Water Pump Station Replacement Parts

Water Resources
Request for Quotation: 320-090326FD
Water Pump Station Replacement Parts
Date of Issue: March 12, 2026
Quote Opening Date: March 26, 2026
at 2:00 PM ET
Direct all inquiries concerning this RFQ to:
Fantashia Dickens, Purchasing Associate III
Email: Fantashia.dickens@rockymountnc.gov
Phone: 252-972-1352

REQUEST for Quote # 320-090326FD
______________________________________________________
For purchasing division processing, please provide your company's Federal Employer Identification
Number or alternate identification number (e.g. Social Security Number). Pursuant to North Carolina
General Statute 132-1.10(b) this identification number shall not be released to the public. This page will
be removed and shredded, or otherwise kept confidential, before the procurement file is made
available for public inspection.
This page is to be filled out and returned with your quote.
Failure to do so may subject your quote to rejection.
ID Number:
______________________________________________________
Federal ID Number or Social Security Number
______________________________________________________
Vendor Name
"All quoteders are hereby notified that they must have the
proper license as required under the North Carolina laws. All
prospective contractors shall be responsible for complying
with state law and local ordinances."

CITY OF ROCKY MOUNT
Water Resources
Refer ALL Inquiries regarding this RFQ to: REQUEST for Quote # 320-090326FD
Fantashia Dickens Quotes will be due: 03/26/2026 2:00 PM
Purchasing Associate III
Contract Type: Purchase/Goods
EXECUTION
In compliance with this REQUEST for Quote (RFQ), and subject to all the conditions herein, the undersigned Vendor offers and
agrees to furnish and deliver any or all items upon which prices are quote, at the prices set opposite each item within the time
specified herein. By executing this quote, the undersigned Vendor certifies that this quote is submitted competitively and without
collusion (G.S. 143-54), that none of its officers, directors, or owners of an unincorporated business entity has been convicted of
any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S.
143-59.2), and that it is not an ineligible Vendor as set forth in G.S. 143-59.1. False certification is a Class I felony. Furthermore,
by executing this quote, the undersigned certifies to the best of Vendor's knowledge and belief, that it and its principals are not
presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by
any Federal or State department or the City. As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of
its sub-Contractors for any Contract awarded as a result of this RFQ, complies with the requirements of Article 2 of Chapter 64 of
the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify
the work authorization of its employees through the federal E-Verify system. G.S. 133-32 and Executive Order 24 (2009) prohibit
the offer to, or acceptance by, any City Employee associated with the preparing plans, specifications, estimates for public Contract;
or awarding or administering public Contracts; or inspecting or supervising delivery of the public Contract of any gift from anyone
with a Contract with the City, or from any person seeking to do business with the City. By execution of this response to the RFQ,
the undersigned certifies, for your entire organization and its employees or agents, that you are not aware that any such gift has
been offered, accepted, or promised by any employees of your organization.
Failure to execute/sign quote prior to submittal shall render quote invalid and it WILL BE REJECTED. Late
quotes cannot be accepted.
COMPLETE/FORMAL NAME OF VENDOR:
STREET ADDRESS: P.O. BOX: ZIP:
CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO:
PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #12):
PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR: FAX NUMBER:
VENDOR'S AUTHORIZED SIGNATURE*: DATE: EMAIL:
Offer valid for at least 60 days from date of quote opening, unless otherwise stated here: ______ days.
ACCEPTANCE OF QUOTE
If any or all parts of this quote are accepted by the City of Rocky Mount, an authorized representative of the City of Rocky Mount
Purchasing Office shall affix his/her signature hereto and this document and all provisions of this REQUEST for Quote along
with the Vendor quote response and the written results of any negotiations shall then constitute the written agreement between
the parties. A copy of this acceptance will be forwarded to the successful Vendor(s).

