morin building 8570 executive park avenue fairfax
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MORIN BUILDING
8570 EXECUTIVE PARK AVENUE FAIRFAX VIRGINIA 22031
INVITATION FOR BID
Bid No 21-054
Requirement Electric Motor Repair Services
Date Issued August 25 2021
Deadline for Questions Prior to 1000 am September 10 2021
Bid Due Date Prior to 200 pm September 27 2021
Virtual Bid Opening Microsoft Teams meeting
Join on your computer or mobile app
Click here to join the meeting
Or call in (audio only)
+1 571-348-5786544174819 United States Arlington
Phone Conference ID 544 174 819
IFB Delivery Location and Procurement Department
Place of Bid Opening Fairfax Water
8570 Executive Park Avenue
Fairfax Virginia 22031
Procurement Contact Tammy L Spinks
Buyer II
Telephone 703-289-6275
Email tspinksfairfaxwaterorg
IFB 21-054
Electric Motor Repairs
i
1 INTRODUCTION AND OBJECTIVE 1 11 Introduction 1 12 Objective 1 2 HYPOTHETICAL REPAIR SCENARIOS FOR BID EVALUATION PURPOSES ONLY 1 3 DEFINITIONS 1 4 SPECIFICATIONSSCOPE OF WORK 2
41 General Requirements and Technical Specifications Description 2 42 Written Quotes and Required Documentation for all Future Work 3 43 Technical Specification 4 44 Repair Facility Requirements 14 45 Future Work Time of Performance 14 46 Transportation 15 47 Priority Customer 15 48 Time Is Of The Essence 15 49 Use of Subcontractors 15 410 Delays 16 411 Site Safety and Access 16 412 Superintendence by Contractor 17 5 INSTRUCTIONS TO BIDDERS 17
51 Questions and Communications 17 52 Instructions for Submitting Bids 17 53 Virtual Bid Opening 18 54 Familiarity with Specifications 18 55 Bid Submission Packet 18 56 Directions for Completing the Bid Form and Bidding each Hypothetical Electric Motor Repair 19 57 Proprietary Information 20 58 ExceptionsAdditions 21 59 Addenda to the IFB 21 510 Late Bids 21 511 Arrearage 21 512 Contract Award 21 513 Public Notice of Award 22 514 Authorization to do Business in Virginia 22 515 Cancellation 22 516 Compliance with Laws Regulations and Codes 22 517 Debarment Status 22 518 Duration of Bids 23 519 Unit Prices Prevail 23 520 Negotiation with Low Bidder 23 521 References 23 522 Insurance Claims against Bidder 24 523 Incorporation by Reference 24 6 CONTRACT TERMS AND CONDITION 24
61 Term of Contract 24 62 Anti-Discrimination 24 63 Antitrust 25 64 Assignment of Interest 25 65 Availability of Funds 25
IFB 21-054
Electric Motor Repairs
ii
66 Compliance with Laws Regulations and Codes 25 67 Contract Formation 25 68 Contract Changes Change Orders 25 69 Contractorrsquos Responsibilities 26 610 Ethics in Public Contracting 26 611 Examination of Records 26 612 Governing Law Venue Waiver of Jury Trial 27 613 Indemnification and Responsibility for Claims and Liability 27 614 Insurance 27 615 No Waiver or Estoppel 28 616 Partial Invalidity 28 617 Payment Clauses Required in All Contracts 29 618 Payment 29 619 Price Firm Period 30 620 Rider Clause 30 621 Taxes 30 622 Termination of Contract 30 623 Virginia Freedom of Information Act 31 624 Faith-Based Organizations 31 625 Immigration Reform and Control Act of 1986 31 626 Severability 31 627 Licensure 31 628 Authority to Transact Business in Virginia 31 629 Drug-free Workplace to be Maintained by Contractor 31 630 Employment Discrimination by Contractor Prohibited Required Contract Provisions 31 631 Counterparts 32 632 Survival of Terms 32 633 Non-Waiver 32 634 Contractual Disputes 32
Attachment 1 Bid Submission Form
Attachment 2 Reference Form
Attachment 3 Operating Data Sheet
Attachment 4 Inspection Data Sheet
Attachment 5 Work Performed Data Sheet
Attachment 6 Waiver of SpecificationRelease of Hold Point
Attachment 7 Recommended Clearances Sleeve Bearings Round Bores Only
Attachment 8 Dynamic Balance Certificate
Attachment 9 IRS Form W-9 Request for Taxpayer Identification Number and
Certification
IFB 21-054
Electric Motor Repairs
1
1 INTRODUCTION AND OBJECTIVE
11 Introduction
The Fairfax County Water Authority doing business as Fairfax Water (FW) was created under the
Virginia Water and Waste Authorities Act pursuant to resolutions adopted by Fairfax County on
September 26 1957 Fairfax Water is managed by a ten-member Board of Directors appointed for
three-year terms by the Fairfax County Board of Supervisors
12 Objective
The objective of this Invitation to Bid (IFB) is to award a contract to the lowest responsive and
responsible bidder for as needed electric motor reconditioning and repair services on 60 hp or larger
3-phase induction and synchronous motors as specified and defined herein
2 HYPOTHETICAL REPAIR SCENARIOS FOR BID EVALUATION PURPOSES ONLY
The hypothetical repair scenarios included in this solicitation are for bid evaluation purposes only
The scope of work and pricing for all actual repairs post contract award shall be in accordance with
any resultant contract awarded as a result of this solicitation
3 DEFINITIONS
A Award ndash means the decision by FW to execute a contract after all necessary approvals have been
obtained
B Bid ndash means the response by a Bidder to an Invitation for Bids issued by a procurement agency to
obtain goods or services
C Bidder ndash means any person submitting a response to an IFB
D Contract ndash means the formal agreement as a result of this solicitation
E Contract Completion ndash means the point in time when FW Project Manager confirms in writing
that the contract has been completed as contracted for and the Contractor is released from any
further obligations All remaining payments due the Contractor shall be approved for payment at
this time
F Contractor ndash means the successful Bidder receiving a contract as a result of this solicitation
G Default ndash means that the Contractor has failed to fulfill its contractual obligations properly and on
time
H FW ndash means Fairfax Water The terms Owner and FW have the same meaning
I Notice ndash The term ldquoNoticerdquo or the requirement to notify means a written communication delivered
in person by facsimile or by certified or registered mail to the individual or firm or to an officer
of the Contractor for whom it is intended
J Owner ndash Fairfax County Water Authority
K Project ndash The term ldquoProjectrdquo means the same as the phrase ldquothe Workrdquo
L Project Manager ndash means FW employee assigned to this project for purposes of oversight of the
project The Project Manager is responsible for all aspects of the contract (excluding contract
modifications) after contract award including but not limited to approving design changes and
authorizing payment for completed work
IFB 21-054
Electric Motor Repairs
2
M Specifications ndash The term ldquoSpecificationsrdquo describes the physical or functional characteristics or
the nature of a good service or construction item required It may include a description of any
requirement for inspecting testing or preparing a good services or construction item for delivery
N Work ndash The word ldquoWorkrdquo shall include all material labor equipment and tools appliances
machinery transportation and appurtenances necessary to perform and complete the Contract and
any such additional items not specifically indicated or described which can be reasonably inferred
as belonging to the item described or indicated or as required by industry practice custom or usage
to complete the project as proposed by the Bidder and accepted by FW
4 SPECIFICATIONSSCOPE OF WORK
41 General Requirements and Technical Specifications Description
A Overview
The purpose of this motor repair and rewind specification is to define minimum technical
requirements required by the Owner applicable to reconditioning and repair of three phase
induction and synchronous motors 60 hp and larger This specification shall apply to routine
reconditioning and repair procedures It is not the intent of the specification to define
requirements for specialty motors requiring uncommon reconditioning and repair procedures
or to provide lesser guidance than industry best practice on all motor repairs Situations where
there is conflict between specialty motors or special situations and a disparity exists between
this specification and industry recognized standards shall be addressed on a case by case basis
B FW Option for DC or AC High Potential Testing
Fairfax Water reserves the option whether DC or AC High Potential Testing is used on
existing windings during reconditioning
C Industry Standards Applicable to the Work
1 Industry standards include
a ANSIEASA AR100 (latest edition) ldquoRecommended Practice for the Repair of
Rotating Electrical Apparatusrdquo
b IEEE Std 1068 (latest edition) ldquoIEEE Standard for the Repair and Rewinding of AC
Electric Motors in the Petroleum Chemical and Process Industriesrdquo
c ISO 1940-1 (latest edition) ldquoMechanical Vibration ndash Balance Quality Requirements
for Rotors in a Constant (Rigid) State ndash Part 1 Specification and Verification of
Balance Tolerancerdquo
2 References to appropriate definitions components and relevant standards are found in the
above standards Additional acceptable standards include ABFMA API EASA (including
Tech Notes) IEC IEEE and NEMA where applicable where the procedures and tolerances
exceed those in the above listed standards and do not conflict with best practices or this
IFB 21-054
Electric Motor Repairs
3
specification The Contractor shall consult with and defer to the FW Project Manager for
any deviation from this specification
42 Written Quotes and Required Documentation for all Future Work
A Written Quotes for All Future Work
1 The Contractor shall submit a written quote to the FW Project Manager within 3 business
days of receiving the electric motor in their shop The contractor may submit a written
request to extend the 3-day timeframe to the FW Project Manager The written request
shall include a verifiable reason for the delay FW reserves the right to decline the
request if the delay cannot be documented and verified
2 The written quote shall include at a minimum the following
a The complete scope of work to repair the motor
b All labor hours by type quantity unit cost and extended cost
c All materials listed by manufacturer and manufacturer part number quantity unit
cost and extended cost
d Total number of calendar days required to complete the repair after receipt of written
order to proceed
e The motor serial number and the FW Work Order Number listed on Attachment 3
f The cost of equipment rental subcontractors or any materials not included in the
Vaughenrsquos Pricing Guide needed to fulfill the requirements of the repair
g The Contractor may include written recommendations for substitutions that will
increase motor life reduce costs or reduce the delivery lead-time as separate options
on their quote Contractor shall not proceed with any proposed options without the
express written consent of FW
3 Pricing for all future repairs and parts shall be based on the Vaughenrsquos Price Guide and
the labor rates awarded In the event the Contractor must provide materials or equipment
rental not included in the pricing guide then compensation will be based on the
Contractorrsquos actual cost to supply the materials or equipment rental In these
circumstances the Contractor shall include a copy of their supplierrsquos invoice with all
invoices submitted to FW
B Operating Data Sheet (Attachment 3)
This sheet will be completed by the FW Project Manager requesting the work and will be
sent with the motor to the repair facility
C Inspection Data Sheet (Attachment 4)
This sheet shall be completed by the Contractor documenting the results of inspections and
tests performed prior to reconditioning or repair procedures Upon completion of the work
the Contractor shall distribute one copy each of this sheet to the FW Electrical Supervisor and
IFB 21-054
Electric Motor Repairs
4
the Conditioned Based Maintenance Supervisor identified on the Operating Data Sheet
(Attachment 3) that was submitted to the Contractor when work was requested
D Work Performed Data Sheet (Attachment 5)
This sheet shall be completed by the Contractor documenting the work performed Upon
completion of the work the Contractor shall distribute one copy each to the FW Electrical
Supervisor and the Conditioned Based Maintenance Supervisor identified on the Operating Data
Sheet (Attachment 3) that was submitted to the contractor when work was requested
E Waiver of SpecificationRelease of Hold Point (Attachment 6)
This sheet will be issued to the Contractor by the FW Project Manager authorizing the
Contractor to deviate from these specifications and to allow the Contractor to proceed beyond
a hold point (see Section 32 paragraph G below) Approval to deviate from the specification
or proceed beyond a hold point may be issued verbally by the FW Project Manager Whenever
a verbal authorization is issued to the Contractor the ldquoWaiver of SpecificationRelease Hold
Pointrdquo sheet will be forwarded to the Contractor within five working days
F Recommended Clearances ndash Sleeve Bearings Round Bores Only (Attachment 7)
If the Contractor is re-babbitting the motor babbitt bearings the Contractor shall adhere to the
clearances shown on Attachment 7
G Dynamic Balance Certificate (Attachment 8) ndash All final balancing of the rotating element
shall be conducted in the presence of FWrsquos Condition Based Maintenance Supervisor the
FW Project Manager or their designated representative
H Hold Points
The points defined within the specification as ldquoHold Pointsrdquo are situations that warrant
individual technical evaluation as to the method of repair quality of substituted materials or
components or alternate procedures other than as specified herein Should such situations
develop during the progress of the work no further work shall proceed without consent of the
FW Project Manager
43 Technical Specification
A Motor Reconditioning
1 The routine reconditioning of a motor shall consist only of the following steps
a Initial inspection and tests
b Disassembly
c Component inspection
d Cleaning and baking
e Varnish treatment and bake cycle
f Reassembly and testing
IFB 21-054
Electric Motor Repairs
5
g Painting
2 A routine reconditioning contains no major repairs Major repairs include but may not
be limited to
a Stator rewind
b Core restacking
c Lead replacement
d Securing loose rotor bars and retaining rings
e Shaft straightening
f Bearing repair or replacement
g Shaft journal repairs
h Exciter package repairs
MOTOR RECONDITIONING HOLD POINT
bull If at any point during a reconditioning major repairs are deemed
necessary the Ownerrsquos representative as shown on Attachment 3
(Operating Data Sheet) shall be contacted for approval (See Section
23B for major repair work specifications and procedures)
bull Data required by the Owner as a result of inspections and tests
performed during reconditioning are outlined in Attachment 5
(Inspections Data Sheet)
3 Initial Inspection and Tests
a The motor shall be subjected to an insulation resistance test with polarization index as
outlined in IEEE Std 43 (Sections 53 and 54) The insulation resistance test shall be
performed for ten minutes as follows (IEEE Std 43-2013 Table 1 and Section 53)
1) Motors up to 600 volts -use 500 VDC
2) 24 KV motors -use 2500 VDC
3) 41 KV motors -use 5000 VDC
b The polarization index shall be the ratio of the 10-minute resistance measurement and
the 1-minute measurement Insulation resistance findings must be temperature
corrected to the lsquoThermosettingrsquo value per IEEE 43 Section 63 and Figure 5 with
acceptable tolerance as found in Table 4 for further electrical testing
c Motor shaft run out shall be measured Run out measurements shall be made with a
stationary indicator and keyways shall be inspected in accordance with the method
described in ANSIEASA AR100 Section 2 and Tables 2-1 to 2-6
d Rotor end play shall be measured per IEEE Std 1068 Section 52 (incoming tests) and
ANSIEASA AR100 Section 2 (Mechanical)
IFB 21-054
Electric Motor Repairs
6
e Mounting surfaces including Rabbet fits shall be inspected per ANSIEASA AR100
Section 2 and Tables 2-8 to 2-10
4 Disassembly
a Upon completion of initial inspection and testing the motor shall be disassembled
Disassembly shall be performed per the procedure in IEEE Std 1068 Section 6 The
following precautions shall be taken prior to disassembly
1) Stencil identification and orientation on end bells- drive end (DE) and opposite
drive end (ODE)
2) Mark proper fan orientation
3) The coupling shall only be removed at the request of FW or if it is required in order
to complete disassembly of the motor The Contractor shall request approval from
the FW Project Manager prior to removing the coupling
5 Component Inspection (IEEE Std 1068 Section 62 for guidance)
a Rotor ndash The rotor shall be inspected for signs of physical damage Retaining rings shall
be checked for evidence of overheating and arcing Additionally the rotor shall be
tested for loose bars and open circuits by use of a growler or sonic test method The
rotor will be balanced prior to reassembly as per Section 43A8f Rotor inspection
and additional methods are found in ANSIEASA AR100 Section 38 and IEEE Std
1068 Section 62e) and Section 632
b Stator ndash The stator shall be inspected for evidence of insulation faults loose coils in
slots loose wedges loose ties and blocking signs of overheating and iron damage
Tightening of loose wedges loose coils blocking and repair of ties shall be performed
as needed Stator RTDrsquos thermocouples and thermistors shall be resistance or
continuity checked as needed Stator inspection shall be performed per the procedure
outlined in IEEE Std 1068 Sections 62 and 631
c Shafts ndash The shaft shall be inspected for straightness keyway condition bearing journal
and imperfections per ANSIEASA AR100 Section 2 and IEEE Std 1068 Section
6322 and additional sections as appropriate based on the construction of the rotor
SHAFT INSPECTION HOLD POINT
bull Should shaft run out exceed the following tolerances Owner
approval will be required before further action is taken
RPM Run Out
Less than 1800 0002 inch
More than 1800 0001 inch
bull Measurements shall be taken at the end of the keyway extension
Keyways shall be machined to accept key steel to an interference fit
IFB 21-054
Electric Motor Repairs
7
Journal run out and shaft imperfections shall be corrected by
welding for direct coupled machines only or by providing a new
shaft
d Bearings
1) Roller and ball bearing fits shall be measured and compared with tolerances
specified by the motor manufacturer Bearings shall be replaced with SKF brand
bearings When replacing roller bearings that require periodic greasing shielded
pre-greased bearings shall be used where possible Otherwise the bearing shall be
replaced with the same style bearing as the original (eg shielded sealed open
covered roller etc) Reference ANSIEASA AR100 Section 2 and Tables 2-13
and 2-14 for fit guidance Reference ABFMA 7 and 20 for all other tolerances
Inspection guidance and terminology are found in IEEE Std 1068 Section 62
2) No substitute bearing types will be allowed without the Ownerrsquos consent
3) No knurling peening or adhesive shall be used as a means of retaining bearings on
a shaft or housing
4) Sleeve bearings shall be re-babbitted as needed uniform in diameter smooth
internally suitably grooved for proper distribution of lubricant and fitted within
tolerances specified by the motor manufacturer If manufacturerrsquos bearing data is
not available the maximum clearance between the bore of the bearing and the
diameter of the shaft journal shall be determined by referring to Attachment 7 Re-
babbetting shall be spun-cast and adherence greater than 98
BEARINGS HOLD POINT
bull The Contractor shall report any bearing requiring repair or
replacement on the written repair quote and on the Work
Performed Sheet (Attachment 5)
e Motor Housing The motor housing and end bells shall be inspected for cracks or other
damage Reference ANSIEASA AR100 Section 2 and IEEE Std 1068 Section 62 for
guidance
6 Cleaning and Baking
a The stator shall be steam cleaned Any solvents or soaps required shall be compatible
with the motor insulation system No steel wool or similar metallic pads shall be used
for cleaning the stator windings or rotor of the motor The stator shall be baked at a
temperature of 250 degrees F ndash 300 degrees F for a period of two to three hours or
until sufficiently dry The stator shall then be cooled down to 170 degrees F ndash 150
degrees F prior to varnish treatment The oven shall be equipped with a water fire
suppression system and a temperature recording chart meter
IFB 21-054
Electric Motor Repairs
8
CLEANING AND BAKING HOLD POINT
bull Should an alternative to baking be necessary Owner approval will
be required before further action is taken
b The rotor shall be cleaned as needed with a suitable solvent and oven dried
7 Varnish Treatment and Bake Cycle (Reference IEEE Std 1068 Section 8
