Turnkey Retrofit of Wastewater Lift Station to Submersible Pump System

REQUEST FOR PROPOSALS (RFP)
City of Great Bend, Kansas
Turnkey Retrofit of Wastewater Lift Station to Submersible Pump System

1. PROJECT INTENT

The City of Great Bend is soliciting proposals from qualified contractors to provide a complete turnkey retrofit of an existing wastewater lift station currently utilizing vacuum prime systems. The retrofit shall convert lift station to fully submersible pump configurations with new electrical systems, controls, and associated infrastructure.

Vacuum prime systems will not be considered.

This project is intended to be a fully turnkey delivery. The selected contractor shall be solely responsible for all engineering, permitting, equipment procurement, bypass pumping, installation, testing, startup, and final regulatory approvals necessary to place both lift stations into full operational service.

Location:

Lift station #13 18th & Hubbard (1515 18th St.)

2. TURNKEY RESPONSIBILITY

The Contractor shall provide a complete, operational lift station retrofit. No portion of the work shall be assigned to the City unless explicitly authorized in writing.

The Contractor shall be fully responsible for:

• Engineering and system design as required

• All state and federal permitting, including KDHE approvals

• All inspections and regulatory coordination

• All bypass pumping operations

• All traffic control

• All Kansas 811 locates

• All site restoration

• All startup and commissioning

• All documentation and as-built drawings

The Contractor shall assume full responsibility for maintaining continuous wastewater service during construction.

3. BYPASS PUMPING REQUIREMENTS

The Contractor shall be solely responsible for providing, operating, monitoring, and removing all temporary bypass pumping systems required to maintain uninterrupted wastewater service during construction.

Bypass pumping shall include:

• Proper sizing for peak wet weather flow

• Redundant pumping capacity

• Alarmed systems

• Backup power provisions

• 24-hour monitoring

• Spill prevention measures

The Contractor shall obtain all necessary bypass-related approvals and permits and shall be responsible for any regulatory reporting associated with bypass operations.

Any sanitary sewer overflow, spill, regulatory violation, or environmental damage resulting from bypass operations shall be the sole responsibility of the Contractor.

4. SCOPE OF WORK

Work shall include, but not be limited to:

4.1 Removal of all existing vacuum prime equipment, pumps and controls.

4.2 Installation of new submersible non-clog wastewater pumps with slide rail systems allowing pump removal from grade without confined space entry.

4.3 Replacement of all electrical systems including:

• NEMA-rated control enclosures suitable for the environment

• Soft start motor controls

• Minimal proprietary components

• Industry-standard, serviceable parts

• Replacement of conduits, wiring, and terminations as required

4.4 Installation of dual pump activation systems including:

• Primary level sensing system

• Independent backup level sensing system

• High-level alarm

4.5 Wet well improvements including:

• OSHA-compliant fall protection

• Structural grating over wet well openings

4.6 If an above-ground vault is utilized, it must:

• Be insulated to prevent freezing

• Be ventilated for high-temperature conditions

• Include a thermostatically controlled heater

• Be constructed of corrosion-resistant materials

5. REGULATORY COMPLIANCE

The Contractor shall be solely responsible for obtaining and maintaining:

• Kansas Department of Health and Environment approvals

• Any applicable federal permits

• Electrical inspections

• All required regulatory approvals

All work shall meet or exceed:

• KDHE requirements

• OSHA standards

• National Electrical Code

• NFPA standards

• All applicable state and federal laws

Failure to obtain required permits or approvals shall not be grounds for additional compensation.

6. WARRANTY REQUIREMENTS

6.1 Workmanship Warranty
Minimum three (3) year warranty on all workmanship from final acceptance.

6.2 Pump Warranty
Minimum two (2) year manufacturer warranty.

7. CONTINUOUS OPERATION REQUIREMENT

At no time during construction shall the lift station be left without pumping capability unless approved in writing by the City.

The Contractor shall coordinate all outages in advance and shall provide contingency planning documentation prior to beginning construction.

8. OPERATIONS AND MAINTENANCE (O&M) MANUAL REQUIREMENTS

The Contractor shall provide complete Operations and Maintenance (O&M) manuals for each lift station.

O&M manuals shall be delivered in both:

• One (1) printed hard copy in a durable 3-ring binder

• One (1) complete digital copy in searchable PDF format

The O&M manuals shall be project-specific and shall not consist solely of manufacturer literature.