Quote Number: 320-090326FD Vendor: __________________________________________
Contents
1.0 PURPOSE AND BACKGROUND ............................................................................................. 4
2.0 GENERAL INFORMATION ....................................................................................................... 4
2.1 REQUEST FOR QUOTE DOCUMENT .................................................................................... 4
2.2 NOTICE TO VENDORS REGARDING RFQ TERMS AND CONDITIONS ............................... 4
2.3 RFQ SCHEDULE ..................................................................................................................... 4
2.4 QUOTE QUESTIONS .............................................................................................................. 5
2.5 EMAILING OR MAILING INSTRUCTIONS .............................................................................. 5
2.6 AUTHORIZED SIGNATURE REQUIREMENT ......................................................................... 6
2.7 QUOTE CONTENTS ................................................................................................................ 6
2.8 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS ............................................................ 6
3.0 METHOD OF AWARD AND QUOTE EVALUATION PROCESS .............................................. 7
3.1 METHOD OF AWARD ............................................................................................................. 7
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION......... 7
3.3 INTERPRETATION OF TERMS AND PHRASES .................................................................... 7
4.0 REQUIREMENTS ..................................................................................................................... 8
4.1 CONTRACT TERMS ............................................................................................................... 8
4.2 PRICING ..................................................................................................................................... 8
4.3 INVOICES ................................................................................................................................ 8
4.4 MINORITY BUSINESS PARTICIPATION ................................................................................ 9
4.5 VENDOR'S REPRESENTATIONS ........................................................................................ 10
5.0 SCOPE OF WORK ................................................................................................................. 10
5.1 GENERAL SPECIFICATIONS ............................................................................................... 10
5.2 ACCEPTANCE OF WORK .................................................................................................... 11
6.0 CONTRACT ADMINISTRATION............................................................................................. 11
6.1 DISPUTE RESOLUTION ....................................................................................................... 11
6.2 CONTRACT CHANGES ........................................................................................................ 11
6.3 CITY'S RIGHTS AND OPTIONS ........................................................................................... 11
ATTACHMENT A: PRICING ............................................................................................................. 12
ATTACHMENT B: ACCEPTANCE OF GENERAL TERMS & CONDITIONS ..................................... 14
ATTACHMENT C: SUPPLEMENTAL VENDOR INFORMATION ...................................................... 14
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RFQ Number: 320-090326FD Vendor: __________________________________________
1.0 PURPOSE AND BACKGROUND
The purpose of this Request for Quotation (RFQ) is to obtain pricing from qualified vendors for the purchase of
replacement pump parts and components for the City of Rocky Mount Wastewater Treatment Plant.
The City's Wastewater Treatment Division operates and maintains multiple pump systems that are critical to the
reliable collection, conveyance, and treatment of wastewater. Routine maintenance and timely replacement of worn or
damaged components are necessary to ensure the continued performance, efficiency, and reliability of these systems.
The parts requested under this RFQ include various impellers, wear plates, seals, bearings, gaskets, flappers, and
other associated components compatible with existing pump equipment currently in operation at the treatment facility.
These components are required to support ongoing maintenance activities and to minimize system downtime.
This informal RFQ seeks competitive pricing for the items listed in the attached specifications or pricing sheet. The
selected vendor will provide the specified parts or approved equivalents meeting the operational requirements of the
City's Wastewater Treatment Division.
2.0 GENERAL INFORMATION
2.1 REQUEST FOR QUOTE DOCUMENT
The RFQ is comprised of the base RFQ document, any attachments, and any addenda released before the Contract
award. All attachments and addenda released for this RFQ in advance of any Contract award are incorporated herein
by reference.
2.2 NOTICE TO VENDORS REGARDING RFQ TERMS AND CONDITIONS
It shall be the Vendor's responsibility to read the Instructions, the City's terms and conditions, all relevant exhibits and
attachments, and any other components made a part of this RFQ and comply with all requirements and specifications
herein. Vendors are also responsible for obtaining and complying with all Addenda and other changes that may be
issued in connection with this RFQ.