a Random wound stators shall be subjected to two dip and bake cycles using a polyester
or epoxy resin for rewinds and a single dip and bake for reconditioning Bake cycle
time and temperature shall be in accordance with the resin manufacturerrsquos
recommendation Resin shall be capable of Class H operation
b If moisture protection is specified on Attachment 3 the windings shall be given three
vacuum-pressure impregnation treatments for rewinds and one for reconditioning
c If abrasion protection is specified on Attachment 3 a coat of polyurethane resin or
silicone rubber shall be applied in addition to the resin treatment described in 43A7a
and 43A7b Cooling passages shall not be blocked
d Form wound stators shall be subjected to one dip and bake cycle for reconditioning and
two for rewinds as outlined in 43A7a The stator shall be inspected prior to and
immediately after dipping to ensure the cooling vents are clear
8 Reassembly and Testing
All work and final test results shall be recorded on the Work Performed Report
(Attachment 5) The following tests shall be performed on the reconditioned motor
(reference IEEE Std 1068 Section 813 for guidance on final testing with additional
tolerance guidance in ANSIEASA AR100)
a Insulation resistance ndash An insulation resistance test shall be performed as outlined in
Section 43A3a for ten minutes The acceptance value of resistance measured in
megohms corrected to 40 C shall be no less than 1 megohm per KV where KV is equal
to rating of motor in kilovolts Insulation resistance findings shall be temperature
corrected to the lsquoThermosettingrsquo value per IEEE 43 Section 63 and Figure 5 with
acceptable tolerance as found in Table 4 for further electrical testing
INSULATION RESISTANCE TESTING HOLD POINT
bull Owner shall be notified if this reading is below 10 megohms for
motors under 1000 volts and random wound motors and below 100
megohms for motors over 1000 volts and form wound motors
b Polarization Index A polarization index shall be calculated The index is the ratio of
the 10-minute insulation resistance measurement and the 1-minute measure The
IFB 21-054
Electric Motor Repairs
9
minimum acceptable PI shall be 20 when the insulation resistance is below 5000
megohms at one minute and no less than 10 over 5000 megohms at one minute
POLARIZATION INDEX HOLD POINT
bull Owner shall be notified if this reading is below 20 when the insulation resistance
is below 5000 megohms after 1 minute between 1 and 2 when the insulation
resistance is over 5000 megohms or below 10 at any time
c Phase Balance A phase balance test shall be performed at 20 rated voltage The
maximum unbalance in line currents shall be 5
d High Potential An AC high potential test shall be performed for a duration of one
minute Applied test voltage shall be as follows
1) Reconditioned coils 06 (2E+1000)vac
096(2E+1000)vac
2) New coils (2E+1000)vac
17(2E+1000)vac
Where E equals phase to phase operating voltage
e Winding Resistance Winding resistances and ambient temperature of the equipment
shall be measured and recorded Winding resistance shall be normalized to 25C per
IEEE 112 and IEEE 1068
f Dynamic Balance Rotors shall be dynamically balanced per API 610 4WN and in the
presence of the FW Condition Based Maintenance Supervisor and the FW Electrical
Supervisor or their designated representative (Note API 610 4WN is lower than ISO
19401 G 10 and is equivalent to ISO 1940 G07)
g No Load Run The motor shall be run at rated voltage non-loaded until bearing
temperatures stabilize (no change by more than 2 degrees over 20 minutes) bolted to
metal bed plate during which the following parameters shall be measured and recorded
at 10-minute intervals
1) Load Current
2) Bearing Temperature
3) Overall vibration maximum amplitude at any RPM shall be as identified in IEEE
1068 Tables 11 and 12
4) RPM
5) Rotation shall be compared with original direction
6) In addition the uncoupled acceleration time and peak starting currents shall be
recorded on the work sheet for across-the-line starts For any motor that FW
designates that is not to be started across-the-line but only by reduced voltage
means shall not be started across-the-line but shall be started for the shop tests
IFB 21-054
Electric Motor Repairs
10
using reduced voltage starters that limit the motor current to no more than 5 times
full load nameplate current
h Miscellaneous
1) Direction of rotation shall be marked on the motor and recorded
2) End play for sleeve bearing applications shall be measured and recorded
3) Bearing and bearing journal data shall be measured and recorded
4) Magnetic center shall be marked
i Surge Comparison Tests The voltage levels shall be at 2E + 1000 volts AC for the
high frequencysurge comparison test
j Air gap shall be measured and recorded at 1200 300 600 and 900 orsquoclock
positions according to the instructions given on Attachment 5
9 Painting The motor shall be painted with paint specified on Attachment 3 Shaft
extensions shall be sprayed with a preservative Reference IEEE 1068 Section 810
B Major Repair
1 In cases where major repair is necessary the Contractor shall perform the following
procedures as outlined in Section 43A1 Motor Reconditioning as well as the major
repair
a Initial inspection and tests
b Disassembly
c Component inspection
d Cleaning and baking
e Varnish treatment and bake cycle
f Reassembly and testing
g Painting
2 Data required by the Owner from results of inspections and tests performed during a major
repair is outlined on Attachment 5 Inspection Data Sheet The items listed shall apply as
the individual case dictates upon Ownerrsquos approval
3 Stator Rewind
a All winding data shall be recorded prior to stripping stator conductors ie wire size
number of turns pitch winding connections etc
b A core loss test shall be recorded on Attachment 4 Following winding removal a
second test shall be performed
IFB 21-054
Electric Motor Repairs
11
STATOR REWIND HOLD POINT
bull Should the measured core losses in watts per pound or the core loss
test exceeds 6 watts per pound at 1T when tested per IEEE Std 422
or hot spots greater than 10C or an increase of the second test
exceed those of the first the Contractor shall notify FW prior to
further repair activity
c Only if necessary the old windings shall be burned out of the stator in a burnout oven
with adequate temperature controls in order to provide uniform heating and cooling
thus preventing warping and cracking of the frame deterioration of the core plate
treatment on the laminations and impairment of the magnetic qualities of the core The
oven shall be equipped with a water fire suppression system and a temperature
recording chart meter The temperature used for roasting shall not exceed 700 degrees
Fahrenheit Additional stripping methods are found in IEEE Std 1068 Section 82
STATOR STRIPPING METHOD HOLD POINT
bull Stripping methods other than burnout oven may be applied with
Owner consent
d After the windings have been removed the stator laminations shall be thoroughly
cleaned by blowing out with compressed air and removing any foreign matter by hand
The stator slots shall be clean and free of sharp edges or particles
e Laminations shall be inspected for damage Any minor iron damage shall be corrected
by hand filing and separating laminations to eliminate shorts All burrs and rough edges
shall be corrected prior to the rewinding procedure Corrections shall be made
regardless of whether the imperfections existed originally in the stator iron or were
caused by the stripping operation
STATOR DAMAGED LAMININATIONS OR IRON
REPLACEMENT HOLD POINT
bull Should major core damage require restacking of laminations a
digital photo of the damaged area shall be submitted to the Owner
or Owner inspection will be required prior to repairing damaged
laminations or iron replacement
f The repaired stator shall be loop checked and hot spots greater than 10C shall be
corrected
g The suspected cause of iron damage shall be listed on Attachment 4
IFB 21-054
Electric Motor Repairs
12
STATOR MOTOR LEAD REPLACEMENT HOLD POINT
bull Should motor lead replacement be required FW shall be notified
prior to replacement concerning lead length designations
termination hardware etc
h The stator shall be rewound in accordance with Section 43C Winding Materials and
Insulation Requirements
i Where slot space permits coil copper size shall be increased with prior approval of
FW Electrical Supervisor when doing so will increase the motor efficiency and the
increased starting current can be accommodated by the motor controller
j Coils shall be securely tied to surge rings and adjacent coils Surge rings shall be rigid
k The stator coils shall fit in the stator iron parallel to the slot Where extra room exists
between the coil and the iron either a slot cell (if originally designed with one) or side
filler shall be used to make a more intimate fit between the coil and the iron
l The connections between coils and groups shall be horseshoed (eg U-shaped) to
permit continuous taping over all brazed joints
m The coil extensions shall be tied to one or more surge rings and shall be suitably blocked
between coils on both the inside and outside of the coil extensions
n The jumpers shall be uniformly laid and placed around the periphery of the connection
o Motors with form wound coils shall not be converted to random wound
p Tie cord used to secure the wires in the end turns shall be at a minimum 100 lb test
Dacron stranded cord
q Motor stators containing stator RTDrsquos thermocouples or thermistors shall be rewound
with devices rated the same RTDrsquos are to be 3-lead and added to old motors at a
minimum of two per phase Owner shall indicate if a greater quantity is desired When
possible the Contractor shall arrange RTDs in the same position as the original
winding or evenly spaced if unknown or new
4 Rotor Repair
ROTOR REPAIR HOLD POINT
bull Any repair activity involved with securing loose rotor bars and retaining
rings shall be brought to the attention of the Owner prior to beginning
the activity
IFB 21-054
Electric Motor Repairs
13
5 Shaft Straightening
SHAFT STRAIGHTENING HOLD POINT
bull Any shaft straightening procedure shall be brought to the attention of
the Owner prior to beginning the activity Shafts shall be straightened
by heating or jacking to meet the following run out requirements
RPM Run Out
Less than 1800 0002 in
More than 1800 0001 in
C Winding Materials and Insulation Requirements
1 Winding Materials
a Magnet wire in coils shall be copper
b Form wound coils shall not be converted to random wound
c Lacings and ties shall be made with glass cord or tape or woven Dacron tape
d Wedges fillers blocks and winding material shall be suitable for Class ldquoHrdquo operation
e Shrink tapes are not acceptable
2 Insulation Requirements
a Form Wound Coils
1) All materials in the insulation system shall be rated for Class ldquoHrdquo operation
2) Strand insulation shall consist of fiberglass Dacron-glass wrap or mica tape applied
over epoxy or polyester resins Class ldquoHrdquo enamel or Kapton applied to the wire as
dictated by the volts per turn rating of the coil Reference IEEE Std 1068 Section
853
3) Ground wall insulation shall consist of Nomexreg such as Nomex-Milar-Nomex or
Dacron-glass backed mica paper or an equivalent mica flaked tape Ground
insulation shall be compatible with epoxy or polyester resin used during vacuum-
pressure impregnation
4) Nomex or polyester glass armor tape shall be applied on the outside of the coil for
mechanical protection
5) For sealed coil applications a partially cured epoxy coated polyester or polyester
glass tape shall be applied to the outside of the coil in addition to the requirements
stated above Lead areas shall be sealed with compatible epoxy putty
IFB 21-054
Electric Motor Repairs
14
b Random Wound Coils
1) All materials in the insulation system shall be rated for Class ldquoHrdquo operation
2) Minimum thickness for stator slot insulation material shall be 015 inches
3) All ground wall insulating material shall extend beyond the edge of the stator iron
in a uniform manner and shall be cuffed
4) Slot separators shall be used between coils in all stator slots
5) Phase insulation in the winding end turns shall be resin treated glass cloth or
equivalent to provide positive separation between phases in the event of varnish
degradation caused by excessive temperature above the motor rating
6) Sleeving used on stator connections shall be acrylic coated fiberglass or equivalent
rate 4000 volts or higher
7) Leads shall be GE Vulkaflex or equivalent for open enclosure motors and silicone
rubber covered with glass braid or equivalent for totally enclosed motors
8) Stator shall be subjected to two dip and bake cycles as outlined in Section 23A7
or as directed by Owner
44 Repair Facility Requirements
A Repair Facility Capabilities
1 Facility shall be capable of performing all balance work (no subcontracting will be
authorized)
2 Facility shall be capable of starting 3-phase 4160 volt 3050 HP vertical motor
3 Facility shall be capable of starting 3-phase 4160 volt 1800 HP horizontal motor
4 Facility shall allow for FW staff to safely witness testing
B Repair Facility Location
The Contractorrsquos repair facility shall be located within a four-hour drive from FWrsquos main office
located at 8570 Executive Park Avenue Fairfax Virginia 22031 Fairfax County Virginia
45 Future Work Time of Performance
A All motor repairs shall be performed and completed in accordance with the delivery lead time
included in the written quote Failure of the Contractor to perform within the stated deadlines
may jeopardize FWrsquos ability to provide water to its customers and may result in FW terminating
the contract with the Contractor for cause
B By submitting a proposal in response to this solicitation Contractor agrees without exception
that for all future work quoted they shall meet the delivery lead times as specified in their written
quote Contractor further attests that they shall provide FW expedited services as required to
complete all future work without additional cost (See Section 47)
IFB 21-054
Electric Motor Repairs
15
46 Transportation
The Contractor shall furnish all transportation services to pick up and return motors to the
designated FW facility All deliveries to FW shall be FOB Destination Transportation costs shall
be included in the Contractorrsquos labor rates or listed separately Fairfax Water will not pay any
additional or separate charges for transportation not included on the bid price
47 Priority Customer
The Contractor understands and acknowledges that FW provides services that are essential to the
health and welfare of the public Failure of the Contractor to perform the services described herein
in a timely manner may jeopardize FWrsquos ability to provide essential services which may affect the
health and welfare of the public served by FW In the event of material shortages at any level of the
production to delivery chain the Contractor agrees and affirms that FW shall be given the earliest
possible notice and the highest priority for allocation of all goods and services specified herein To
the extent that the Contractor must prioritize and allocate delivery among its customers the
requirements of FW shall be honored before goods and services are provided to any customer with
no obligations with regard to the public health and welfare To the extent that availability of repair
parts or Contractor staffing including subcontractor staffing is insufficient to meet the requirements
of all the Contractorrsquos customers who are responsible for the health and welfare of the public the
goods shall be allocated in a manner deemed to be fair and reasonable to all such clients
48 Time Is Of The Essence
Time is of the essence Repair services shall be performed within the time specified on the
Contractorrsquos Bid Submission Form or otherwise set forth on the applicable Purchase Order
Notwithstanding the foregoing the Contractor shall not be deemed to have breached the terms and
conditions of the Contract Documents to the extent any delay is due to circumstances beyond its
reasonable control and without the fault or negligence of the Contractor provided that the Contractor
first shall have provided Fairfax Water with written notice (to include facsimile or e-mail) of any
such delay within five days after the occurrence of events or circumstances causing the delay
49 Use of Subcontractors
A The Contractor shall be responsible for all products and services described and defined herein
The use of any subcontractor is prohibited unless the Contractor proposes to use a subcontractor
at the time of bid submission Approval to use a subcontractor shall be in written form and be a
part of the resultant contract (See Section 55 for subcontractor submittal requirements)
B Even when properly authorized by FW the use of a subcontractor does not relieve the Contractor
of liability under the contract
C The Contractor at its sole expense shall be responsible for damage to FW and non-FW property
as a result of its failure or its subcontractorrsquos failure to protect such facilities and utilities
D The Contractor at its sole expense shall immediately repair or replace FW property damaged
by (or caused by) the Contractor or its Subcontractor(s) Replacements will be of equal or better
IFB 21-054
Electric Motor Repairs
16
quality than the property damaged property and all such work must be approved by FW Project
Manager
410 Delays
A By the Contractor After issuing a written warning to the Contractor FW may declare the
Contractor in default for unacceptable delays If such a declaration is made FW reserves the
unilateral right to cure the default by any means available to FW including but not limited to
contracting with another supplier to complete the repairs Any additional repair costs incurred
by FW as a result of unacceptable delays on the part of the Contractor may be passed onto the
Contractor This is not a limitation of FWrsquos legal rights to recover damages due to Contractor
default in any other way
B By FW The Contractor shall not be responsible for delays caused by FW its agents or other
FW Contractors To the extent that the Contractor is unable to proceed due to the actions or
inactionrsquos of FW its agents employees or other FW Contractors the Contractor shall be granted
an extension to the delivery schedule equal to the documented amount of time the Contractor
was prevented from performing work The Contractor shall not be eligible for damages as a
result of FW delays
411 Site Safety and Access
A The Contractor shall schedule and coordinate the Work and install temporary facilities as
required to maintain continuous operation and access to existing equipment in the area of Work
The Contractor shall not commence retrofit work until authorized by the FW Project Manager
The Contractor is advised that FW may at its sole discretion delay or stop work as required to
ensure continuous and reliable operation of the facility especially during peak flow events
B The Contractor shall secure the Site and all areas of Work to prevent access and the potential for
injury to its employees FW employees its agents and others by construction and installation of
temporary guard-rails fencing barricades highway cones warning signstape etc andor other
appropriate means and as directed by the FW Project Manager Such hazards include but are
not limited to mechanical hazards electrical hazards surface irregularities or construction tools
and equipment
C FW shall have the right to deny access to the Site or require the Contractor to remove from the
Site any individual who has exhibited violent abusive or threatening behavior or conduct
D FW may limit restrict or prohibit access to areas of the Site on a permanent or temporary basis
When access to such restricted areas is required by the Contractor to perform the Work the
Contractor shall obtain permission from the FW Project Manager and shall comply with such
conditions or limitations to access as may be imposed by the FW Project Manager
E FW may restrict parking or require parking permits for vehicles to be brought onto the plant The
Contractor shall be responsible for arranging transportation for its personnel to reach the job sites
from whatever parking area is provided by FW
IFB 21-054
Electric Motor Repairs
17
412 Superintendence by Contractor
A The Contractor shall have a competent Field Supervisor satisfactory to FW on the job site at all
times during the progress of the Work The Contractor shall be responsible for coordinating all
portions of the Work under contract except where otherwise specified in the contract documents
and for all safety and worker health programs and practices The Contractor shall notify the
Project Manager in writing of any proposed change in superintendent including the reason
therefore prior to making such change
B The Contractor shall at all times enforce strict discipline and good order among the workers on
