned unopened if the proposer's return address is shown.
Acceptance
Unless otherwise specified by the City of Grants Pass, all formal proposals submitted
shall be binding for City of Grants Pass acceptance for ninety (90) days from the date of
the proposal opening.
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WRP Pump and Motor Rebuild
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SECTION 2 - SCOPE OF WORK
Scope of Services
Rebuild vertical immersible pump and motor. Provide start-up assistance, vibration,
frequency, performance testing, and ensure the units are working correctly. Warranty the
pump for a period of One (1) year from date of start-up.
City of Grants Pass staff will remove the unit and ship it to the contractor's facility at the
City's cost. Contractor will ship completed units back to the WRP at the contractor's cost.
WRP staff will unload the unit from the contractor's truck and reinstall it prior to contractor
coming to the site for start-up assistance.
Contractor will be responsible for rebuilding the pump/motor to "remanufactured"1
condition. The work will include, but is not limited to, replacing O-rings, bearings, both
mechanical seals, testing of the conductivity probe, motor float switch, thrust bearing
temperature switch, motor winding temperature switch (Klixon(R) type), dip and bake
motor, rewind if needed, and re-balance rotor. Additional work that may be required may
include replacing impeller, replacing impeller liner, pump shafts, and other parts. The
WRP has a volute liner and impeller in stock for the pump. In the event these items
are unserviceable and in need of replacement, these will be used before contractor
orders additional replacements. The WRP will ship, at the City's cost, these items
to the contractor. Any additional work or parts will be confirmed with WRP staff before
ordering or installation.
Additional parts pricing shall be listed on the attached Proposal Form. All components
that are to be reused shall be free of any residual contamination. Additionally, all replaced
parts must be returned to the WRP for disposal.
The pump will be available to the Contractor for inspection prior to proposing and eventual
shipping if the Contractor desires. This will be at the WRP staff's convenience and the
Contractors expense.
After rebuilding the pump and motor, Contractor is responsible for the cost of shipping
back to the treatment plant (WRP) the completed unit and replaced parts. The contractor
will be responsible for being present during startup, performing vibration and
frequency testing/balancing to ensure the pump operates at 2 mils peak-to-peak
displacement as measured at the top and bottom of the motor and ensuring that the pump
and motor perform within their rated parameters. We understand that some pumps have
a frequency resonance range, and this vibration standard shall not apply in those zones.
Unit shall be painted completely with quality, industrial enamel paint. Color should match
the existing color. Motor bearing oil will be Chevron Rando HD10, Shell Pella A, Gulf
Mineral Seal Oil 896, or Mobil Velocite #6. We request that all control cables be labelled
in accordance with our standard, unless labelling pre-exists. See example below:
1 The unit is completely disassembled. All components are cleaned and inspected. Bearing locations are checked to
specification. Electrical testing shall include but not be limited to: hipot (megger) and surge comparison test. Parts
that are not within manufacturer's specifications and cannot be repaired are replaced with new. Parts that can be used
again are to be refurbished to meet manufacturer's specifications. All "wear" components (bearings, seals, and O-
rings) are replaced with new. Unit should function as well or very close to new.
Request for Proposals
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FS - float switch
WS - water sensor
B - bearing temperature sensor
C - common
P1-P2 - motor Klixons
Label the ground
Work shall be completed within Forty-Five calendar days after Notice to Proceed, subject
to parts availability.
Quotes are to be submitted on the attached Cost Proposal Form as stated on page 1.
No faxed proposals will be accepted.
A sample Professional Services Agreement is attached for reference.
Responsibilities
Responsibility of Consultant - It is understood and agreed that the services the consultant
will be required to perform under this contract must be rendered directly by or under close
personal supervision by the consultant and that the work will be faithfully performed with
care and diligence. The consultant will return all calls or other communications from the
City within a reasonable time. If it is not possible for the called or contacted party to
respond, the consultant will plan for a designated member of the consultant to respond to
the contact.