If Vendors have questions, issues, or exceptions regarding any term, condition, or other component within this RFQ,
those must be submitted as questions in accordance with the instructions in Section 2.5 QUOTE QUESTIONS. If the
City determines that any changes will be made as a result of the questions asked, then such decisions will be
communicated in the form of an RFQ addendum. The City may also elect to leave open the possibility for later
negotiation and amendment of specific provisions of the Contract that have been addressed during the question-and-
answer period. Other than through this process, the City rejects and will not be required to evaluate or consider any
additional or modified terms and conditions submitted with the Vendor's quote. This applies to any language appearing
in or attached to the document as part of the Vendor's quote that purports to vary any terms and conditions or Vendor's
instructions herein or to render the quote non-binding or subject to further negotiation. Vendor's quote shall constitute
a firm offer. By execution and delivery of this RFQ Response, the Vendor agrees that any additional or modified
terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect and will be
disregarded. Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient
grounds to reject Vendor's quote as nonresponsive.
Contact anyone working for or with the City regarding this RFQ other than the City Contract Specialist named on the
face page of this RFQ in the manner specified by this RFQ shall constitute grounds for rejection of said Vendor's offer,
at the City's election.
2.3 RFQ SCHEDULE
The table below shows the intended schedule for this RFQ. The City will make every effort to adhere to this schedule.
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RFQ Number: 320-090326FD Vendor: __________________________________________
Event Responsibility Date and Time
Issue RFQ City Wednesday, March 12, 2026
Submit Written Questions Vendor Wednesday, March 18, 2026, at 2:00 PM
Provide Response to Questions City Friday, March 20, 2026
Submit Quotes Vendor Thursday, March 26, 2026 before 2:00 PM
2.4 QUOTE QUESTIONS
Purpose: Upon review of the RFQ documents, Vendors may have questions to clarify or interpret the RFQ to submit the
best quote possible. To accommodate the Quote Questions process, Vendors shall submit any such questions by the
above due date.
Instructions: Written questions shall be emailed to fantashia.dickens@rockymountnc.gov by the date and time
specified above. Vendors should enter "RFQ # 320-090326FD: Questions" as the subject for the email. Question
submittals should include a reference to the applicable RFQ section and be submitted in a format shown below:
Reference Vendor Question
RFQ Section, Page Number Vendor question ...?
Questions received prior to the submission deadline, along with the City's responses and any additional terms deemed
necessary by the City, will be posted in the form of an addendum on the City of Rocky Mount Purchasing webpage
https://www.rockymountnc.gov/Quotes.aspx, and/or the North Carolina Electronic Vendor Portal (eVP),
https://evp.nc.gov/solicitations/, and shall become an Addendum to this RFQ. No information, instruction, or advice
provided orally or informally by any City personnel, whether made in response to a question or otherwise in connection
with this RFQ, shall be considered authoritative or binding. Vendors shall rely only on written material contained in an
Addendum to this RFQ.
2.5 EMAILING OR MAILING INSTRUCTIONS
Instructions: Quotes, subject to the conditions made a part hereof and the receipt requirements described below, shall
be received at the address indicated in the table below, for furnishing and delivering those items as described herein.
MAILING ADDRESS FOR DELIVERY OF QUOTE VIA OFFICE ADDRESS FOR DELIVERY BY ANY OTHER
U.S. POSTAL SERVICE MEANS, SPECIAL DELIVERY, OVERNIGHT DELIVERY,
OR BY ANY OTHER CARRIER
QUOTE NUMBER: 320-090326FD QUOTE NUMBER: 320-090326FD
Attn: Fantashia Dickens, Purchasing Associate III Attn: Fantashia Dickens, Purchasing Associate III
Address: PO BOX 1180 Address: 331 S. Franklin Street
Rocky Mount, NC 27802 Rocky Mount, NC 27804
Vendors shall deliver either one (1) signed electronic emailed copy to fantashia.dickens@rockymountnc.gov or one
(1) signed original executed quote to the address identified in the table in this Section. Address the package and insert
the quote number as shown in the table above.