the project The Contractor shall not employ on the Project any unfit person anyone not skilled
in the work assigned to him or anyone who will not work in harmony with those employed by
the Contractor subcontractors FW or FWrsquos separate Contractors and their subcontractors
C FW may in writing require the Contractor to remove from FW property any employee FW
deems to be incompetent careless not working in harmony with others on the site or otherwise
objectionable
5 INSTRUCTIONS TO BIDDERS
51 Questions and Communications
A All contact between prospective bidders and FW with respect to this solicitation will be formally
held at scheduled meetings or in writing issued by the Procurement Office Questions and
comments regarding the meaning or interpretation of any aspect of this solicitation must be
submitted in writing to the Procurement Contact identified on the cover page to this solicitation
and must be received on or before the deadline for submitting questions Only written questions
will be accepted Questions or comments that are submitted after the deadline set forth on the
cover page to this solicitation will not be answered
B FW will respond to all questions and comments that are received by the deadline and that are
deemed to address a matter that is relevant and substantive in nature within a reasonable period
of time in the form of a written Addendum Oral communications between FW and any bidder
regarding the interpretation or meaning of any aspect of this IFB are not authorized and may not
be relied upon for any purpose
52 Instructions for Submitting Bids
The deadline for submitting bids and the location of the bid opening is shown on the cover page All
bids must be submitted in a sealed package(s) no other form of submission will be accepted (ie
email facsimile etc) Bids will be opened immediately following the deadline for submitting bids
Bids will be opened in accordance with the provisions of the Virginia Public Procurement Act
IFB 21-054
Electric Motor Repairs
18
Bid packages must be identified on the outside as follows
From _____________________________________________ ______________________
Name of Bidder Due Date
_____________________________________________ ______________________
Street IFB No
_____________________________________________ ______________________
City State Zip Code IFB Title
Attn Tammy Spinks
53 Virtual Bid Opening
A Virtual Bid Opening will be held immediately after the bid submission deadline Attendees may
access the Virtual Bid Opening using the following information
Microsoft Teams meeting
Join on your computer or mobile app
Click here to join the meeting
Or call in (audio only)
+1 571-348-5786544174819 United States Arlington
Phone Conference ID 544 174 819
54 Familiarity with Specifications
A Each Bidder shall bear responsibility for thoroughly examining this solicitation in its entirety
In the event that a bidder has any questions or comments regarding the proper meaning or intent
of any aspect of this solicitation then the bidder shall submit all such questions and comments
in writing to the Procurement Contact identified on the cover sheet of this solicitation
B The submission of a bid by a bidder in response to this solicitation shall be deemed to constitute
a representation on the part of such Bidder that it has thoroughly examined this solicitation and
has submitted any and all questions and comments it may have regarding the meaning or
interpretation of this solicitation to Fairfax Water in the manner prescribed herein
55 Bid Submission Packet
A Attachment 1 is the Bid Submission Form It must be completed and signed by an agent who is
fully authorized to bind the individual or organization submitting the offer to sell to the
specifications terms and conditions contained herein as well as any addenda to this solicitation
B Attachment 2 is the Reference Form Each bidder shall include at least three references with
their bid submission packet References shall be from customers of comparable size and scope
of operations as FW to whom the bidder has supplied the same services within the past 24-
months References must be able to attest without reservation to the fact that the bidder provided
the contracted services without any significant problem of any kind and at any time during the
contract period Bidders shall not list FW as a reference for purposes of this solicitation
IFB 21-054
Electric Motor Repairs
19
C Subcontractor List and Subcontractor Reference List Submittals
1 The Contractor shall include a list of all proposed subcontractors with their bid submission
packet The Subcontractor List shall specify the type of work and percentage of work the
Contractor shall rely on the subcontractor to perform
2 The Contractor shall include a separate list of references for each proposed subcontractor
with three references from the subcontractorrsquos customers that are of comparable size and
scope of operations as FW to whom the subcontractor has supplied the same services within
the past 24-months References must be able to attest without reservation to the fact that the
subcontractor provided the services without any significant problem of any kind and at any
time during the contract period The subcontractor reference list shall not list FW as a
reference for purposes of this solicitation
D Attachment 9 is the IRS Form W-9 Request for Taxpayer Identification Number and
Certification Each bidder shall include a completed form with their bid submission packet
E In addition to the mandatory insurance requirements listed in Subsection 614 (Insurance
Requirements) and at the request of FW the Contractor shall submit a list of all insurance claims
made against it within the past 12 months Failure to include this information within ten calendar
days of request by FW may result in rejection of your bid
56 Directions for Completing the Bid Form and Bidding each Hypothetical Electric Motor Repair
A The Bid Submission Form is broken down into five sections
Part 1 ndash Hypothetical Electric Motor Repair Pricing
Part 2 ndash Vaughenrsquos Pricing Guide Discounts Offered by Motor horse power
Part 3 ndash Labor Rates
Part 4 ndash Contact Person
Part 5 ndash Repair Facility Capabilities and Location Certification
B Bidders shall fill in all blanks provided on the Bid Form for all sections paying particular attention
to the instructions given for Part 1 and Part 3 Failure to complete all sections of the Bid Submission
Form may deem your bid as non-responsive Failure to include the separate pricing sheets for
each scenario in your bid submission packet will cause FW to deem the bid as non-response
and it will not be eligible for contract award All transportation shall be bid as FOB Destination
Include all necessary costs in your bid submission Failure to include the cost of shipping and
handling will be interpreted as included in the unit price for each item FW will not pay for shipping
and handling charges not included in your bid
C Directions for bidding each hypothetical electric motor repair
1 Bidders shall attach a separate and detailed price sheet for each sample scenario to their bid
form The price sheet shall be on the bidderrsquos company letterhead and labeled with the
applicable hypothetical scenario title The price sheet shall be signed by the bidder and
IFB 21-054
Electric Motor Repairs
20
include the bidderrsquos printed name title and date All repair work and parts shall be based on
the Vaughenrsquos Pricing Guide less any discount offered
2 The bidderrsquos separate price sheet shall include at a minimum the following
b Parts shall be bid by quantity unit cost and total cost
c Labor shall be bid by labor type and hourly rate and the extended total cost
d Transportation shall be included in the labor rate or listed separately
3 Bidders shall report their total material costs less any discount offered the total number of
manhours needed to complete the repair and the total cost for all labor categories for each
scenario in the appropriate spaces in PART 1 Sample Repair Pricing Schedule on the Bid
Submission Form
4 Bidders shall report the aggregate cost of all four repair scenarios in PART 1 Sample Repair
Pricing Schedule on the Bid Submission Form in the appropriate space
5 In the event of a mathematical error on the Sample Repair Pricing Schedule unit prices from
each detailed price sheet scenario shall prevail
6 Bidders shall record any discount offered and utilized in pricing each scenario by motor horse
power in PART 2 ndash Discounts Offered on the Bid Submission Form
7 All four hypothetical repair scenarios shall be bid and the bidderrsquos separate price sheet shall be
included with their Bid Submission Form Bidders who fail to bid all four hypothetical repairs
or fail to include each hypothetical repairs separate price sheet will be deemed non-responsive
and their bid will not be eligible for award
57 Proprietary Information
A Except as provided herein or as otherwise set forth in sect22-4342 of the Virginia Public
Procurement Act (Va Code Ann sect22-4300 et seq the ldquoActrdquo) all proceedings records
contracts and other public records relating to procurement transactions shall be open to
inspection in accordance with the Virginia Freedom of Information Act (Va Code Ann sect22-
3700 et seq the ldquoVirginia FOIArdquo)
B A Bidder Offeror or Contractor shall have the right to identify data or other materials submitted
in connection with this procurement as trade secrets or proprietary information which shall not
be subject to inspection pursuant to either sect22-4342 of the Act or the Virginia FOIA by
submitting to Fairfax Water prior to or at the time of submission of its proposal or bid a separate
written notice on its letterhead stationery setting forth the following (i) a statement indicating
that the Bidder Offeror or Contractor wishes to invoke the protections of this section (ii) an
identification of the data or other materials for which protection is sought and (iii) a statement
with regard to why protection is necessary
IFB 21-054
Electric Motor Repairs
21
58 ExceptionsAdditions
No exceptions or additions to the SpecificationsScope of Work or Contract Terms and Conditions
shall be permitted Any questions or concerns regarding any part of the IFB shall be submitted to
the Procurement Contact prior to the date specified in the Questions and Communications section
above Bids containing any exceptions to the SpecificationsScope of Work or Contract Terms and
Conditions or submitting additional Terms and Conditions shall be deemed non-responsive and
rejected Exceptions or additions proposed after bid submission by the successful bidder shall not
be accepted
59 Addenda to the IFB
A FW reserves the right to amend this solicitation at any time prior to the deadline for submitting
Bids If it becomes necessary to revise any part of this IFB notice of the revision will be given
in the form of an Addendum that will be provided to all prospective Bidders who are on record
with FW as having received this solicitation If in the opinion of FW the deadline for the
submission of bids does not provide sufficient time for consideration of any Addendum then
such deadline may be extended at the discretion of FW
B It shall be the responsibility of each Bidder to contact the Purchasing Contact identified on the
cover page to this solicitation prior to submission of a bid hereunder in order to determine
whether any Addenda have been issued in connection with this procurement Notwithstanding
any provision to the contrary the failure of any Bidder to receive any Addenda shall neither
constitute grounds for withdrawal of its bid nor relieve such Bidder from any responsibility for
incorporating the provisions of any Addenda in its proposal
C Acknowledge receipt of each addendum by signing it and submitting it by the bid deadline
Failure to return a signed addendum may result in a bid being determined non-responsive
510 Late Bids
Bids or unsolicited amendments to bids arriving after the bid submission deadline will not be
considered
511 Arrearage
By submitting a Bid in response to this solicitation the individual or firm submitting the bid shall
be deemed to represent that it is not in arrears in the payment of any obligation due and owing FW
the Commonwealth of Virginia or any public body in the Commonwealth of Virginia including but
not limited to any obligation to pay taxes andor employee benefits Bidder further agrees that it
shall make diligent efforts to avoid becoming in arrears during the Term of any Contract awarded
hereunder
512 Contract Award
Contract award will be made to the lowest responsive and responsible bidder based on total cost
Whenever the lowest responsive and responsible bidder is a resident of a state other than Virginia
IFB 21-054
Electric Motor Repairs
22
and such state under its laws allows a resident contractor of that state a percentage preference a like
preference shall be allowed to the lowest responsive and responsible bidder who is a resident of
Virginia and is the next lowest bidder If the lowest bidder is a resident contractor of a state with an
absolute preference the bid preference shall not be considered
513 Public Notice of Award
Public notice of award will be posted on the official FW web site
httpswwwfairfaxwaterorgcontracts
514 Authorization to do Business in Virginia
Each bidder that is organized or authorized to transact business in the Commonwealth of Virginia
pursuant to Title 131 or Title 50 of the Virginia Code shall include with its bid the identification
number issued to it by the Virginia State Corporation Commission Any bidder that is not authorized
to transact business in Virginia as a foreign entity under Title 131 or title 50 of the Virginia Code
or as otherwise required by law shall include in its bid a statement describing why the bidder is not
required to be so authorized Any bidder that fails to provide the required information may not
receive an award
515 Cancellation
FW may cancel this solicitation at any time and for any reason prior to contract award
516 Compliance with Laws Regulations and Codes
The Bidder hereby represents and warrants that
A It is qualified and properly licensed to do business in the Commonwealth of Virginia and that it
will take such action as from time to time hereafter may be necessary to remain so qualified
B It is not in arrears with respect to the payment of any monies due and owing FW the
Commonwealth of Virginia or any department or unit thereof including but not limited to the
payment of taxes and employee benefits and that it shall not become so in arrears during the
term of this Contract
C It shall comply with all federal State and local laws regulations and ordinances applicable to
its activities and obligations under this Contract and
D It shall obtain at its expense all licenses permits insurance and governmental approval if any
necessary to the performance of its obligations under this Contract
517 Debarment Status
By submitting a Bid in response to this solicitation each Bidder certifies that it is not currently
debarred by the federal government the Commonwealth of Virginia or any agency or department
thereof from submitting a bid or proposal in connection with any procurement project and that it is
not an agent of any person or entity that currently is so debarred
IFB 21-054
Electric Motor Repairs
23
518 Duration of Bids
Bids shall be valid for a minimum of 90 days following the deadline for submitting bids If an award
is not made during that period all bids shall be automatically extended for another 90 days Bids
will be automatically renewed until such time as either an award is made or proper notice is given
to FW of Bidders intent to withdraw its bid Bids may only be withdrawn by submitting written
notice at least seven days before the expiration of the then current 90-day period
519 Unit Prices Prevail
In the event that there is a mathematical error on the bid submission form the unit price for each
item shall prevail All costs to provide the goods and services specified in this solicitation shall be
shown on the attached bid form Line items left blank will be interpreted as at no cost to FW
520 Negotiation with Low Bidder
If the lowest bid submitted by a responsive and responsible bidder exceeds available funds for this
procurement then Fairfax Water may in its discretion conduct negotiations with the lowest
responsive and responsible bidder (the ldquoLow Bidderrdquo) in an effort to obtain a contract price that is
within available funds In such event Fairfax Water will notify the Low Bidder verbally or in writing
that its bid exceeds available funds and will schedule a conference with the Low Bidder Fairfax
Water staff and such advisors and consultants as Fairfax Water deems appropriate in order to discuss
possible modifications to the scope of the procurement that may result in a price that is within
available funds The conference and any subsequent negotiations may be conducted in person or by
telephone If during the conference the parties arrive at an acceptable modification to the scope of
the project and a contract price that is within available funds then Fairfax Water may award a
contract to the Low Bidder based upon the newly-modified terms and conditions Otherwise the
Low Bidder will within 15 days after the date of the conference (or such longer or shorter period as
may be specified in writing by Fairfax Water) submit to Fairfax Water a written addendum to its
original Bid Form which describes its proposed modification(s) to the scope of the procurement and
sets forth the Low Bidderrsquos newly adjusted bid price Fairfax Water may conduct further
negotiations with the Low Bidder or request additional clarifications or modifications If the Low
Bidderrsquos proposed modifications are acceptable to Fairfax Water and the associated contract price is
within available funds then Fairfax Water may award a contract to the Low Bidder based upon the
modified terms and conditions If the proposed modifications are not acceptable to Fairfax Water
or the associated price reductions are not within available funds then Fairfax Water will terminate
negotiations and reject all bids
521 References
Each bidder shall include at least three references with their bid submission packet (see Attachment
2 References) References shall be from customers of comparable size and scope of operations as
FW to whom the bidder has supplied the same services within the past 24-months References must
be able to attest without reservation to the fact that the bidder provided the contracted services
without any significant problem of any kind and at any time during the contract period Bidders
shall not list FW as a reference for purposes of this solicitation
IFB 21-054
Electric Motor Repairs
24
522 Insurance Claims against Bidder
In addition to the mandatory insurance requirements listed in Section 614 (Insurance Requirements)
and at the request of FW the apparent low bidder shall submit a list of all insurance claims made
against it within the past 12 months Failure to include this information within ten calendar days of
request by FW may result in rejection of your bid
523 Incorporation by Reference
This solicitation is issued in accordance with and controlled by the Virginia Public Procurement
Act (VPPA) which is incorporated into and made part of the solicitation by reference By submitting
a bid in response to this solicitation all bidders acknowledge the VPPA and agree to be bound by it
A copy of the VPPA is available for inspection at the Purchasing Department at FW It is also
available at this site
httpslawlisvirginiagovvacodepopularnamesvirginia-public-procurement-act
6 CONTRACT TERMS AND CONDITION
61 Term of Contract
The term of this contract shall be from the effective date of the contract award through October 31 2022 with four 1-
year renewal options through October 31 2026
62 Anti-Discrimination
By submitting their bids Bidders certify to FW that they will conform to the provisions of the Federal Civil Rights Act of 1964 as amended as well as the Virginia Fair Employment Contracting Act of 1975 as amended where applicable
the Virginians With Disabilities Act the Americans With Disabilities Act and sect11-51 of the Virginia Public Procurement
Act
A During the performance of the contract the Contractor agrees as follows
1 The Contractor will not discriminate against any employee or applicant for employment because of race
religion color sex national origin or disabilities except where religion sex or national origin is a bona fide
occupational qualification reasonably necessary to the normal operation of the Contractor The Contractor
agrees to post in conspicuous places available to employees and applicants for employment notices setting
forth the provisions of this nondiscrimination clause
2 The Contractor in all solicitations or advertisements for employees placed by or on behalf of the Contractor