Responsibility of the City - The Water Restoration Plant Superintendent will provide the
consultant with a list of designated City employees who are authorized to contact the
consultant. The City will also provide a point of contact for all service and billing issues.
Joint Responsibility - If additional services, supplemental to those included herein, are
required, both the City and the consultant have the responsibility to identify those
services, include them as an amendment to the contract, and determine fair
compensation for the additional services.
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WRP Pump and Motor Rebuild
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SECTION 3 - SELECTION PROCESS
The proposal will be evaluated by a selection team and ranked based on cost.
False or Misleading Statements
If in the opinion of the City, any RFP contains false or misleading statements or references
which do not support a function, attribute, capability, or condition as contended by the
firm(s), it shall be rejected.
Clarification of the Proposal
The City reserves the right to obtain clarification necessary to properly evaluate a
particular proposal. Failure of the firm to respond to such a request for additional
information or clarification may result in the rejection of the proposal.
Addenda
Addenda shall be posted on the City's website.
Cancellation of Solicitation
The City reserves the right to cancel this solicitation at any time during the RFP process
if the City deems it is in the best interest of the public to do so.
Selection
The City's selection team will review, evaluate, and rank all responses to this RFP. Notice
of the final ranking will be provided to all proposers and posted on the City's website. An
aggrieved proposer may protest their final ranking within the seven-day period after the
notice is posted on the City's website. An aggrieved proposer is a proposer who is
adversely affected and has a right to protest an RFP selection. In order to be adversely
affected, the aggrieved proposer must claim itself as the highest-ranked proposer
because all other highest-ranked proposers failed to meet the requirements of the RFP.
Protests received after the seven-day period will not be considered.
Award Process
Notice of recommended award will be posted on the City's website. There is no guarantee
that the City will ultimately enter into an agreement for these services. All final decisions
will be made by the City Council.
RFP Enclosure
The following is included for review and use:
* City of Grants Pass Master or Professional Services Agreement Example
* Cost Proposal Form
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SECTION 4 - LEGAL REQUIREMENTS
This RFP and the selection process shall in no way be deemed to create a binding
contract or agreement of any kind between the City and any candidate. All legal rights
and obligations between the successful candidate, if any, and the City will come into
existence only when an agreement is fully executed by the parties, and the legal rights
and obligations of each party shall at that time be only those rights and obligations
which are set forth in the agreement and any other documents specifically referred to in
that agreement and executed by the parties.
Applicants are cautioned not to make any assumptions as to the implied meaning or
intent of any part of the RFP. Applicants should request clarification if needed. Every
request for information on or clarification of the RFP must be submitted to Eric Larsen in
writing at least seven days prior to the date set for the deadline for proposals.
City Reservation
The City of Grants Pass reserves the right to waive irregularities or discrepancies in a
proposal if the City determines that the waiver is in the best interest of the City.
Protest
Any prospective consultant who contends that the provisions of the RFP or any aspect
of the procurement process will encourage favoritism in the award of the contract, or
substantially diminish competition, must file a written protest to the RFP at least seven
calendars following the date set for the opening of proposals. Failure to file a protest
will be deemed a waiver of any claim by a Proposer that the procurement process
violates any provision of ORS Chapter 279, the City of Grants Pass Local Contract
Review Board Rules, or the City's procedures for screening and selection of persons to
perform personal services.
Contract
The consultant selected by the City will be expected to enter into a written contract with
the City of Grants Pass. Unconditional refusal to accept the contract provisions
proposed by the City without offering acceptable alternatives may result in
disqualification of the proposer or a less favorable evaluation of its proposal.
Ownership of Documents
Final original documents prepared for this project shall be deemed to be owned by the
City of Grants Pass and shall be delivered to the City at the project close-out.
Additional Terms
The City reserves the right to waive irregularities or deficiencies in a proposal if
the city determines that waiver is in the best interest of the City.
The City may request supplemental written information from a proposer
concerning the proposer's ability to perform services. If a proposer fails to
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