Quote number shall be marked on the outside of the sealed envelope with the Vendor's name and date and time of
opening.
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RFQ Number: 320-090326FD Vendor: __________________________________________
IMPORTANT NOTE: It is the responsibility of the Vendor to have the signed quote physically in this Office by the specified
time and date quotes are due, regardless of the method of delivery. This is an absolute requirement. The time of
delivery will be marked on each quote when received, and any quote received after the submission deadline will not be
accepted or evaluated.
All risk of late arrival due to unanticipated delay-whether delivered by hand, U.S. Postal Service, courier, or other
delivery service or method-is entirely on the Vendor. Note that the U.S. Postal Service generally does not deliver mail
to the street address above, but to the City's Mail Service Center. Vendors are cautioned that quotes sent via U.S. Mail,
including Express Mail, may not be delivered to the purchasing office on the due date in time to meet the quote deadline.
All Vendors are urged to take the possibility of delay into account when submitting a quote.
If the quote is hand-delivered, please note that the Frederick E. Turnage Municipal Building requires all visitors to sign
in with the guard stationed on the first floor. Visitors will only have access through the building, accompanied by a city
employee.
This RFQ does not require a public opening of quotes.
2.6 AUTHORIZED SIGNATURE REQUIREMENT
All quotes, bids, or other offers must be signed by an individual authorized to bind the firm contractually. The City reserves
the right to request documentation showing evidence of signatory authority (e.g., corporate resolution, operating
agreement, power of attorney, or other verification). Failure to provide such documentation upon request may result in
disqualification of the offer or rejection of the executed contract.
2.7 QUOTE CONTENTS
Vendors shall populate all attachments of this RFQ that require the Vendor to provide information and include an
authorized signature where requested. Vendor RFQ responses shall include the following items, and those attachments
should be arranged in the following order:
a) Cover Letter
b) Title Page: Include the company name, address, phone number, and authorized representative along with the Quote
Number.
c) Completed and signed version of EXECUTION PAGES, along with the body of the RFQ and signed receipt pages
of any addenda released in conjunction with this RFQ (if required to be returned).
d) Completed version of ATTACHMENT A: PRICING
e) ATTACHMENT B: ACCEPTANCE OF GENERAL TERMS AND CONDITIONS
f) Completed and signed version of ATTACHMENT C: SUPPLEMENTAL VENDOR INFORMATION
2.8 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS
a) BUYER: The employee of the City or Other Eligible Entity that places an order with the Vendor.
b) CONTRACT LEAD: Representative of the City of Rocky Mount Purchasing Office who corresponds with potential
Vendors to identify and contract with that Vendor providing the greatest benefit to the City, and who will administer
this contract for the City.
c) QUALIFIED QUOTE: A responsive quote submitted by a responsible Vendor.
d) RFQ: REQUEST for Quote
e) SERVICES or SERVICE DELIVERABLES: The tasks and duties undertaken by the Vendor to fulfill the requirements
and specifications of this solicitation.
f) VENDOR: Supplier, bidder, proposer, company, firm, corporation, partnership, individual or other entity submitting
a response to an REQUEST for Quote.
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RFQ Number: 320-090326FD Vendor: __________________________________________
3.0 METHOD OF AWARD AND QUOTE EVALUATION PROCESS
3.1 METHOD OF AWARD
Pursuant to North Carolina General Statutes Section 143-131, "award shall be made to the lowest responsible,
responsive quote or vendors, taking into consideration quality, performance, and the time specified in the quotes for
the performance of the contract."
While the intent of this RFQ is to award a Contract to single Vendor, the City reserve the right to not award one or more
line items or to cancel this RFQ in its entirety without awarding a Contract, if it is considered to be most advantageous
to the City to do so.
The City reserves the right to waive any minor informality or technicality in quotes received.