will state that such Contractor is an equal opportunity employer
3 Notices advertisements and solicitations placed in accordance with federal law rule or regulation shall be
deemed sufficient for the purpose of meeting these requirements
B The Contractor will include the provisions above in every subcontract or purchase order so that the provisions will
be binding upon each subcontractor or vendor
C Fairfax Water does not discriminate against faith-based organizations on the basis of the organizationrsquos religious
character or impose conditions that (a) restrict the religious character of the faith-based organization except as provided by law or (b) impair diminish or discourage the exercise of religious freedom by the recipients of such
goods services or disbursements
IFB 21-054
Electric Motor Repairs
25
63 Antitrust
By entering into a contract the Contractor conveys sells assigns and transfers to FW all rights title and interest in and
to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the
Commonwealth of Virginia relating to the particular goods or services purchased or acquired by FW
64 Assignment of Interest
The Contractor shall not assign any interest in any resulting Contract and shall not transfer any interest in the same
without prior written consent of FW which FW shall be under no obligation to grant
65 Availability of Funds
It is understood and agreed between the parties herein that FW shall be bound hereunder only to the extent of the funds
available or which may hereafter become available for the purpose of this agreement
66 Compliance with Laws Regulations and Codes
The Bidder hereby represents and warrants that
A It is qualified and properly licensed to do business in the Commonwealth of Virginia and that it will take such action
as from time to time hereafter may be necessary to remain so qualified
B It is not in arrears with respect to the payment of any monies due and owing FW the Commonwealth of Virginia
or any department or unit thereof including but not limited to the payment of taxes and employee benefits and that
it shall not become so in arrears during the term of this Contract
C It shall comply with all federal State and local laws regulations and ordinances applicable to its activities and
obligations under this Contract and
D It shall obtain at its expense all licenses permits insurance and governmental approval if any necessary to the
performance of its obligations under this Contract
67 Contract Formation
A The words ldquoContractrdquo and ldquoPurchase Orderrdquo are used interchangeably unless the context otherwise plainly requires
The documents comprising the Contract shall be accorded the following order of precedence
1 The Contract including any Amendments or Change Orders
2 All Purchase Orders
3 Any Addenda to this RFQ 4 This RFQ (including all Appendices and Attachments hereto) and
5 The Bidderrsquos completed Quote Submission Form (including any drawings and submittals)
B Anything called for by one of the contract documents and not called for by the others shall be of like effect as if
required or called for by all except that a provision clearly designed to negate or alter a provision contained in one
or more of the other contract documents shall have the intended effect
68 Contract Changes Change Orders
A No verbal agreement or conversation with any officer agent or employee of FW either before or after the execution
of any Contract resulting from this solicitation or follow-on negotiations shall affect or modify any of the terms
conditions specifications or obligations contained in the solicitation or resulting Contract No alterations to the
terms and conditions of the Contract shall be valid or binding upon FW unless made in writing and signed by the
purchasing contact identified on the cover page Contract changes shall be in writing and shall be on official FW
Purchasing Department letterhead In any event and in all circumstances the Contractor shall be solely liable and
responsible for any Contract changes deviations etc made without first receiving written authorization to deviate
from the Contract by the FW Project Manager
IFB 21-054
Electric Motor Repairs
26
B Changes can be made to the contract in any of the following ways
1 The parties may agree in writing to modify the scope of the contract An increase or decrease in the price of
the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement
to modify the scope of the contract 2 FW may order changes within the general scope of the contract at any time by Notice to the Contractor
Changes within the scope of the contract include but are not limited to things such as services to be performed
the method of packing or shipment and the place of delivery or installation The Contractor shall comply with
the notice upon receipt The Contractor shall be compensated for any additional costs incurred as the result of
such order and shall give FW a credit for any savings Said compensation shall be determined by one of the
following methods
a By mutual agreement between the parties in writing or
b By agreeing upon a unit price or using a unit price set forth in the contract if the work to be done can be
expressed in units and the Contractor accounts for the number of units of work performed subject to FWrsquos
right to audit the Contractorrsquos records andor to determine the correct number of units independently or
c By ordering the Contractor to proceed with the work and keep a record of all costs incurred and savings realized A markup for overhead and profit may be allowed if provided by the contract The same markup
shall be used for determining a decrease in price as the result of savings realized The Contractor shall
present FW with all vouchers and records of expenses incurred and savings realized FW shall have the
right to audit the records of the Contractor as it deems necessary to determine costs or savings Any claim
for an adjustment in price under this provision must be asserted by Notice to the Purchasing Department
Neither the existence of a claim nor a dispute resolution process litigation or any other provision of this
contract shall excuse the Contractor from promptly complying with the changes ordered by FW or with
the performance of the contract generally
69 Contractorrsquos Responsibilities
A The Contractor shall be responsible for all products andor services as required by this IFB The use of
subcontractors is prohibited unless
1 A request to include a subcontractor is included in the bid and
2 The Bidder receives written approval to use a subcontractor prior to or as part of the formal contract between
the parties
B Even when properly authorized by FW the use of a subcontractor does not relieve the Contractor of liability under
the contract C The Contractor at its sole expense shall be responsible for damage to FW and non-FW property as a result of its
failure or its subcontractorrsquos failure to protect such facilities and utilities
D The Contractor at its sole expense shall immediately repair or replace FW property damaged by (or caused by) the
Contractor or its Subcontractor(s) Replacements will be of equal or better quality than the property damaged
property and all such work must be approved by FW Project Manager
610 Ethics in Public Contracting
Contractor hereby certifies that it has familiarized itself with Article 4 of Title 11 of the Virginia Public Procurement
Act Section 11-72 through 80 Virginia Code Annotated and that all amounts received by it pursuant to a contract
resulting from this solicitation are proper and in accordance therewith
611 Examination of Records
Bidder agrees that in any resulting contract either FW or its duly authorized representative shall have access to and the
right to examine and copy any directly pertinent books documents papers and records of the Contractor involving
transactions related to any resulting contract This obligation shall expire five years after the final payment for the final service performed as a result of any and all contract(s) awarded pursuant to this solicitation or until audited by FW
whichever is sooner Contractor will provide reasonable access to any and all necessary documents and upon demand
IFB 21-054
Electric Motor Repairs
27
provide copies of documents if so required by FW or its representative(s) FW will reimburse the Contractor for any
reasonable expenses it incurs as a result of such a request
612 Governing Law Venue Waiver of Jury Trial
Notwithstanding any provision to the contrary this solicitation and any resulting contract shall be governed in all
respects by the laws of the Commonwealth of Virginia Any dispute arising hereunder which is not otherwise resolved
by the parties shall be resolved by a court of competent jurisdiction in the Commonwealth of Virginia The Contractor
and FW hereby waive any right such party may have to a trial by jury in connection with any such litigation
613 Indemnification and Responsibility for Claims and Liability
With respect to any contract that results from this solicitation Bidder is bound by the following
A The Contractor shall indemnify save harmless and defend FW or any employee of FW against liability for any
suits actions or claims of any character whatsoever arising from or relating to the performance of the Contractor
or its subcontractors under this contract
B FW has no obligation to provide legal counsel or defense or pay attorneys fees to the Contractor or its
subcontractors in the event that a suit or action of any character is brought by any person not party to the contract
against the Contractor or its subcontractors as a result of or relating to the Contractors obligations under this
contract
C FW has no obligation for the payment of any judgments or the settlement of any claims against the Contractor or
its subcontractors as a result of or relating to the Contractors obligations under this contract
D The Contractor shall immediately notify FW of any claim or suit made or filed against the Contractor or its
subcontractors regarding any matter resulting from or related to the Contractors obligations under the contract If
such a claim or suit is brought the Contractor will cooperate assist and consult with FW in the defense or
investigation of any suit or action made or filed against FW as a result of or relating to the Contractors performance
under this contract
E The Contractor shall pay all royalties and license fees necessary for performance of the contract The Contractor
shall defend all suits or claims for infringement of any patent rights or other proprietary rights arising from or related to performance of the resulting contract and shall save FW harmless from any loss including Attorneysrsquo fees arising
out of any such claim
614 Insurance
A In addition to the mandatory insurance requirements listed in this Section and at the request of FW any Bidder may
be required to provide a list of all insurance claims made against it within the past 36 months FW reserves the right
to reject any bid if in FWrsquos opinion the amount or number of claims is deemed to be excessive A Bidderrsquos failure
to comply with this requirement may result in rejection of its bid If no claims have been made then the Bidder shall so state in its bid Fairfax Water may require such information from the Contractor as it deems necessary to assess
the Contractorrsquos financial ability to pay any deductibles with respect to the insurance policies required hereunder
B Before commencing the work the Contractor shall procure and maintain at its own expense minimum insurance in
forms and with insurance companies acceptable to FW to cover loss or liability arising out of the Work All
insurance policies must be underwritten by insurers authorized to conduct business within the Commonwealth of
Virginia and must have a Bests rating of at least A- and a financial size of class VIII or better in the latest edition
of Bests Insurance Reports
C The Contractor shall immediately notify FW of any claim or suit made or filed against the Contractor or its
subcontractors regarding any matter resulting from or related to the Contractors obligations under the contract If such a claim or suit is brought the Contractor will cooperate assist and consult with FW in the defense or
IFB 21-054
Electric Motor Repairs
28
investigation of any suit or action made or filed against FW as a result of or relating to the Contractors performance
under this contract
D With the exception of Workersrsquo Compensation and Employersrsquo Liability Insurance all additional insurance policies
specified herein shall name FW as an additional insured with regard to work performed under any subsequent Contract
E The Contractor will provide FW with copies of certificates of insurance coverage and proof of payment of all
premiums Each certificate of insurance must include (a) an endorsement from the insurer that certifies that the
Contractor maintains the referenced policy in full force and effect (b) where applicable a statement indicating that
FW is included as an additional insured and (c) a provision requiring that not less than 30 days written notice will
be given to FW before any policy or coverage is canceled or modified in any material respect Without limiting the
requirements set forth above the insurance coverages will include a minimum of
1 Workers Compensation and Employers Liability Insurance Statutory requirements and benefits as required
by the Commonwealth of Virginia and 2 Required Commercial General Liability Insurance This insurance must be written on an occurrence basis
and shall be endorsed to include FW as an additional insured and shall provide at a minimum the following
General Aggregate Limit $1000000
(Other than Products-Completed Operations)
Products-Completed Operations Aggregate Limit $ 500000
Personal amp Advertising Injury Limit $ 500000
Each Occurrence Limit $ 500000
For Construction Contracts
Directors amp Officers ndash Errors amp Omissions $2000000
F Business Automobile Liability Insurance This insurance coverage must extend to any motor vehicles or other
motorized equipment regardless of whether it is owned hired or non-owned and must cover Bodily Injury and
Property Damage with a combined single limit of at least $1000000 each accident This insurance must be written
in comprehensive form and must protect the Contractor and FW against claims for injuries to members of the public
andor damage to the property of others arising from the Contractorrsquos use of motor vehicles or other equipment and
must cover both on-site and off-site operations
G Nothing contained herein will be deemed to operate as a waiver of FWrsquos sovereign immunity under the law
615 No Waiver or Estoppel
Neither the inspection by FW nor any of its employees nor any payment of money nor payment for nor acceptance of
any Commodity by FW nor any extension of time shall operate as a waiver of any provision of this Contract or of any
power herein reserved to the Owner or of any right to damage herein provided No waiver of any breach of this Contract
shall be held to be a waiver of any other subsequent breach All remedies provided in this Contract to FW shall be
construed as cumulative and shall be in addition to each and every other remedy herein provided Neither FW nor any
officer employee or authorized representative of FW will be bound precluded or estopped by any action
determination decision acceptance return certificate or payment made or given under or in connection with the
Contract by any officer employee or authorized representative of the Owner at any time either before or after final
completion and acceptance of the Work and payment therefore from (a) showing the true and correct classification amount quality or character of the Commodities delivered or that any determination decision acceptance return
certificate or payment was incorrect or was improperly made in any respect or that the Commodities or any part thereof
do not in fact conform to the requirements of the Contract (b) demanding and recovering from the Contractor any
overpayment made to the Contractor or such damages as FW may sustain by reason of the Contractorrsquos failure to comply
with the requirements of the Contract or (c) both of the foregoing clauses (a) and (b)
616 Partial Invalidity
IFB 21-054
Electric Motor Repairs
29
Neither any payment for nor acceptance of the whole or any part of the services by FW nor any extension of time
shall operate as a waiver of any provision of any Contract resulting from this IFB nor of any power herein reserved to
FW or any right to damages herein provided nor shall any waiver of any breach of any Contract be held to be a waiver
of any other or subsequent breach Failure of FW to require compliance with any term or condition of any Contract shall
not be deemed a waiver of such term or condition or a waiver of the subsequent enforcement thereof
617 Payment Clauses Required in All Contracts
Section sect 22-4352 of the Virginia Public Procurement Act requires the following
A That any contract awarded by FW include the following clauses
1 The Contractor shall take one of the two following actions within seven days after receipt of amounts paid to the contractor by FW for work performed by any subcontractor(s) under the contract
a The Contractor shall pay its subcontractor(s) for the proportionate share of the total payment received from
FW attributable to the work performed by the subcontractor under that contract or
b Notify FW and any subcontractor(s) in writing of his intention to withhold all or a part of the
subcontractors payment with the reason for nonpayment
2 Bidders shall include in their offer submissions either (i) if an individual contractor their social security
numbers and (ii) proprietorships partnerships and corporations to provide their federal employer identification
numbers
3 The contractor shall pay interest to the subcontractor(s) on all amounts owed by the Contractor that remain
unpaid after seven days following receipt by the Contractor of payment from FW for work performed by the
subcontractor under the contract except for amounts withheld as allowed in subdivision 1
4 Unless otherwise provided under the terms of this contract interest shall accrue at the rate of one percent per
month
B The contractor shall include in each of its subcontracts a provision requiring each subcontractor to include or
otherwise be subject to the same payment and interest requirements with respect to each lower-tier subcontractor
C A contractors obligation to pay an interest charge to a subcontractor pursuant to the payment clause in this section
shall not be construed to be an obligation of FW A contract modification shall not be made for the purpose of
providing reimbursement for the interest charge A cost reimbursement claim shall not include any amount for
reimbursement for the interest charge
618 Payment
A Invoices All invoices shall be submitted directly to the FW Accounts Payable department by mail fax or e-mail
Invoices shall include the FW Purchase Order and the Contractorrsquos FEIN Invoices are not to be sent to the contract
Project Manager or other departmental reps Failure to comply may result in late payments for which FW will not
be liable
B Terms All payments will be Net 30 from the date of receipt of a valid invoice at FW Finance Department Payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery
whichever occurs last This shall not affect offers of discounts for payment in less than 30 days however
C Partial Payments Requests for partial payments or advanced payments must be submitted as part of the Price Bid
along with a justification FW reserves the right to accept reject or negotiate requests for partial payments If the
request is rejected the Bidder must waive the requirement in order to remain in consideration
D Refunds If the Contractor is declared to be in default FW will be eligible for a full and immediate refund for all
payments made to the Contractor Partial Payments Requests for partial payments or advanced payments must be
submitted as part of the Price Offer along with a justification FW reserves the right to accept reject or negotiate
requests for partial payments If the request is rejected the Bidder must waive the requirement in order to remain
in consideration
IFB 21-054
Electric Motor Repairs
30
E Unreasonable Charges Under certain emergency procurements and for most time and material purchases final job
costs cannot be accurately determined at the time orders are placed In such cases final payment is contingent on
a determination of reasonableness with respect to all invoiced charges Charges that appear to be unreasonable will
be researched and challenged and that portion of the invoice held in abeyance until a settlement can be reached Upon determining that invoiced charges are not reasonable FW shall promptly notify the Contractor in writing as
to those charges that it considers unreasonable and the basis for the determination
619 Price Firm Period