At a minimum, each manual shall include:

1. Project overview and system description

2. Final as-built drawings (mechanical and electrical)

3. Complete wiring schematics and control panel diagrams

4. Pump specifications and performance curves

5. Control system programming details

6. Soft start configuration and settings

7. Level control configuration and calibration procedures

8. Startup and commissioning documentation

9. Bypass pumping plan utilized during construction

10. Recommended preventative maintenance schedule

11. Troubleshooting guides

12. Spare parts list with manufacturer, model numbers, and supplier information

13. Warranty documentation for all equipment

14. Contact information for manufacturers and service providers

Digital files shall be provided on USB media and via email.

Submission of O&M manuals is required prior to final acceptance and payment.

9. PERFORMANCE REQUIREMENTS – PUMP CAPACITY

The proposed submersible pump systems shall meet or exceed the existing lift station pumping capacity.

The Contractor shall:

1. Evaluate existing pump curves, operating data, and site conditions.

2. Provide stamped documentation demonstrating that the proposed pumps exceed current firm pumping capacity.

3. Ensure that firm capacity (largest pump out of service) meets or exceeds current operational capability.

4. Provide complete pump performance curves indicating flow, total dynamic head (TDH), efficiency, motor horsepower, and operating range.

Under no circumstances shall the retrofit reduce system capacity.

If post-installation testing reveals performance below specified requirements, the Contractor shall correct deficiencies at no cost to the City.

10. TURNKEY RESPONSIBILITY AND RISK ASSUMPTION

This project shall be delivered as a complete turnkey retrofit.

The Contractor assumes full responsibility for:

• Engineering and design adequacy

• Equipment selection

• Permitting

• Bypass pumping

• Continuous wastewater service

• Regulatory compliance

• Final operational performance

Failure to account for any component necessary for a complete and operational system shall not entitle the Contractor to additional compensation.

11. BONDING REQUIREMENTS

The selected Contractor shall provide:

1. A Performance Bond equal to 100% of the contract value.

2. A Payment Bond equal to 100% of the contract value.

Bonds shall be issued by a surety licensed to operate in the State of Kansas and acceptable to the City.

Bonds shall remain in effect through final acceptance of the project.

Failure to provide required bonding shall be grounds for contract termination.

12. INSURANCE REQUIREMENTS

The Contractor shall maintain, at minimum:

• Commercial General Liability Insurance

• Workers Compensation Insurance

• Automobile Liability Insurance

Commercial General Liability coverage shall:

• Be written on an occurrence basis

• Include limits consistent with municipal infrastructure work

• Name the City of Great Bend, Kansas as an Additional Insured

The Contractor shall provide a current Certificate of Insurance on an industry standard ACORD form (or equivalent) listing the City as an Additional Insured prior to commencement of work.

No work shall begin until proof of insurance is approved by the City.

13. PROJECT SCHEDULE AND COMPLETION DEADLINE

The Contractor shall complete all work, including startup, commissioning, delivery of O&M manuals, and final acceptance, within eight (8) months of contract execution.

The proposal shall include:

• A detailed project schedule

• Permitting timeline

• Equipment procurement schedule

• Construction schedule

• Startup and commissioning schedule

Failure to meet the eight (8) month completion requirement may result in:

• Withholding of payment

• Assessment of damages as allowed by contract

• Termination for default

14. FACTORY STARTUP AND TRAINING REQUIREMENTS

14.1 Factory Authorized Startup

Startup and commissioning of all pumps, control panels, soft start systems, and level control systems shall be performed by a factory-authorized technician representing the pump manufacturer and control system manufacturer.

The factory-authorized technician shall:

1. Inspect installation for compliance with manufacturer requirements.

2. Verify electrical connections, motor rotation, and control logic.

3. Confirm proper programming of soft start parameters.

4. Verify calibration of primary and backup level control systems.

5. Witness and document wet testing under operating conditions.

6. Provide written startup certification confirming proper installation and operation.

Startup documentation shall be included in the final O&M manual.

Failure to provide manufacturer-certified startup shall be grounds for withholding final payment.

14.2 Operator and Maintenance Training

The Contractor shall provide on-site training for City operations and maintenance personnel.