Local Preference Policy. The only exception to the lowest responsive, responsible vendor method of award will be
the local preference policy. The preference will allow an Eligible Local Vendor to match the price and terms of the
lowest responsible, responsive vendor who is a Non-Local Vendors, if the Eligible Local Vendor's price is within five
percent (5%) or $25,000, whichever is less, of the lowest responsible, responsive Non-Local Vendor's price. An eligible
local vendor is one that is current on property taxes in the City of Rocky Mount and meets the qualifications set forth in
the policy. An application can be found at https://www.rockymountnc.gov/DocumentCenter/View/578/Local-
Preference-Policy-PDF
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION
During the evaluation period-from the date quotes are opened through the date the contract is awarded-each Vendor
submitting a quote (including its representatives, sub-contractors and/or suppliers) is prohibited from having any
communications with any person inside or outside the using department, issuing department, other government
department office, or body (including the purchaser named above, department secretary, department head, members of
the general assembly and/or governor's office), or private entity, if the communication refers to the content of Vendor's
quote or qualifications, the contents of another Vendor's quote, another Vendor's qualifications or ability to perform the
contract, and/or the transmittal of any other communication of information that could be reasonably considered to have
the effect of directly or indirectly influencing the evaluation of quotes and/or the award of the contract. A Vendor not in
compliance with this provision shall be disqualified from contract award, unless it is determined in the City's discretion
that the communication was harmless, that it was made without intent to influence, and that the best interest of the City
would not be served by the disqualification. A Vendor's quote may be disqualified if its sub-contractor and supplier
engage in any of the foregoing communications during the time that the procurement is active (i.e., the issuance date of
the procurement to the date of contract award). Only those discussions, communications, or transmittals of information
authorized or initiated by the issuing department for this RFQ or general inquiries directed to the purchaser regarding
requirements of the RFQ (prior to quote submission) or the status of the contract award (after submission) are excepted
from this provision.
3.3 INTERPRETATION OF TERMS AND PHRASES
This REQUEST for Quote serves two functions: (1) to advise potential Vendors of the parameters of the solution being
sought by the Department; and (2) to provide (together with other specified documents) the terms of the Contract
resulting from this procurement. As such, all terms in the REQUEST for Quote shall be enforceable as contract terms
in accordance with the General Contract Terms and Conditions. The use of phrases such as "shall," "must," and
"requirements" are intended to create enforceable contract conditions. In determining whether quotes should be
evaluated or rejected, the Department will take into consideration the degree to which Vendors have proposed or failed
to propose solutions that will satisfy the Department's needs as described in the REQUEST for Quote. Except as
specifically stated in the REQUEST for Quote, no one requirement shall automatically disqualify a Vendor from
consideration. However, failure to comply with any single requirement may result in the Department exercising its
discretion to reject a quote in its entirety.
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RFQ Number: 320-090326FD Vendor: __________________________________________
4.0 REQUIREMENTS
All parts provided under this RFQ must be compatible with existing **Gorman-Rupp pump equipment currently in
operation at the City of Rocky Mount Wastewater Treatment Plant.
Vendors shall provide parts that are designed to properly fit and function with the existing pump assemblies.
Components must meet or exceed the original manufacturer's specifications to ensure continued safe and reliable
operation of the equipment.
Any proposed equivalent or alternate parts must:
* Be fully compatible with the existing **Gorman-Rupp pump systems
* Match the required dimensions, materials, and performance characteristics of the listed components
* Allow the pumps to maintain normal operational performance and efficiency
* Not require modification to existing equipment
The City reserves the right to reject any quoted item that does not meet compatibility or performance requirements.
This Section lists the requirements related to this RFQ. By submitting a quote, the Vendor agrees to meet all stated
requirements in this Section as well as any other specifications, requirements, and terms and conditions stated in this
RFQ. If a Vendor is unclear about a requirement or specification or believes a change to a requirement would allow for
the City to receive a better quote, the Vendor is urged and cautioned to submit these items in the form of a question
during the question-and-answer period in accordance with Section 2.5.
4.1 CONTRACT TERMS
All prices submitted shall remain firm for a minimum of thirty (30) days from the quotation due date. The City of Rocky
Mount reserves the right to accept or reject any or all quotations, to waive minor informalities, and to make an award in
the best interest of the City.