Bid pricing shall be firm fixed as originally offered and accepted for the first 12 months of the contract
620 Rider Clause
Subject to the mutual agreement between the parties any contract awarded on the basis of this solicitation may be used
by any public entity (to include jurisdictions comprising the Metropolitan Washington Council of Governments) to
enter into a contract for the services described and defined herein For single purchases the contract may be used for
up to 12 months from the actual date of contract award For multi-year contracts the contract may be used throughout
the effective period of the contract Contracts awarded as a result of this solicitation will be subject to these terms and
conditions andor such terms and conditions as may be required by the controlling body for the public agency using the
contract Pricing shall be as offered by the successful Offeror and subsequently accepted by FW
621 Taxes
FW is exempt from Federal Excise Taxes Virginia State Sales and Use Taxes and the District of Columbia Sales Taxes
and Transportation Taxes FWs tax identification number is 54-6025290
622 Termination of Contract
A For Cause In the event that the Contractor (1) fails to deliver any Commodity or Service in accordance with the
time period established therefore in the Contract or (2) fails to furnish any Commodity or Service which conforms
in all respects to the requirements of the Contract then FW without prejudice to any other rights or remedies it may
have at law or in equity (including its right to seek damages from the Contractor) shall have the right to terminate
the Contract and any outstanding Purchase Orders by issuing a written notice of termination to the Contractor Such
notice of termination shall describe in reasonable detail the grounds for the termination and shall take effect
immediately upon receipt by the Contractor
If after issuance of a notice of termination under this Section it is determined for any reason that cause for such
termination did not exist then the rights and obligations of the parties shall be the same as if the notice of termination
had been delivered under the provisions of subsection B (termination for convenience) hereof provided however that the Contractor in such event shall be deemed to have received seven days prior written notice of such
termination Any compensation due the Contractor pursuant to subsection B shall be offset by the cost to FW of
remedying the default by the Contractor The Contractor shall in no event be entitled to receive any consequential
damages or any anticipated profits with respect to Commodities not yet furnished to and accepted by FW as of the
effective date of any such termination
B For Convenience FW shall have the right to terminate the Contract andor any outstanding Purchase Orders issued
hereunder at its own convenience for any reason by giving seven business days prior written notice of termination
to the Contractor In such event the Contractor shall be paid an amount equal to the actual cost of any Commodity
delivered to and accepted by FW and the actual cost of any equipment goods or materials ordered by the Contractor
hereunder in good faith which could not be canceled less the salvage value thereof provided sufficient
substantiation is furnished to FW Any subcontract entered into by the Contractor in connection with the transactions contemplated hereby shall contain a similar termination provision for the benefit of the Contractor and
FW The Contractor shall in no event be entitled to receive anticipated profits on any Commodities not yet furnished
to and accepted by FW as of the effective date of any such termination
IFB 21-054
Electric Motor Repairs
31
623 Virginia Freedom of Information Act
Except as provided herein all proceedings records contracts and other public records relating to procurement
transactions shall be open to the inspection of any citizen any interested person firm or corporation in accordance with
the Virginia Freedom of Information Act
624 Faith-Based Organizations
FW does not discriminate against faith-based organizations
625 Immigration Reform and Control Act of 1986
By entering this Contract the Contractor certifies that it does not and will not during the performance of this Contract
violate the provisions of the Federal Immigration Reform and Control Act of 1986 which prohibits employment of
illegal aliens
626 Severability
In the event that any provision shall be adjudged or decreed to be invalid by a court of competent jurisdiction such ruling
shall not invalidate the entire Agreement but shall pertain only to the provision in question and the remaining provisions shall
continue to be valid binding and in full force and effect
627 Licensure
To the extent required by the Commonwealth of Virginia (see eg 541-1100 et seq of the Code of Virginia) or FW the
Contractor shall be duly licensed to provide the goods and services required to be delivered pursuant to this Contract
628 Authority to Transact Business in Virginia
A Contractor organized as a stock or nonstock corporation limited liability company business trust or limited partnership
or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a
domestic or foreign business entity if so required by Title 131 or Title 50 of the Code of Virginia or as otherwise required
by law Any business entity described herein that enters into a Contract with FW pursuant to the Virginia Public Procurement
Act 22-4300 et seq shall not allow its existence to lapse or its certificate of authority or registration to transact business in
the Commonwealth if so required under Title 131 or Title 50 of the Code of Virginia to be revoked or cancelled at any time during the term of the Contract FW may void any Contract with a business entity if the business entity fails to remain in
compliance with the provisions of this section
629 Drug-free Workplace to be Maintained by Contractor
During the performance of this contract the contractor agrees to (i) provide a drug-free workplace for the contractors
employees (ii) post in conspicuous places available to employees and applicants for employment a statement notifying
employees that the unlawful manufacture sale distribution dispensation possession or use of a controlled substance or
marijuana is prohibited in the contractors workplace and specifying the actions that will be taken against employees for violations of such prohibition (iii) state in all solicitations or advertisements for employees placed by or on behalf of the
contractor that the contractor maintains a drug-free workplace and (iv) include the provisions of the foregoing clauses in
every subcontract or purchase order of over $10000 so that the provisions will be binding upon each subcontractor or vendor
630 Employment Discrimination by Contractor Prohibited Required Contract Provisions
The following provision is required to be in every contract of more than $10000 (Virginia Public Procurement Act sect 22-
4311)
A During the performance of any ensuing contract the Contractor agrees as follows
IFB 21-054
Electric Motor Repairs
32
1 The contractor will not discriminate against any employee or applicant for employment because of race
religion color sex national origin age disability or other basis prohibited by state law relating to
discrimination in employment except where there is a bona fide occupational qualification reasonably
necessary to the normal operation of the contractor The contractor agrees to post in conspicuous places
available to employees and applicants for employment notices setting forth the provisions of this nondiscrimination clause
2 The contractor in all solicitations or advertisements for employees placed by or on behalf of the contractor
will state that such contractor is an equal opportunity employer
3 Notices advertisements and solicitations placed in accordance with federal law rule or regulation shall be
deemed sufficient for the purpose of meeting the requirements of this section
B The contractor will include the provisions of the foregoing paragraphs 1 2 and 3 in every subcontract or purchase
order of over $10000 so that the provisions will be binding upon each subcontractor or vendor
631 Counterparts
This Contract and any amendments or renewals hereto may be executed in a number of counterparts and each
counterpart signature when taken with the other counterpart signatures is treated as if executed upon one original of
this Contract or any amendment or renewal A signature by any party to this Contract provided by facsimile or
electronic mail is binding upon that party as if it were the original
632 Survival of Terms
Upon discharge of this Agreement Sections (Notice Hold Harmless Warranties Governing LawForum Contractual
Disputes) of these Terms and Conditions continue and survive in full force and effect
633 Non-Waiver
No waiver of any provision of this Agreement shall constitute a waiver of any other provision nor shall any waiver of this Agreement constitute a continuing waiver unless otherwise expressly provided
634 Contractual Disputes
A Contractual claims whether for money or for other relief will be submitted in writing not later than 60 days after
final payment provided however that written notice of the Contractorrsquos intention to file such claim must
1 Be delivered to the attention of FWrsquos Procurement Representative assigned to this contract not later than five
days after the occurrence or of the beginning of the Work upon which the claim is based and
2 Contain a reasonably detailed description of the basis of the claim otherwise the claim will be deemed to have been waived FW will make a written decision upon any such claim within 60 days after submittal of the claim
The Contractor will not institute legal action prior to receipt of FWrsquos decision on the claim unless FW fails to
render such decision within 90 days after submittal of the claim The decision of FW will be final unless the
Contractor initiates legal action as provided in Section 22-4364 of the Virginia Code Failure of FW to render
a decision within 90 days will not result in the Contractor being awarded the relief claimed nor will it result in
any other relief or penalty The sole result of FWrsquos failure to render a decision within the time allotted will be
the Contractorrsquos right to immediately institute legal action No administrative appeals procedure pursuant to
Section 22-4365 of the Virginia Code has been established for contractual claims under this Agreement
B No claim of any nature will be made against FW by or on behalf of a subcontractor unless the Consultant has first
(a) evaluated such claim thoroughly and determined it to be meritorious (b) issued a written notice to the
subcontractor finding the subcontractorrsquos claim to be meritorious and setting forth any additional compensation or additional days to be paid or granted to the subcontractor on account of such claim and (c) paid the subcontractor
in full for such claim In presenting such a claim the Consultant will provide FW with a copy of the written notice
to the subcontractor and with evidence of payment in full of the subcontractorrsquos claim No such claim will exceed
the amount actually paid to the subcontractor
IFB 21-054
Electric Motor Repairs
33
ATTACHMENT 1
BID SUBMISSION FORM
COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE E-MAIL
FAX FED ID
VIRGINA STATE CORPORATION COMMISSION (SCC) REGISTRATION INFORMATION
The bidder
1048709 is a corporation or other business entity with the following SCC identification number
-OR-
1048709 is not a corporation limited liability company limited partnership registered limited liability partnership or business trust
-OR-
1048709 is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees agents offices facilities or inventories in Virginia (not counting any employees or agents in Virginia
who merely solicit orders that require acceptance outside Virginia before they become contracts and not counting any
incidental presence of the offeror in Virginia that is needed in order to assemble maintain and repair goods in accordance with
the contracts by which such goods were sold and shipped into Virginia from offerorrsquos out-of-state location) -OR-
1048709 is an out-of-state business entity that is including with this proposal an opinion of legal counsel which accurately and
completely discloses the undersigned offerorrsquos current contacts with Virginia and describes why those contacts do not constitute
the transaction of business in Virginia within the meaning of sect 131-757 or other similar provisions in Titles 131 or 50 of the
Code of Virginia
1048709 Please check this box if you have not completed any of the foregoing options but currently have pending before the SCC an
application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number once issued (Fairfax Water reserves the right to determine in its sole discretion
whether to allow such waiver)
IFB 21-054
Electric Motor Repairs
34
COMPANY
PART 1 ndash Hypothetical Electric Motor Repair Pricing
Repair scenarios immediately follow the signature section of the Bid Submission Form See Section 56 of the
solicitation for detailed instructions on how to complete the Bid Form and on how to bid the hypothetical repair scenarios To be deemed responsive and eligible for contract award the Bidder shall bid on all four scenarios and
shall include the separate price for each scenario in their Bid Submission Packet
HYPOTHETICAL REPAIR PRICING SCHEDULE
Repair 1A
Foxmill Pumping Station Pump Motor 5 Motor Evaluation Report Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1A $_______________________
Repair 1B
Corbalis Treatment Plant Finished Water P1 Inboard Bearing Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1B $_______________________
Repair 1C
Corbalis Plate Settler Feed Pump 2 ndash Motor Evaluation Report Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1C $_______________________
Repair 1D
Griffith Finished Water Pumping Station Pump Motor 3 Motor Evaluation Report
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1D $_______________________
PART 1 HYPOTHETICAL REPAIRS 1A ndash 1D TOTAL COST $_______________________
IFB 21-054
Electric Motor Repairs
35
COMPANY
PART 2 Discounts Offered by Motor Horse Power
1 Discount off Vaughenrsquos Guide for motors greater than 60 hp up to 600 hp (includes all makes amp
models AC amp DC high amp low voltage high amp low RPM single amp three phase)
2 Discount off Vaughenrsquos Guide for motors greater than 600 hp (includes all makes amp models AC amp
DC high amp low voltage high amp low RPM single amp three phase)
Date of Vaughenrsquos Pricing Guide
PART 3 Labor Rates
Labor rates bid in this section shall directly correlate to the labor rates quoted in Part 1 and shall include
all direct and indirect overhead costs including but not limited to travel to and from the jobsite general
and administrative costs etc Labor rates will only be paid on the basis of time at the FW job site or as
documented for work done at the ManufacturerrsquosContractorrsquos site
3 FW Onsite Labor ndash Regular Time (MondayndashFriday 730 am through 500 pm) $___________hour
4 FW Onsite Labor-Overtime $___________hour (Monday-Friday 500 pm through 730 am weekends and holidays)
5 In Shop Labor ndash Regular Time (MondayndashFriday 730 am through 500 pm) $___________hour
6 In Shop Labor ndash Overtime $___________hour
(Monday-Friday 500 pm through 730 am weekends and holidays)
PART 4 Contact Person
List a contact personrsquos name and telephone number for normal FW working hours 730 amndash500 pm
Monday-Friday Answering machines are unacceptable as a point of contact For emergency calls outside
normal FW working hours (nights andor weekends) list a contact personrsquos name and telephone number
or have a voice mail paging system or answering service Bidders using a voice mail paging system or
answering service in lieu of a contact person shall be required to initiate a call back to the sender within
(30) thirty minutes
IFB 21-054
Electric Motor Repairs
36
COMPANY
Type of answering system used by your firm (check one)
Voice Mail Paging System Answering Service
Contact for Normal Working Hours
Name(s) __________________________________________
__________________________________________
Telephone __________________________________________
__________________________________________
Contact for Emergency Calls (outside normal FW working hours)
Name(s) __________________________________________
__________________________________________
Telephone __________________________________________
__________________________________________
PART 5 Repair Facility Capabilities
Please check the following for Repair Facility capabilities
Facility capable of performing all balance work (no subcontracting)
Facility capable of starting 3 phase 4160 volt 3050 HP vertical motor
Facility capable of starting 3 phase 4160 volt 1800 HP horizontal motor
Facility allows for Owner personnel to safely witness testing
Repair Facility Address
IFB 21-054
Electric Motor Repairs
37
Submittals to be included in Bid Packet
1 Attachment 2 ndash Bidder Reference Form
2 Subcontractor List with Subcontractor References if applicable
3 Attachment 9 IRS Form W-9
4 Acknowledgement Page(s) for all Addendum if applicable
bull PAYMENT TERMS FWrsquos minimum payment term is Net 30 days All
bids will be interpreted as Net 30 unless otherwise specified herein By submitting an offer to sell in
response to this solicitation all bidders acknowledge and agree to this requirement
By my signature I certify that I am acting as an agent or in the case of an LLP the Partner or Managing
Partner for the firm identified on this Bid Submission Form and that I am fully authorized to bind the
firm to the specifications terms and conditions of this solicitation as well as any addenda thereto
Company Name
Signature Printed Name
Title Date
[HYPOTHETICHAL REPAIR SCENARIOS IMMEDIATELY FOLLOW THIS PAGE]
IFB 21-054
Electric Motor Repairs
38
BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1A FOXMILL PUMPING STATION PUMP MOTOR 5 SERVICE Reason for Service Motor Evaluation Report
Motor Description General Electric Model 5kb3396448501 Sn Wwh-283004190 Type (Kv) Induction Custom-8000 Vertical Motor 70000 Hp 3 Phase 60 Hertz 4000 Volts Frame 8339p30 887 Rpm 1 Pick up motor from the Foxmill Pump Station Herndon
2 Check all mechanical tolerances and fits using precision measurement tools and provide report highlight any
out of tolerance measurements 3 Check out electrical components using electrical test methods Meggar Surge Pi And Hi Pot 4 Dynamically balance rotors in the presence of the FW representative 5 Clean and degrease motor components 6 Reassemble unit and perform motor testing and final report 7 Ship unit to FW Foxmill PS 8 Provide 1 Year Warranty
CONTINUES ON NEXT PAGE
FOXMILL 5 SAP 350261
MFR GENERAL ELECTRIC
SN WWH-283004189
FRAME 8339P30 TYPE INDUCTION PH 3
DISGN CODE HP 700 VOLTS 4000
HZ 60 RPM 887 AMPS 920 RISE 30deg
B
DUTY Cont CLASS INS F AMPS
Y
TEMP AMB 40deg SF
ENCLOSURE TEWAC
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
550
IFB 21-054
Electric Motor Repairs
39
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1A ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
40
COMPANY BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1B CORBALIS FINISHED WATER P1 MOTOR SERVICE Reason for Service Inboard Bearing
Motor Description Horizontal Motor 1750 Horsepower 3 Phase 60 Hertz 900 Rpm 4000 Volts 21120-17 Frame Ideal Electric Serial 981097-01 Synchronous 1 Pick up motor from Corbalis Water Treatment Plant Herndon
2 Check all mechanical tolerances and fits using precision measurement tools and provide report highlight any
out of tolerance measurements
3 Check out electrical components using electrical test methods Meggar Surge Pi and Hi pot
4 Dynamically balance rotors in the presence of the FW representative
5 Clean and degrease motor components
6 Reassemble unit and perform motor testing and final report
7 Ship unit to FW Corbalis Water Treatment Plant
8 Provide 1 Year Warranty
CONTINUES ON NEXT PAGE
FW 1 SAP 350109
MFR IDEAL ELECTRIC
SN 981097-01 FRAME 21120-17 TYPE SMB PH 3
DISGN CODE HP 1750 VOLTS 4000
HZ 60 RPM 900 AMPS 195 RISE 85deg
B DET
DUTY CONT CLASS INS F AMPS
Y
TEMP AMB 40deg SF 15 ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
41
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1B ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
42
COMPANY BID SUBMISSION PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1C
CORBALIS PLATE SETTLER FEED PUMP 2 FLYGHT MOTOR Reason for Service Motor Evaluation Report Service
Motor Description FLYGT 45kW-60hp RPM 1170 Volts 460 AMPS 73 Model CP3300091-0258 Serial 3300091-0720003 1 Pick Up motor from the Corbalis Water Treatment Plant Herndon
2 Inspect test run and disassemble
3 Perform electrical test and mechanical checks
4 Clean and bake
5 Rewind stator install thermal protectors VPI in Epoxy Resin