Training shall include:

1. Minimum four (4) hours of operational training.

2. Minimum two (2) hours of maintenance training.

3. Hands-on instruction at the lift station.

4. Review of control panel operation and alarm conditions.

5. Demonstration of pump removal using the slide rail system.

6. Review of soft start settings and troubleshooting procedures.

7. Instruction on level sensor calibration and backup float testing.

8. Emergency response procedures.

9. Safety training

Training shall be conducted after successful startup and prior to final acceptance.

The Contractor shall provide:

• Printed training materials

• Digital training materials

• Sign-in sheet documenting attendance

All training materials shall become property of the City.

15. SPARE PARTS PACKAGE REQUIREMENTS

The Contractor shall provide a complete spare parts package for each lift station as part of the base bid. Spare parts shall be delivered prior to final acceptance and shall be new, unused, and identical to installed equipment.

Delivery of the required spare parts package for each lift station is a condition precedent to final acceptance, and both spare packages shall be delivered immediately following completion of each respective retrofit.

At a minimum, the spare parts package shall include:

1. One (1) complete submersible pump assembly identical in model, size, horsepower, voltage, and configuration to the installed pumps.

2. Complete gasket and seal kits for each installed pump.

3. One (1) complete mechanical seal assembly per pump.

4. One (1) spare impeller per pump.

5. One (1) spare set of wear rings (if applicable).

6. Spare level control components, including at minimum:

o One (1) backup float switch

7. Spare control fuses and overload protection components.

8. Any specialty tools required for pump disassembly or seal replacement.

All spare components shall be clearly labeled and packaged for long-term storage.

The Contractor shall provide a detailed spare parts list including manufacturer, part number, and supplier information in both printed and digital format as part of the O&M manual.

All spare parts shall be covered under the same warranty terms as the installed equipment beginning at the date of final acceptance.

Failure to provide the required spare parts package shall constitute incomplete performance of the contract and shall be grounds for withholding final payment.

16. CONTRACTOR SAFETY PROGRAM REQUIREMENTS

The Contractor shall maintain and enforce a comprehensive, written safety program for its employees and subcontractors.

The safety program shall, at a minimum:

1. Comply with all applicable OSHA standards, including but not limited to 29 CFR 1910 and 29 CFR 1926.

2. Address confined space entry procedures applicable to lift station work.

3. Include lockout/tagout procedures.

4. Include fall protection procedures.

5. Address trenching and excavation safety, if applicable.

6. Include hazard communication and chemical handling procedures.

7. Provide documented employee safety training.

8. Designate a competent person responsible for job site safety.

The Contractor shall provide a copy of its written safety program with their bid.

The Contractor shall be solely responsible for the safety of its employees, subcontractors, and any third parties affected by its work.

Failure to maintain adequate safety practices may result in work stoppage at the Contractor’s expense.

The City shall not be responsible for the Contractor’s safety compliance, enforcement, or training.

17. BID SUBMISSION REQUIREMENTS

Proposals shall be submitted in sealed form.

Contractors shall provide:

• Two (2) sealed hard copies of the complete proposal.

Each sealed envelope shall be clearly labeled with:

• Project Title

• Contractor Name

• “Sealed Proposal – Lift Station Retrofit”

• Date of Submission

Bids shall be delivered to the location specified in this RFP no later than the stated deadline.

Late submissions will not be accepted.

Electronic submissions will not be considered.

Failure to provide two sealed copies as required may result in the proposal being deemed non-responsive.

12. Bid Submission Requirements

Bids must include:

• Detailed cost breakdown
• Project schedule
• Equipment list
• Warranty and support information

Work is anticipated in 2026 pending City Council approval.

Email submissions will be accepted until:
06-05-2026 at 1:00 PM

Submit bid to:
City of Great Bend

Utilities

PO Box 1168

Great Bend, Ks 67530

The City reserves the right to reject any or all bids.

Contract will include and be subject to the Great Bend Required Contract Terms. See attached.

13. Bid Evaluation Criteria

Bids will be evaluated using the following criteria:

• Years in business
• Qualifications and experience of field sales and technical staff
• Professional recommendations and long-term system value
• Completeness and clarity of proposal
• Financial stability references
• Kansas municipal references
• Safety program quality
• Project management capabilities
• Inspection and reporting methodology
• Engineering staff qualifications, if applicable
• In-house engineering and permitting capabilities, if applicable
• Sample contract acceptability
• Contract completeness
• Payment schedule and terms
• Overall cost competitiveness