Consideration of and action on authorizing the execution of a Contract with Hahn Equipment Company, Inc., in the amount of $200,000.00, for on-call lift station pump and motor repairs.  This contract will automatically renew for four additional one-year terms for a total contract amount of $1,000,000.

As part of its water and wastewater maintenance program, the Water Utilities Division contracts out major pump and motor repairs. Items such as motor rewinds, new bearings, replacement seals, balancing, machining, and emergency repairs that are time-consuming and require specialized equipment and skills beyond the expertise of our personnel. The City owns over 280 sanitary sewer lift station pumps ranging from 2 to 115 horsepower.  These pumps are by various manufacturers, but approximately 50% are Flygt manufactured pumps, and the remaining are non-Flygt pumps.  Based on the historical average, the Water Utilities Division repairs or replaces approximately 10% of the pumps each year. Our existing five-year pump and motor repair service contract for Flygt pumps expires this year in August 2020.

The City advertised the Invitation to Bid (ITB#2020-19) on May 20 and May 27, 2020 for on-call pump and motor repair services, with the bid opening on June 4, 2020. The bid document addressed various types of repairs and services for various sizes of pumps. The bid document requested standard prices for each Flygt pump in our inventory to include the cost to tear down and inspect, provide written failure report including the cost of labor and materials to repair, and pick-up and delivery.  Standard repair time is four weeks from the time of notification.  All repairs are to be completed within Original Equipment Manufacturer (OEM) standards and specifications.  Standard repairs are as follows:

• Motor Rewind with written Meg ohm test, seal replacement, all o-rings, new bearing (s) and balance, re-potting cable leads or new cable grommet and other incidentals (gaskets, oil, grease, coolant) to make operable, with one year warranty. All repair parts to be manufacturer authorized parts. 

• Motor Recondition with written Meg ohm test, seal replacement, all o-rings, new bearing (s) and balance, re-potting cable leads or new cable grommet and other incidentals (gaskets, oil, grease, coolant) to make operable, with one year warranty.   All repair parts to be manufacturer authorized parts. 

• All repaired pumps and motors will be blasted, primed and painted upon completion of repair.

• Repairs over and above the standard repair will have to be authorized and negotiated before work is to begin.

Bids were received from two vendors: Smith Pump Company and Hahn Equipment Company. The bid tab submitted by Smith Pump Company was deemed nonresponsive since it was incomplete. The bid tab submitted by Hahn Equipment Company was responsive.  In addition, Hahn is an authorized distributor and service provider for Flygt pumps.

Flygt Pump and Motor Repair Contract Bids

Cost Summary Table

June 4, 2020

The repair contract for Flygt manufactured pumps are estimated from past expenditures and the anticipated number of repairs to be made in the coming years. It includes additional funds to provide capacity for emergency repairs should the need arise. The contract is a renewable contract and is structured as a five-year agreement, which includes the original term plus four additional opportunities to renew each fiscal year. In addition, the contract is a unit price contract that enables the Division to use services only on an as-needed basis.

Funding for this contract is available through the Public Works Wastewater Treatment Division Operating budget. 

The Public Works Department recommends that the City Council authorize the execution of a contract between the City of Sugar Land and Hahn Equipment Company for lift station pump repairs in the amount of $200,000.00, with the option to renew for four additional years with an overall total of $1,000,000.