6 Fabricate new SS shaft
7 Balance rotor and impeller in the presence of FW representative
8 Replace lower bearing housing and install new bearings and new mechanical seals
9 Replace o-rings and gaskets Replace lifting chain (SS Grade)
10 Install new stationary and rotating wear rings replace retaining rings
11 Replace hardware reassemble unit and perform motor testing and final report
12 Paint
CONTINUES ON NEXT PAGE
Plate Settler Feed Pump 2 SAP 360128
MFR FLYGHT
SN 3300091-0720003
FRAME TYPE
PH
DISGN CODE HP 60 VOLTS 460
HZ
RPM 1170 AMPS 73 RISE
B
DUTY
CLASS INS
AMPS
Y
TEMP AMB
SF
ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
43
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1C ndash CONTINUED
13 Ship unit to FW Corbalis Water Treatment Plant
14 Provide 1 Year Warranty
15 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
44
COMPANY BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1D
GRIFFITH PUMPING STATION PUMP MOTOR 3 SERVICE Reason for Service Motor Evaluation Report Motor has excessive clearance in lower guide bearing Lower Guide bearing is NU style bearing Bearing Skidding is present in Bearing
Motor Description Vertical Motor Type MIBA-V TEWAC 720 RPM 1800 HP 3 Phase 60 Hz 4000 Volts 1 Pick Up motor from Griffith Pump Station Lorton
2 Check All Mechanical Tolerances Fits Using Precision Measurement Tools And Provide Report Hi Lite Any Out
Of Tolerance Measurements 3 Check Out Electrical Components Using Electrical Test Methods Meggar Surge Pi And Hi Pot
4 Dynamically Balance Rotors with FW Rep Present At API 610 4WN
5 Clean And Degrease Motor Components
6 Reassemble Unit and Perform Motor Testing and vibration analysis with FW rep present and provide Final Report
7 Ship Unit to FW Griffith PS
8 Provide 2 Year Warranty
CONTINUES ON NEXT PAGE
FWP3 MFR IDEAL
SN 001077-03 FRAME TYPE IMV PH 3
DISGN CODE HP 1800 VOLTS 4000
HZ 60 RPM 715 AMPS 238 RISE 80 C B RES
DUTY CONT CLASS INS F AMPS 274 105 C
Y RES
TEMP AMB 40 C SF 115 ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
45
COMPANY
BID SUBMISSION PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1D ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
46
ATTACHMENT 2
REFERENCES
BIDDERrsquoS NAME
1 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
2 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
3 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
IFB 21-054
Electric Motor Repairs
47
ATTACHMENT 2
REFERENCES CONTINUED
BIDDERS NAME ______________________________
4 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
5 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
IFB 21-054
Electric Motor Repairs
48
ATTACHMENT 3 OPERATING DATA SHEET
ISSUED TO DATE ISSUED Fairfax Water Work Order FW Electrical Supervisor Phone Conditioned Based Maintenance Supervisor Phone Return date requested A Equipment Specifications
1 Equipment Name
2 SAP ID Number
3 Manufacturer
4 Serial Number
5 Horsepower
6 Voltage B Work Requested
1 Reconditioning and Testing
2 Rewind
3 Other (describe) C If motor failure is involved state conditions under which failure occurred D Special Insulation Requirements
1 Moisture
2 Abrasion E Type of Housing Paint and Color
Paint furnished by customer Yes No
IFB 21-054
Electric Motor Repairs
49
ATTACHMENT 4
INSPECTION DATA SHEET ndashPAGE 1 OF 2 Company Performing Work Motor SN SAP ID A Initial Inspection and Tests
1 Insulation Resistance
Voltage Applied v Ambient Temp oC Machine Temp oC
1 min 10 min PI A to GND
B to GND
C to GND
2 Surge Test Test Voltagehelliphelliphellip V Pass ___ Fail ___ 3 Growler Test Pass ___ Fail ___ 4 Motor Shaft Run out In
5 Rotor Endplay In
6 Shaft Diameter In
B Disassembly
1 End Bells Marked
2 Fan Orientation Marked C Component Inspection
1 General Condition of Rotor (include probable cause of major damage)
a Rotor Iron
b Rotor Windings Rotor bars
c Retaining Rings
IFB 21-054
Electric Motor Repairs
50
ATTACHMENT 4 INSPECTION DATA SHEET ndashPAGE 2 OF 2
Company Performing Work Motor SN SAP ID
2 General Condition of Stator (include probable cause of major damage)
a Stator Iron b End Lacings and Support systems
c Wedges
d Windings
e RTDThermocouple Condition
3 General Condition of Shaft Keyways
4 General Condition of Bearings
5 General Condition of Motor Housing
6 Other
7 Core loss preceding winding removal watts
8 Core loss following winding removal watts
9 Recommended Repairs Signature Printed Name Title Date
IFB 21-054
Electric Motor Repairs
51
ATTACHMENT 5 Page 1 of 5
WORK PERFORMED DATA SHEET Company Performing Work Motor SN SAP ID A Describe work performed on rotor B Describe work performed on stator C Describe work performed on shaft D Describe work performed on bearings
Replaced bearings Yes No Manufacturer Type Code
E Other F Was motor vacuum-pressure impregnated Yes No
Resin used
Number of VPI and bake cycles G Was motor treated for abrasion protection Yes No
Treatment used
IFB 21-054
Electric Motor Repairs
52
ATTACHMENT 5 Page 2 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID H Varnish used for non-VPI applications
Number of dip and bake cycles I Final Tests
1 Insulation Resistance
Voltage Applied v Ambient Temp oC Machine Temp oC
1 min 10 min PI
A to GND
B to GND
C to GND
2 Phase Balance
Voltage Applied Vac A amps B amps C amps
3 High Potential Applied Leakage Time
Phase Voltage Current Duration
A
B
C
OR (if cant be separated)
ALL
IFB 21-054
Electric Motor Repairs
53
ATTACHMENT 5 Page 3 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
4 Winding Resistance
A-B milliohms A-N milliohms
B-C milliohms OR B-N milliohms C-A milliohms C-N milliohms
5 Dynamic Balance
RPM Vibration DE ODE Initial Final
6 No-Load Run
Phase Bearing Current Temperature Vibration_________
Ia Ib Ic Inboard Outboard RPM Inboard Outboard
15 Min 30 Min 45 Min
60 Min Acceleration time (Seconds) Peak starting current (Amper) ( IFL)
7 Miscellaneous
Direction of Rotation Viewed from End
End Play (Sleeve Bearing Only) in
IFB 21-054
Electric Motor Repairs
54
ATTACHMENT 5 Page 4 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
Inboard Bearing Journal Dia in
Inboard Bearing ID in
Outboard Bearing Journal Dia in
Outboard Bearing ID in
8 High FrequencySurge Comparison Tests (New Coils Only)
Voltage Applied v
Results
9 Air Gap Measurements
A minimum of sixteen (16) readings should be taken from each end using the following method
1 Mark position on stator at 12 oclock 3 oclock 6 oclock and 9 oclock 2 Mark position on rotor at 12 oclock 3 Take air gap readings at 12 3 6 and 9 from both ends pinion end (DE) opposite end (ODE)
Record readings [Eight (8) readings] 4 Rotate rotor to 3 oclock position 5 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings [Eight (8)
readings] 6 Rotate rotor to 6 oclock position 7 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings [Eight (8)
readings] 8 Rotate rotor to 9 oclock position 9 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings (Eight (8)
readings) 10 Calculate average readings and overall average air gap The acceptable tolerance between
average readings and the overall average gap is plusmn5
IFB 21-054
Electric Motor Repairs
55
ATTACHMENT 5 Page 5 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
DRIVE END
OPPOSITE DRIVE END
IFB 21-054
Electric Motor Repairs
56
ATTACHMENT 6 WAIVER OF SPECIFICATIONRELEASE OF HOLD POINT
Company Requesting Waiver of SpecificationRelease of Hold Point Person Making RequestDate Contact Info FW Equipment Name FW SAP EQUIPMENT Number Manufacturer Serial Number Horsepower Voltage Request for Waiver of Specification
Request for Release of Hold Point
Item Description FW Authorized Action APPROVED BY Printed Name and Title Date
IFB 21-054
Electric Motor Repairs
57
ATTACHMENT 7
RECOMMENDED CLEARANCES SLEEVE BEARINGS
ROUND BORES ONLY Company Performing Work Motor SN SAP ID Shaft Size Clearance for Clearance for Journal Diameter Horizontal Shaft Vertical Shaft (In inches) (In Inches) (In Inches) (In Inches) 1 004 +001 -000 004 +001 -000 2 004 +001 -000 004 +001 -000 3 006 +002 -000 006 +001 -000 4 008 +002 -000 007 +001 -000 5 010 +002 -000 007 +002 -000 6 012 +002 -000 007 +002 -000 7 014 +002 -000 007 +002 -000 8 016 +002 -000 007 +002 -000 9 018 +002 -000 007 +002 -000 10 020 +002 -000 007 +002 -000 11 020 +002 -000 007 +002 -000 12 021 +002 -000 007 +002 -000 13 021 +002 -000 007 +002 -000 14 022 +002 -000 007 +002 -000 15 022 +002 -000 008 +002 -000 16 023 +002 -000 008 +002 -000 17 023 +002 -000 008 +002 -000 18 024 +002 -000 008 +002 -000 19 024 +002 -000 008 +002 -000 20 025 +002 -000 008 +002 -000
IFB 21-054
Electric Motor Repairs
58
ATTACHMENT 8 Company Performing Work Motor SN SAP ID
DYNAMIC BALANCE CERTIFICATE
Balance Machine Model No ______________ Last Calibration Date ________ Balance Machine Serial No __________________________ Weight __________________ ldquoIn Servicerdquo Speed (RPM) ________ Balance Speed (RPM) __________________________
Certified by Printed Name and Title
Radius of permanent balance weight (in) _____________ IB _____________OB As Found Balance (ozin) _____________________IB ___________________OB As Left Balance (ozin) ______________________IB ___________________OB Calculated acceptance limit per journal (4WN) ___________IB __________OB If ozin value is not available for ldquoAs Found Balancerdquo and ldquoAs Left Balancerdquo use the mils value
Vendor _______________________________ Balance Date _________Time____ Equipment balanced __________________________________________________
IFB 21-054
Electric Motor Repairs
i
1 INTRODUCTION AND OBJECTIVE 1 11 Introduction 1 12 Objective 1 2 HYPOTHETICAL REPAIR SCENARIOS FOR BID EVALUATION PURPOSES ONLY 1 3 DEFINITIONS 1 4 SPECIFICATIONSSCOPE OF WORK 2
41 General Requirements and Technical Specifications Description 2 42 Written Quotes and Required Documentation for all Future Work 3 43 Technical Specification 4 44 Repair Facility Requirements 14 45 Future Work Time of Performance 14 46 Transportation 15 47 Priority Customer 15 48 Time Is Of The Essence 15 49 Use of Subcontractors 15 410 Delays 16 411 Site Safety and Access 16 412 Superintendence by Contractor 17 5 INSTRUCTIONS TO BIDDERS 17
51 Questions and Communications 17 52 Instructions for Submitting Bids 17 53 Virtual Bid Opening 18 54 Familiarity with Specifications 18 55 Bid Submission Packet 18 56 Directions for Completing the Bid Form and Bidding each Hypothetical Electric Motor Repair 19 57 Proprietary Information 20 58 ExceptionsAdditions 21 59 Addenda to the IFB 21 510 Late Bids 21 511 Arrearage 21 512 Contract Award 21 513 Public Notice of Award 22 514 Authorization to do Business in Virginia 22 515 Cancellation 22 516 Compliance with Laws Regulations and Codes 22 517 Debarment Status 22 518 Duration of Bids 23 519 Unit Prices Prevail 23 520 Negotiation with Low Bidder 23 521 References 23 522 Insurance Claims against Bidder 24 523 Incorporation by Reference 24 6 CONTRACT TERMS AND CONDITION 24
61 Term of Contract 24 62 Anti-Discrimination 24 63 Antitrust 25 64 Assignment of Interest 25 65 Availability of Funds 25
IFB 21-054
Electric Motor Repairs
ii
66 Compliance with Laws Regulations and Codes 25 67 Contract Formation 25 68 Contract Changes Change Orders 25 69 Contractorrsquos Responsibilities 26 610 Ethics in Public Contracting 26 611 Examination of Records 26 612 Governing Law Venue Waiver of Jury Trial 27 613 Indemnification and Responsibility for Claims and Liability 27 614 Insurance 27 615 No Waiver or Estoppel 28 616 Partial Invalidity 28 617 Payment Clauses Required in All Contracts 29 618 Payment 29 619 Price Firm Period 30 620 Rider Clause 30 621 Taxes 30 622 Termination of Contract 30 623 Virginia Freedom of Information Act 31 624 Faith-Based Organizations 31 625 Immigration Reform and Control Act of 1986 31 626 Severability 31 627 Licensure 31 628 Authority to Transact Business in Virginia 31 629 Drug-free Workplace to be Maintained by Contractor 31 630 Employment Discrimination by Contractor Prohibited Required Contract Provisions 31 631 Counterparts 32 632 Survival of Terms 32 633 Non-Waiver 32 634 Contractual Disputes 32
Attachment 1 Bid Submission Form
Attachment 2 Reference Form
Attachment 3 Operating Data Sheet
Attachment 4 Inspection Data Sheet
Attachment 5 Work Performed Data Sheet
Attachment 6 Waiver of SpecificationRelease of Hold Point
Attachment 7 Recommended Clearances Sleeve Bearings Round Bores Only
Attachment 8 Dynamic Balance Certificate
Attachment 9 IRS Form W-9 Request for Taxpayer Identification Number and
Certification
IFB 21-054
Electric Motor Repairs
1
1 INTRODUCTION AND OBJECTIVE
11 Introduction
The Fairfax County Water Authority doing business as Fairfax Water (FW) was created under the
Virginia Water and Waste Authorities Act pursuant to resolutions adopted by Fairfax County on
September 26 1957 Fairfax Water is managed by a ten-member Board of Directors appointed for
three-year terms by the Fairfax County Board of Supervisors
12 Objective
The objective of this Invitation to Bid (IFB) is to award a contract to the lowest responsive and
responsible bidder for as needed electric motor reconditioning and repair services on 60 hp or larger
3-phase induction and synchronous motors as specified and defined herein
2 HYPOTHETICAL REPAIR SCENARIOS FOR BID EVALUATION PURPOSES ONLY
The hypothetical repair scenarios included in this solicitation are for bid evaluation purposes only
The scope of work and pricing for all actual repairs post contract award shall be in accordance with
any resultant contract awarded as a result of this solicitation
3 DEFINITIONS
A Award ndash means the decision by FW to execute a contract after all necessary approvals have been
obtained
B Bid ndash means the response by a Bidder to an Invitation for Bids issued by a procurement agency to
obtain goods or services
C Bidder ndash means any person submitting a response to an IFB
D Contract ndash means the formal agreement as a result of this solicitation
E Contract Completion ndash means the point in time when FW Project Manager confirms in writing
that the contract has been completed as contracted for and the Contractor is released from any
further obligations All remaining payments due the Contractor shall be approved for payment at
this time
F Contractor ndash means the successful Bidder receiving a contract as a result of this solicitation
G Default ndash means that the Contractor has failed to fulfill its contractual obligations properly and on
time
H FW ndash means Fairfax Water The terms Owner and FW have the same meaning
I Notice ndash The term ldquoNoticerdquo or the requirement to notify means a written communication delivered
in person by facsimile or by certified or registered mail to the individual or firm or to an officer
of the Contractor for whom it is intended
J Owner ndash Fairfax County Water Authority
K Project ndash The term ldquoProjectrdquo means the same as the phrase ldquothe Workrdquo
L Project Manager ndash means FW employee assigned to this project for purposes of oversight of the
project The Project Manager is responsible for all aspects of the contract (excluding contract
modifications) after contract award including but not limited to approving design changes and
authorizing payment for completed work
IFB 21-054
Electric Motor Repairs
2
M Specifications ndash The term ldquoSpecificationsrdquo describes the physical or functional characteristics or
the nature of a good service or construction item required It may include a description of any
requirement for inspecting testing or preparing a good services or construction item for delivery
N Work ndash The word ldquoWorkrdquo shall include all material labor equipment and tools appliances
machinery transportation and appurtenances necessary to perform and complete the Contract and
any such additional items not specifically indicated or described which can be reasonably inferred
as belonging to the item described or indicated or as required by industry practice custom or usage
to complete the project as proposed by the Bidder and accepted by FW
4 SPECIFICATIONSSCOPE OF WORK
41 General Requirements and Technical Specifications Description
A Overview
The purpose of this motor repair and rewind specification is to define minimum technical
requirements required by the Owner applicable to reconditioning and repair of three phase
induction and synchronous motors 60 hp and larger This specification shall apply to routine
reconditioning and repair procedures It is not the intent of the specification to define
requirements for specialty motors requiring uncommon reconditioning and repair procedures
or to provide lesser guidance than industry best practice on all motor repairs Situations where
there is conflict between specialty motors or special situations and a disparity exists between
this specification and industry recognized standards shall be addressed on a case by case basis
B FW Option for DC or AC High Potential Testing
Fairfax Water reserves the option whether DC or AC High Potential Testing is used on
existing windings during reconditioning
C Industry Standards Applicable to the Work
1 Industry standards include
a ANSIEASA AR100 (latest edition) ldquoRecommended Practice for the Repair of
Rotating Electrical Apparatusrdquo
b IEEE Std 1068 (latest edition) ldquoIEEE Standard for the Repair and Rewinding of AC
Electric Motors in the Petroleum Chemical and Process Industriesrdquo
c ISO 1940-1 (latest edition) ldquoMechanical Vibration ndash Balance Quality Requirements
for Rotors in a Constant (Rigid) State ndash Part 1 Specification and Verification of
Balance Tolerancerdquo
2 References to appropriate definitions components and relevant standards are found in the
above standards Additional acceptable standards include ABFMA API EASA (including
Tech Notes) IEC IEEE and NEMA where applicable where the procedures and tolerances
exceed those in the above listed standards and do not conflict with best practices or this
IFB 21-054
Electric Motor Repairs
3
specification The Contractor shall consult with and defer to the FW Project Manager for
any deviation from this specification
42 Written Quotes and Required Documentation for all Future Work
A Written Quotes for All Future Work
1 The Contractor shall submit a written quote to the FW Project Manager within 3 business
days of receiving the electric motor in their shop The contractor may submit a written
request to extend the 3-day timeframe to the FW Project Manager The written request
shall include a verifiable reason for the delay FW reserves the right to decline the
request if the delay cannot be documented and verified
2 The written quote shall include at a minimum the following
a The complete scope of work to repair the motor
b All labor hours by type quantity unit cost and extended cost
c All materials listed by manufacturer and manufacturer part number quantity unit
cost and extended cost
d Total number of calendar days required to complete the repair after receipt of written
order to proceed
e The motor serial number and the FW Work Order Number listed on Attachment 3
f The cost of equipment rental subcontractors or any materials not included in the
Vaughenrsquos Pricing Guide needed to fulfill the requirements of the repair
g The Contractor may include written recommendations for substitutions that will
increase motor life reduce costs or reduce the delivery lead-time as separate options
on their quote Contractor shall not proceed with any proposed options without the
express written consent of FW
3 Pricing for all future repairs and parts shall be based on the Vaughenrsquos Price Guide and
the labor rates awarded In the event the Contractor must provide materials or equipment
rental not included in the pricing guide then compensation will be based on the
Contractorrsquos actual cost to supply the materials or equipment rental In these
circumstances the Contractor shall include a copy of their supplierrsquos invoice with all
invoices submitted to FW
B Operating Data Sheet (Attachment 3)
This sheet will be completed by the FW Project Manager requesting the work and will be
sent with the motor to the repair facility
C Inspection Data Sheet (Attachment 4)
This sheet shall be completed by the Contractor documenting the results of inspections and
tests performed prior to reconditioning or repair procedures Upon completion of the work
the Contractor shall distribute one copy each of this sheet to the FW Electrical Supervisor and
IFB 21-054
Electric Motor Repairs
4
the Conditioned Based Maintenance Supervisor identified on the Operating Data Sheet
(Attachment 3) that was submitted to the Contractor when work was requested
D Work Performed Data Sheet (Attachment 5)
This sheet shall be completed by the Contractor documenting the work performed Upon
completion of the work the Contractor shall distribute one copy each to the FW Electrical
Supervisor and the Conditioned Based Maintenance Supervisor identified on the Operating Data
Sheet (Attachment 3) that was submitted to the contractor when work was requested