The City reserves the right to cancel this RFQ in whole or in part if it is determined to be in the best interest of the City.
Any resulting purchase order will be governed by the terms and conditions of the City of Rocky Mount.
Payment terms shall be Net 30 upon receipt of invoice and acceptance of goods. All goods supplied must comply with
all applicable federal, state, and local laws, regulations, and standards.
4.2 PRICING
Vendors must provide pricing for all items listed in the pricing table. Partial quotes will not be accepted and may be
deemed non-responsive. The City intends to award this quotation to one vendor capable of supplying all required
parts. Quote price shall constitute the total cost to Buyer for complete performance in accordance with the requirements
and specifications herein, including all applicable charges, handling, administrative, and other similar fees. Vendor shall
not invoice for any amounts not specifically allowed for in this RFQ. Complete ATTACHMENT A: PRICING FORM and
include in Quote.
4.3 INVOICES
a) The Vendor must submit one monthly invoice within fifteen (15) calendar days following the end of each month in
which work was performed.
b) Invoices must be submitted to the following address: Accounts Payable
PO BOX 1180
Rocky Mount, NC 27802
or
acctpayable@rockymountnc.gov
Vendor shall invoice the City of Rocky Mount Accounting Department. The standard format for invoicing shall be Single
Invoices, meaning that the Vendor shall provide the Buyer with an invoice for each order. Invoices shall include
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RFQ Number: 320-090326FD Vendor: __________________________________________
detailed line-item information to allow the Buyer to verify pricing at the point of receipt matches the correct price from
the original date of order. At a minimum, the following fields shall be included on all invoices:
Vendor's Billing Address, Customer Account Number, NC Contract Number, Order Date, Buyer's Order Number,
Manufacturer Part Numbers, Vendor Part Numbers, Item Descriptions, Price, Quantity, and Unit of Measure.
4.4 MINORITY BUSINESS PARTICIPATION
The Vendor has the responsibility to make a good faith effort to solicit minority quotes and to attain the aspirational ten
percent (10%) goal. We encourage all vendors, including MWBE/HUBs, to strive for the aspirational goal of obtaining
subcontracting and supplier opportunities. Use the table below to note the MWBE businesses that will be used as
suppliers or subcontractors for this contract.
MWBE FIRM OWNERSHIP STATUS ADDRESS WORK TYPE
If the goal of 10% participation by HUB Certified or minority businesses is not achieved, the Vendor shall provide the
following documentation to the City of his/her good faith efforts:
Examples of documentation that may be required to demonstrate the Vendor's good faith efforts to meet the goals set
forth in these provisions include, but are not necessarily limited to, the following:
a) Copies of solicitations for quotes to at least three (3) minority business firms from the source list provided by the
State for each subcontract to be let under this contract (if 3 or more firms are shown on the source list). Each
solicitation shall contain a specific description of the work to be subcontracted, the location where quote
documents can be reviewed, the representative of the Prime Vendor to contact, and the location, date, and time
when quotes must be received.
b) Copies of quotes or responses received from each MWBE responding to the solicitation.
c) A telephone log of follow-up calls to each firm sent a solicitation.
d) For subcontracts where a minority business is not considered the lowest responsible sub-vendors, copies of
quotes received from all firms submitting quotes for that particular subcontract.
e) Documentation of any contacts or correspondence to minority business, community, or contractor organizations
in an attempt to meet the goal.
f) Copy of pre-quote roster
g) Letter documenting efforts to provide assistance in obtaining required bonding or insurance for minority
businesses.
h) Letter detailing reasons for rejection of minority business.
i) Letter documenting proposed assistance offered to minority businesses in need of equipment, loan capital,
lines of credit, or joint pay agreements to secure loans, supplies, or a letter of credit, including waiving credit
that is ordinarily required.
Failure to provide the documentation as listed in these provisions may result in a non-responsive quote.
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