E Waiver of SpecificationRelease of Hold Point (Attachment 6)
This sheet will be issued to the Contractor by the FW Project Manager authorizing the
Contractor to deviate from these specifications and to allow the Contractor to proceed beyond
a hold point (see Section 32 paragraph G below) Approval to deviate from the specification
or proceed beyond a hold point may be issued verbally by the FW Project Manager Whenever
a verbal authorization is issued to the Contractor the ldquoWaiver of SpecificationRelease Hold
Pointrdquo sheet will be forwarded to the Contractor within five working days
F Recommended Clearances ndash Sleeve Bearings Round Bores Only (Attachment 7)
If the Contractor is re-babbitting the motor babbitt bearings the Contractor shall adhere to the
clearances shown on Attachment 7
G Dynamic Balance Certificate (Attachment 8) ndash All final balancing of the rotating element
shall be conducted in the presence of FWrsquos Condition Based Maintenance Supervisor the
FW Project Manager or their designated representative
H Hold Points
The points defined within the specification as ldquoHold Pointsrdquo are situations that warrant
individual technical evaluation as to the method of repair quality of substituted materials or
components or alternate procedures other than as specified herein Should such situations
develop during the progress of the work no further work shall proceed without consent of the
FW Project Manager
43 Technical Specification
A Motor Reconditioning
1 The routine reconditioning of a motor shall consist only of the following steps
a Initial inspection and tests
b Disassembly
c Component inspection
d Cleaning and baking
e Varnish treatment and bake cycle
f Reassembly and testing
IFB 21-054
Electric Motor Repairs
5
g Painting
2 A routine reconditioning contains no major repairs Major repairs include but may not
be limited to
a Stator rewind
b Core restacking
c Lead replacement
d Securing loose rotor bars and retaining rings
e Shaft straightening
f Bearing repair or replacement
g Shaft journal repairs
h Exciter package repairs
MOTOR RECONDITIONING HOLD POINT
bull If at any point during a reconditioning major repairs are deemed
necessary the Ownerrsquos representative as shown on Attachment 3
(Operating Data Sheet) shall be contacted for approval (See Section
23B for major repair work specifications and procedures)
bull Data required by the Owner as a result of inspections and tests
performed during reconditioning are outlined in Attachment 5
(Inspections Data Sheet)
3 Initial Inspection and Tests
a The motor shall be subjected to an insulation resistance test with polarization index as
outlined in IEEE Std 43 (Sections 53 and 54) The insulation resistance test shall be
performed for ten minutes as follows (IEEE Std 43-2013 Table 1 and Section 53)
1) Motors up to 600 volts -use 500 VDC
2) 24 KV motors -use 2500 VDC
3) 41 KV motors -use 5000 VDC
b The polarization index shall be the ratio of the 10-minute resistance measurement and
the 1-minute measurement Insulation resistance findings must be temperature
corrected to the lsquoThermosettingrsquo value per IEEE 43 Section 63 and Figure 5 with
acceptable tolerance as found in Table 4 for further electrical testing
c Motor shaft run out shall be measured Run out measurements shall be made with a
stationary indicator and keyways shall be inspected in accordance with the method
described in ANSIEASA AR100 Section 2 and Tables 2-1 to 2-6
d Rotor end play shall be measured per IEEE Std 1068 Section 52 (incoming tests) and
ANSIEASA AR100 Section 2 (Mechanical)
IFB 21-054
Electric Motor Repairs
6
e Mounting surfaces including Rabbet fits shall be inspected per ANSIEASA AR100
Section 2 and Tables 2-8 to 2-10
4 Disassembly
a Upon completion of initial inspection and testing the motor shall be disassembled
Disassembly shall be performed per the procedure in IEEE Std 1068 Section 6 The
following precautions shall be taken prior to disassembly
1) Stencil identification and orientation on end bells- drive end (DE) and opposite
drive end (ODE)
2) Mark proper fan orientation
3) The coupling shall only be removed at the request of FW or if it is required in order
to complete disassembly of the motor The Contractor shall request approval from
the FW Project Manager prior to removing the coupling
5 Component Inspection (IEEE Std 1068 Section 62 for guidance)
a Rotor ndash The rotor shall be inspected for signs of physical damage Retaining rings shall
be checked for evidence of overheating and arcing Additionally the rotor shall be
tested for loose bars and open circuits by use of a growler or sonic test method The
rotor will be balanced prior to reassembly as per Section 43A8f Rotor inspection
and additional methods are found in ANSIEASA AR100 Section 38 and IEEE Std
1068 Section 62e) and Section 632
b Stator ndash The stator shall be inspected for evidence of insulation faults loose coils in
slots loose wedges loose ties and blocking signs of overheating and iron damage
Tightening of loose wedges loose coils blocking and repair of ties shall be performed
as needed Stator RTDrsquos thermocouples and thermistors shall be resistance or
continuity checked as needed Stator inspection shall be performed per the procedure
outlined in IEEE Std 1068 Sections 62 and 631
c Shafts ndash The shaft shall be inspected for straightness keyway condition bearing journal
and imperfections per ANSIEASA AR100 Section 2 and IEEE Std 1068 Section
6322 and additional sections as appropriate based on the construction of the rotor
SHAFT INSPECTION HOLD POINT
bull Should shaft run out exceed the following tolerances Owner
approval will be required before further action is taken
RPM Run Out
Less than 1800 0002 inch
More than 1800 0001 inch
bull Measurements shall be taken at the end of the keyway extension
Keyways shall be machined to accept key steel to an interference fit
IFB 21-054
Electric Motor Repairs
7
Journal run out and shaft imperfections shall be corrected by
welding for direct coupled machines only or by providing a new
shaft
d Bearings
1) Roller and ball bearing fits shall be measured and compared with tolerances
specified by the motor manufacturer Bearings shall be replaced with SKF brand
bearings When replacing roller bearings that require periodic greasing shielded
pre-greased bearings shall be used where possible Otherwise the bearing shall be
replaced with the same style bearing as the original (eg shielded sealed open
covered roller etc) Reference ANSIEASA AR100 Section 2 and Tables 2-13
and 2-14 for fit guidance Reference ABFMA 7 and 20 for all other tolerances
Inspection guidance and terminology are found in IEEE Std 1068 Section 62
2) No substitute bearing types will be allowed without the Ownerrsquos consent
3) No knurling peening or adhesive shall be used as a means of retaining bearings on
a shaft or housing
4) Sleeve bearings shall be re-babbitted as needed uniform in diameter smooth
internally suitably grooved for proper distribution of lubricant and fitted within
tolerances specified by the motor manufacturer If manufacturerrsquos bearing data is
not available the maximum clearance between the bore of the bearing and the
diameter of the shaft journal shall be determined by referring to Attachment 7 Re-
babbetting shall be spun-cast and adherence greater than 98
BEARINGS HOLD POINT
bull The Contractor shall report any bearing requiring repair or
replacement on the written repair quote and on the Work
Performed Sheet (Attachment 5)
e Motor Housing The motor housing and end bells shall be inspected for cracks or other
damage Reference ANSIEASA AR100 Section 2 and IEEE Std 1068 Section 62 for
guidance
6 Cleaning and Baking
a The stator shall be steam cleaned Any solvents or soaps required shall be compatible
with the motor insulation system No steel wool or similar metallic pads shall be used
for cleaning the stator windings or rotor of the motor The stator shall be baked at a
temperature of 250 degrees F ndash 300 degrees F for a period of two to three hours or
until sufficiently dry The stator shall then be cooled down to 170 degrees F ndash 150
degrees F prior to varnish treatment The oven shall be equipped with a water fire
suppression system and a temperature recording chart meter
IFB 21-054
Electric Motor Repairs
8
CLEANING AND BAKING HOLD POINT
bull Should an alternative to baking be necessary Owner approval will
be required before further action is taken
b The rotor shall be cleaned as needed with a suitable solvent and oven dried
7 Varnish Treatment and Bake Cycle (Reference IEEE Std 1068 Section 8
a Random wound stators shall be subjected to two dip and bake cycles using a polyester
or epoxy resin for rewinds and a single dip and bake for reconditioning Bake cycle
time and temperature shall be in accordance with the resin manufacturerrsquos
recommendation Resin shall be capable of Class H operation
b If moisture protection is specified on Attachment 3 the windings shall be given three
vacuum-pressure impregnation treatments for rewinds and one for reconditioning
c If abrasion protection is specified on Attachment 3 a coat of polyurethane resin or
silicone rubber shall be applied in addition to the resin treatment described in 43A7a
and 43A7b Cooling passages shall not be blocked
d Form wound stators shall be subjected to one dip and bake cycle for reconditioning and
two for rewinds as outlined in 43A7a The stator shall be inspected prior to and
immediately after dipping to ensure the cooling vents are clear
8 Reassembly and Testing
All work and final test results shall be recorded on the Work Performed Report
(Attachment 5) The following tests shall be performed on the reconditioned motor
(reference IEEE Std 1068 Section 813 for guidance on final testing with additional
tolerance guidance in ANSIEASA AR100)
a Insulation resistance ndash An insulation resistance test shall be performed as outlined in
Section 43A3a for ten minutes The acceptance value of resistance measured in
megohms corrected to 40 C shall be no less than 1 megohm per KV where KV is equal
to rating of motor in kilovolts Insulation resistance findings shall be temperature
corrected to the lsquoThermosettingrsquo value per IEEE 43 Section 63 and Figure 5 with
acceptable tolerance as found in Table 4 for further electrical testing
INSULATION RESISTANCE TESTING HOLD POINT
bull Owner shall be notified if this reading is below 10 megohms for
motors under 1000 volts and random wound motors and below 100
megohms for motors over 1000 volts and form wound motors
b Polarization Index A polarization index shall be calculated The index is the ratio of
the 10-minute insulation resistance measurement and the 1-minute measure The
IFB 21-054
Electric Motor Repairs
9
minimum acceptable PI shall be 20 when the insulation resistance is below 5000
megohms at one minute and no less than 10 over 5000 megohms at one minute
POLARIZATION INDEX HOLD POINT
bull Owner shall be notified if this reading is below 20 when the insulation resistance
is below 5000 megohms after 1 minute between 1 and 2 when the insulation
resistance is over 5000 megohms or below 10 at any time
c Phase Balance A phase balance test shall be performed at 20 rated voltage The
maximum unbalance in line currents shall be 5
d High Potential An AC high potential test shall be performed for a duration of one
minute Applied test voltage shall be as follows
1) Reconditioned coils 06 (2E+1000)vac
096(2E+1000)vac
2) New coils (2E+1000)vac
17(2E+1000)vac
Where E equals phase to phase operating voltage
e Winding Resistance Winding resistances and ambient temperature of the equipment
shall be measured and recorded Winding resistance shall be normalized to 25C per
IEEE 112 and IEEE 1068
f Dynamic Balance Rotors shall be dynamically balanced per API 610 4WN and in the
presence of the FW Condition Based Maintenance Supervisor and the FW Electrical
Supervisor or their designated representative (Note API 610 4WN is lower than ISO
19401 G 10 and is equivalent to ISO 1940 G07)
g No Load Run The motor shall be run at rated voltage non-loaded until bearing
temperatures stabilize (no change by more than 2 degrees over 20 minutes) bolted to
metal bed plate during which the following parameters shall be measured and recorded
at 10-minute intervals
1) Load Current
2) Bearing Temperature
3) Overall vibration maximum amplitude at any RPM shall be as identified in IEEE
1068 Tables 11 and 12
4) RPM
5) Rotation shall be compared with original direction
6) In addition the uncoupled acceleration time and peak starting currents shall be
recorded on the work sheet for across-the-line starts For any motor that FW
designates that is not to be started across-the-line but only by reduced voltage
means shall not be started across-the-line but shall be started for the shop tests
IFB 21-054
Electric Motor Repairs
10
using reduced voltage starters that limit the motor current to no more than 5 times
full load nameplate current
h Miscellaneous
1) Direction of rotation shall be marked on the motor and recorded
2) End play for sleeve bearing applications shall be measured and recorded
3) Bearing and bearing journal data shall be measured and recorded
4) Magnetic center shall be marked
i Surge Comparison Tests The voltage levels shall be at 2E + 1000 volts AC for the
high frequencysurge comparison test
j Air gap shall be measured and recorded at 1200 300 600 and 900 orsquoclock
positions according to the instructions given on Attachment 5
9 Painting The motor shall be painted with paint specified on Attachment 3 Shaft
extensions shall be sprayed with a preservative Reference IEEE 1068 Section 810
B Major Repair
1 In cases where major repair is necessary the Contractor shall perform the following
procedures as outlined in Section 43A1 Motor Reconditioning as well as the major
repair
a Initial inspection and tests
b Disassembly
c Component inspection
d Cleaning and baking
e Varnish treatment and bake cycle
f Reassembly and testing
g Painting
2 Data required by the Owner from results of inspections and tests performed during a major
repair is outlined on Attachment 5 Inspection Data Sheet The items listed shall apply as
the individual case dictates upon Ownerrsquos approval
3 Stator Rewind
a All winding data shall be recorded prior to stripping stator conductors ie wire size
number of turns pitch winding connections etc
b A core loss test shall be recorded on Attachment 4 Following winding removal a
second test shall be performed
IFB 21-054
Electric Motor Repairs
11
STATOR REWIND HOLD POINT
bull Should the measured core losses in watts per pound or the core loss
test exceeds 6 watts per pound at 1T when tested per IEEE Std 422
or hot spots greater than 10C or an increase of the second test
exceed those of the first the Contractor shall notify FW prior to
further repair activity
c Only if necessary the old windings shall be burned out of the stator in a burnout oven
with adequate temperature controls in order to provide uniform heating and cooling
thus preventing warping and cracking of the frame deterioration of the core plate
treatment on the laminations and impairment of the magnetic qualities of the core The
oven shall be equipped with a water fire suppression system and a temperature
recording chart meter The temperature used for roasting shall not exceed 700 degrees
Fahrenheit Additional stripping methods are found in IEEE Std 1068 Section 82
STATOR STRIPPING METHOD HOLD POINT
bull Stripping methods other than burnout oven may be applied with
Owner consent
d After the windings have been removed the stator laminations shall be thoroughly
cleaned by blowing out with compressed air and removing any foreign matter by hand
The stator slots shall be clean and free of sharp edges or particles
e Laminations shall be inspected for damage Any minor iron damage shall be corrected
by hand filing and separating laminations to eliminate shorts All burrs and rough edges
shall be corrected prior to the rewinding procedure Corrections shall be made
regardless of whether the imperfections existed originally in the stator iron or were
caused by the stripping operation
STATOR DAMAGED LAMININATIONS OR IRON
REPLACEMENT HOLD POINT
bull Should major core damage require restacking of laminations a
digital photo of the damaged area shall be submitted to the Owner
or Owner inspection will be required prior to repairing damaged
laminations or iron replacement
f The repaired stator shall be loop checked and hot spots greater than 10C shall be
corrected
g The suspected cause of iron damage shall be listed on Attachment 4
IFB 21-054
Electric Motor Repairs
12
STATOR MOTOR LEAD REPLACEMENT HOLD POINT
bull Should motor lead replacement be required FW shall be notified
prior to replacement concerning lead length designations
termination hardware etc
h The stator shall be rewound in accordance with Section 43C Winding Materials and
Insulation Requirements
i Where slot space permits coil copper size shall be increased with prior approval of
FW Electrical Supervisor when doing so will increase the motor efficiency and the
increased starting current can be accommodated by the motor controller
j Coils shall be securely tied to surge rings and adjacent coils Surge rings shall be rigid
k The stator coils shall fit in the stator iron parallel to the slot Where extra room exists
between the coil and the iron either a slot cell (if originally designed with one) or side
filler shall be used to make a more intimate fit between the coil and the iron
l The connections between coils and groups shall be horseshoed (eg U-shaped) to
permit continuous taping over all brazed joints
m The coil extensions shall be tied to one or more surge rings and shall be suitably blocked
between coils on both the inside and outside of the coil extensions
n The jumpers shall be uniformly laid and placed around the periphery of the connection
o Motors with form wound coils shall not be converted to random wound
p Tie cord used to secure the wires in the end turns shall be at a minimum 100 lb test
Dacron stranded cord
q Motor stators containing stator RTDrsquos thermocouples or thermistors shall be rewound
with devices rated the same RTDrsquos are to be 3-lead and added to old motors at a
minimum of two per phase Owner shall indicate if a greater quantity is desired When
possible the Contractor shall arrange RTDs in the same position as the original
winding or evenly spaced if unknown or new
4 Rotor Repair
ROTOR REPAIR HOLD POINT
bull Any repair activity involved with securing loose rotor bars and retaining
rings shall be brought to the attention of the Owner prior to beginning
the activity
IFB 21-054
Electric Motor Repairs
13
5 Shaft Straightening
SHAFT STRAIGHTENING HOLD POINT
bull Any shaft straightening procedure shall be brought to the attention of
the Owner prior to beginning the activity Shafts shall be straightened
by heating or jacking to meet the following run out requirements
RPM Run Out
Less than 1800 0002 in
More than 1800 0001 in
C Winding Materials and Insulation Requirements
1 Winding Materials
a Magnet wire in coils shall be copper
b Form wound coils shall not be converted to random wound
c Lacings and ties shall be made with glass cord or tape or woven Dacron tape
d Wedges fillers blocks and winding material shall be suitable for Class ldquoHrdquo operation
e Shrink tapes are not acceptable
2 Insulation Requirements
a Form Wound Coils
1) All materials in the insulation system shall be rated for Class ldquoHrdquo operation
2) Strand insulation shall consist of fiberglass Dacron-glass wrap or mica tape applied
over epoxy or polyester resins Class ldquoHrdquo enamel or Kapton applied to the wire as
dictated by the volts per turn rating of the coil Reference IEEE Std 1068 Section
853
3) Ground wall insulation shall consist of Nomexreg such as Nomex-Milar-Nomex or
Dacron-glass backed mica paper or an equivalent mica flaked tape Ground
insulation shall be compatible with epoxy or polyester resin used during vacuum-
pressure impregnation
4) Nomex or polyester glass armor tape shall be applied on the outside of the coil for
mechanical protection
5) For sealed coil applications a partially cured epoxy coated polyester or polyester
glass tape shall be applied to the outside of the coil in addition to the requirements
stated above Lead areas shall be sealed with compatible epoxy putty
IFB 21-054
Electric Motor Repairs
14
b Random Wound Coils
1) All materials in the insulation system shall be rated for Class ldquoHrdquo operation
2) Minimum thickness for stator slot insulation material shall be 015 inches
3) All ground wall insulating material shall extend beyond the edge of the stator iron
in a uniform manner and shall be cuffed
4) Slot separators shall be used between coils in all stator slots
5) Phase insulation in the winding end turns shall be resin treated glass cloth or
equivalent to provide positive separation between phases in the event of varnish
degradation caused by excessive temperature above the motor rating
6) Sleeving used on stator connections shall be acrylic coated fiberglass or equivalent
rate 4000 volts or higher
7) Leads shall be GE Vulkaflex or equivalent for open enclosure motors and silicone
rubber covered with glass braid or equivalent for totally enclosed motors
8) Stator shall be subjected to two dip and bake cycles as outlined in Section 23A7
or as directed by Owner
44 Repair Facility Requirements
A Repair Facility Capabilities
1 Facility shall be capable of performing all balance work (no subcontracting will be
authorized)
2 Facility shall be capable of starting 3-phase 4160 volt 3050 HP vertical motor
3 Facility shall be capable of starting 3-phase 4160 volt 1800 HP horizontal motor
4 Facility shall allow for FW staff to safely witness testing
B Repair Facility Location
The Contractorrsquos repair facility shall be located within a four-hour drive from FWrsquos main office
located at 8570 Executive Park Avenue Fairfax Virginia 22031 Fairfax County Virginia
45 Future Work Time of Performance
A All motor repairs shall be performed and completed in accordance with the delivery lead time
included in the written quote Failure of the Contractor to perform within the stated deadlines
may jeopardize FWrsquos ability to provide water to its customers and may result in FW terminating
the contract with the Contractor for cause
B By submitting a proposal in response to this solicitation Contractor agrees without exception
that for all future work quoted they shall meet the delivery lead times as specified in their written
quote Contractor further attests that they shall provide FW expedited services as required to
complete all future work without additional cost (See Section 47)
IFB 21-054
Electric Motor Repairs
15
46 Transportation
The Contractor shall furnish all transportation services to pick up and return motors to the
designated FW facility All deliveries to FW shall be FOB Destination Transportation costs shall
be included in the Contractorrsquos labor rates or listed separately Fairfax Water will not pay any
additional or separate charges for transportation not included on the bid price
47 Priority Customer
The Contractor understands and acknowledges that FW provides services that are essential to the
health and welfare of the public Failure of the Contractor to perform the services described herein
in a timely manner may jeopardize FWrsquos ability to provide essential services which may affect the
health and welfare of the public served by FW In the event of material shortages at any level of the
production to delivery chain the Contractor agrees and affirms that FW shall be given the earliest
possible notice and the highest priority for allocation of all goods and services specified herein To
the extent that the Contractor must prioritize and allocate delivery among its customers the
requirements of FW shall be honored before goods and services are provided to any customer with
no obligations with regard to the public health and welfare To the extent that availability of repair
parts or Contractor staffing including subcontractor staffing is insufficient to meet the requirements
of all the Contractorrsquos customers who are responsible for the health and welfare of the public the
goods shall be allocated in a manner deemed to be fair and reasonable to all such clients
48 Time Is Of The Essence
Time is of the essence Repair services shall be performed within the time specified on the
Contractorrsquos Bid Submission Form or otherwise set forth on the applicable Purchase Order
Notwithstanding the foregoing the Contractor shall not be deemed to have breached the terms and
conditions of the Contract Documents to the extent any delay is due to circumstances beyond its
reasonable control and without the fault or negligence of the Contractor provided that the Contractor
first shall have provided Fairfax Water with written notice (to include facsimile or e-mail) of any
such delay within five days after the occurrence of events or circumstances causing the delay
49 Use of Subcontractors
A The Contractor shall be responsible for all products and services described and defined herein
The use of any subcontractor is prohibited unless the Contractor proposes to use a subcontractor
at the time of bid submission Approval to use a subcontractor shall be in written form and be a
part of the resultant contract (See Section 55 for subcontractor submittal requirements)
B Even when properly authorized by FW the use of a subcontractor does not relieve the Contractor
of liability under the contract
C The Contractor at its sole expense shall be responsible for damage to FW and non-FW property
as a result of its failure or its subcontractorrsquos failure to protect such facilities and utilities
D The Contractor at its sole expense shall immediately repair or replace FW property damaged
by (or caused by) the Contractor or its Subcontractor(s) Replacements will be of equal or better
IFB 21-054
Electric Motor Repairs
16
quality than the property damaged property and all such work must be approved by FW Project
Manager
410 Delays
A By the Contractor After issuing a written warning to the Contractor FW may declare the
Contractor in default for unacceptable delays If such a declaration is made FW reserves the
unilateral right to cure the default by any means available to FW including but not limited to
contracting with another supplier to complete the repairs Any additional repair costs incurred
by FW as a result of unacceptable delays on the part of the Contractor may be passed onto the
Contractor This is not a limitation of FWrsquos legal rights to recover damages due to Contractor
default in any other way
B By FW The Contractor shall not be responsible for delays caused by FW its agents or other
FW Contractors To the extent that the Contractor is unable to proceed due to the actions or
inactionrsquos of FW its agents employees or other FW Contractors the Contractor shall be granted
an extension to the delivery schedule equal to the documented amount of time the Contractor
was prevented from performing work The Contractor shall not be eligible for damages as a
result of FW delays
411 Site Safety and Access
A The Contractor shall schedule and coordinate the Work and install temporary facilities as
required to maintain continuous operation and access to existing equipment in the area of Work
The Contractor shall not commence retrofit work until authorized by the FW Project Manager
The Contractor is advised that FW may at its sole discretion delay or stop work as required to
ensure continuous and reliable operation of the facility especially during peak flow events
B The Contractor shall secure the Site and all areas of Work to prevent access and the potential for
injury to its employees FW employees its agents and others by construction and installation of
temporary guard-rails fencing barricades highway cones warning signstape etc andor other
appropriate means and as directed by the FW Project Manager Such hazards include but are
not limited to mechanical hazards electrical hazards surface irregularities or construction tools
and equipment
C FW shall have the right to deny access to the Site or require the Contractor to remove from the
Site any individual who has exhibited violent abusive or threatening behavior or conduct
D FW may limit restrict or prohibit access to areas of the Site on a permanent or temporary basis
When access to such restricted areas is required by the Contractor to perform the Work the
Contractor shall obtain permission from the FW Project Manager and shall comply with such
conditions or limitations to access as may be imposed by the FW Project Manager
E FW may restrict parking or require parking permits for vehicles to be brought onto the plant The
Contractor shall be responsible for arranging transportation for its personnel to reach the job sites
from whatever parking area is provided by FW
IFB 21-054
Electric Motor Repairs
17
412 Superintendence by Contractor
A The Contractor shall have a competent Field Supervisor satisfactory to FW on the job site at all
times during the progress of the Work The Contractor shall be responsible for coordinating all
portions of the Work under contract except where otherwise specified in the contract documents
and for all safety and worker health programs and practices The Contractor shall notify the
Project Manager in writing of any proposed change in superintendent including the reason
therefore prior to making such change
B The Contractor shall at all times enforce strict discipline and good order among the workers on
the project The Contractor shall not employ on the Project any unfit person anyone not skilled
in the work assigned to him or anyone who will not work in harmony with those employed by
the Contractor subcontractors FW or FWrsquos separate Contractors and their subcontractors
C FW may in writing require the Contractor to remove from FW property any employee FW
deems to be incompetent careless not working in harmony with others on the site or otherwise
objectionable
5 INSTRUCTIONS TO BIDDERS
51 Questions and Communications
A All contact between prospective bidders and FW with respect to this solicitation will be formally
held at scheduled meetings or in writing issued by the Procurement Office Questions and
comments regarding the meaning or interpretation of any aspect of this solicitation must be
submitted in writing to the Procurement Contact identified on the cover page to this solicitation
and must be received on or before the deadline for submitting questions Only written questions
will be accepted Questions or comments that are submitted after the deadline set forth on the
cover page to this solicitation will not be answered
B FW will respond to all questions and comments that are received by the deadline and that are
deemed to address a matter that is relevant and substantive in nature within a reasonable period
of time in the form of a written Addendum Oral communications between FW and any bidder
regarding the interpretation or meaning of any aspect of this IFB are not authorized and may not
be relied upon for any purpose
52 Instructions for Submitting Bids
The deadline for submitting bids and the location of the bid opening is shown on the cover page All
bids must be submitted in a sealed package(s) no other form of submission will be accepted (ie
email facsimile etc) Bids will be opened immediately following the deadline for submitting bids
Bids will be opened in accordance with the provisions of the Virginia Public Procurement Act
IFB 21-054
Electric Motor Repairs
18
Bid packages must be identified on the outside as follows
From _____________________________________________ ______________________
Name of Bidder Due Date
_____________________________________________ ______________________
Street IFB No
_____________________________________________ ______________________
City State Zip Code IFB Title
Attn Tammy Spinks
53 Virtual Bid Opening
A Virtual Bid Opening will be held immediately after the bid submission deadline Attendees may
access the Virtual Bid Opening using the following information
Microsoft Teams meeting
Join on your computer or mobile app
Click here to join the meeting
Or call in (audio only)
+1 571-348-5786544174819 United States Arlington
Phone Conference ID 544 174 819
54 Familiarity with Specifications
A Each Bidder shall bear responsibility for thoroughly examining this solicitation in its entirety
In the event that a bidder has any questions or comments regarding the proper meaning or intent
of any aspect of this solicitation then the bidder shall submit all such questions and comments
in writing to the Procurement Contact identified on the cover sheet of this solicitation
B The submission of a bid by a bidder in response to this solicitation shall be deemed to constitute
a representation on the part of such Bidder that it has thoroughly examined this solicitation and
has submitted any and all questions and comments it may have regarding the meaning or
interpretation of this solicitation to Fairfax Water in the manner prescribed herein
55 Bid Submission Packet
A Attachment 1 is the Bid Submission Form It must be completed and signed by an agent who is
fully authorized to bind the individual or organization submitting the offer to sell to the
specifications terms and conditions contained herein as well as any addenda to this solicitation
B Attachment 2 is the Reference Form Each bidder shall include at least three references with
their bid submission packet References shall be from customers of comparable size and scope
of operations as FW to whom the bidder has supplied the same services within the past 24-
months References must be able to attest without reservation to the fact that the bidder provided
the contracted services without any significant problem of any kind and at any time during the
contract period Bidders shall not list FW as a reference for purposes of this solicitation
IFB 21-054
Electric Motor Repairs
19
C Subcontractor List and Subcontractor Reference List Submittals
1 The Contractor shall include a list of all proposed subcontractors with their bid submission
packet The Subcontractor List shall specify the type of work and percentage of work the
Contractor shall rely on the subcontractor to perform
2 The Contractor shall include a separate list of references for each proposed subcontractor
with three references from the subcontractorrsquos customers that are of comparable size and
scope of operations as FW to whom the subcontractor has supplied the same services within
the past 24-months References must be able to attest without reservation to the fact that the
subcontractor provided the services without any significant problem of any kind and at any
time during the contract period The subcontractor reference list shall not list FW as a
reference for purposes of this solicitation
D Attachment 9 is the IRS Form W-9 Request for Taxpayer Identification Number and
Certification Each bidder shall include a completed form with their bid submission packet
E In addition to the mandatory insurance requirements listed in Subsection 614 (Insurance
Requirements) and at the request of FW the Contractor shall submit a list of all insurance claims
made against it within the past 12 months Failure to include this information within ten calendar
days of request by FW may result in rejection of your bid
56 Directions for Completing the Bid Form and Bidding each Hypothetical Electric Motor Repair
A The Bid Submission Form is broken down into five sections
Part 1 ndash Hypothetical Electric Motor Repair Pricing
Part 2 ndash Vaughenrsquos Pricing Guide Discounts Offered by Motor horse power
Part 3 ndash Labor Rates
Part 4 ndash Contact Person
Part 5 ndash Repair Facility Capabilities and Location Certification
B Bidders shall fill in all blanks provided on the Bid Form for all sections paying particular attention
to the instructions given for Part 1 and Part 3 Failure to complete all sections of the Bid Submission
Form may deem your bid as non-responsive Failure to include the separate pricing sheets for
each scenario in your bid submission packet will cause FW to deem the bid as non-response
and it will not be eligible for contract award All transportation shall be bid as FOB Destination
Include all necessary costs in your bid submission Failure to include the cost of shipping and
handling will be interpreted as included in the unit price for each item FW will not pay for shipping
and handling charges not included in your bid
C Directions for bidding each hypothetical electric motor repair
1 Bidders shall attach a separate and detailed price sheet for each sample scenario to their bid
form The price sheet shall be on the bidderrsquos company letterhead and labeled with the
applicable hypothetical scenario title The price sheet shall be signed by the bidder and
IFB 21-054
Electric Motor Repairs
20
include the bidderrsquos printed name title and date All repair work and parts shall be based on
the Vaughenrsquos Pricing Guide less any discount offered
2 The bidderrsquos separate price sheet shall include at a minimum the following
b Parts shall be bid by quantity unit cost and total cost
c Labor shall be bid by labor type and hourly rate and the extended total cost
d Transportation shall be included in the labor rate or listed separately
3 Bidders shall report their total material costs less any discount offered the total number of
manhours needed to complete the repair and the total cost for all labor categories for each
scenario in the appropriate spaces in PART 1 Sample Repair Pricing Schedule on the Bid
Submission Form
4 Bidders shall report the aggregate cost of all four repair scenarios in PART 1 Sample Repair
Pricing Schedule on the Bid Submission Form in the appropriate space
5 In the event of a mathematical error on the Sample Repair Pricing Schedule unit prices from
each detailed price sheet scenario shall prevail
6 Bidders shall record any discount offered and utilized in pricing each scenario by motor horse
power in PART 2 ndash Discounts Offered on the Bid Submission Form
7 All four hypothetical repair scenarios shall be bid and the bidderrsquos separate price sheet shall be
included with their Bid Submission Form Bidders who fail to bid all four hypothetical repairs
or fail to include each hypothetical repairs separate price sheet will be deemed non-responsive
and their bid will not be eligible for award
57 Proprietary Information
A Except as provided herein or as otherwise set forth in sect22-4342 of the Virginia Public
Procurement Act (Va Code Ann sect22-4300 et seq the ldquoActrdquo) all proceedings records
contracts and other public records relating to procurement transactions shall be open to
inspection in accordance with the Virginia Freedom of Information Act (Va Code Ann sect22-
3700 et seq the ldquoVirginia FOIArdquo)
B A Bidder Offeror or Contractor shall have the right to identify data or other materials submitted
in connection with this procurement as trade secrets or proprietary information which shall not
be subject to inspection pursuant to either sect22-4342 of the Act or the Virginia FOIA by
submitting to Fairfax Water prior to or at the time of submission of its proposal or bid a separate
written notice on its letterhead stationery setting forth the following (i) a statement indicating
that the Bidder Offeror or Contractor wishes to invoke the protections of this section (ii) an
identification of the data or other materials for which protection is sought and (iii) a statement
with regard to why protection is necessary
IFB 21-054
Electric Motor Repairs
21
58 ExceptionsAdditions
No exceptions or additions to the SpecificationsScope of Work or Contract Terms and Conditions
shall be permitted Any questions or concerns regarding any part of the IFB shall be submitted to
the Procurement Contact prior to the date specified in the Questions and Communications section
above Bids containing any exceptions to the SpecificationsScope of Work or Contract Terms and
Conditions or submitting additional Terms and Conditions shall be deemed non-responsive and
rejected Exceptions or additions proposed after bid submission by the successful bidder shall not
be accepted
59 Addenda to the IFB
A FW reserves the right to amend this solicitation at any time prior to the deadline for submitting
Bids If it becomes necessary to revise any part of this IFB notice of the revision will be given
in the form of an Addendum that will be provided to all prospective Bidders who are on record
with FW as having received this solicitation If in the opinion of FW the deadline for the
submission of bids does not provide sufficient time for consideration of any Addendum then
such deadline may be extended at the discretion of FW
B It shall be the responsibility of each Bidder to contact the Purchasing Contact identified on the
cover page to this solicitation prior to submission of a bid hereunder in order to determine
whether any Addenda have been issued in connection with this procurement Notwithstanding
any provision to the contrary the failure of any Bidder to receive any Addenda shall neither
constitute grounds for withdrawal of its bid nor relieve such Bidder from any responsibility for
incorporating the provisions of any Addenda in its proposal
C Acknowledge receipt of each addendum by signing it and submitting it by the bid deadline
Failure to return a signed addendum may result in a bid being determined non-responsive
510 Late Bids
Bids or unsolicited amendments to bids arriving after the bid submission deadline will not be
considered
511 Arrearage
By submitting a Bid in response to this solicitation the individual or firm submitting the bid shall
be deemed to represent that it is not in arrears in the payment of any obligation due and owing FW
the Commonwealth of Virginia or any public body in the Commonwealth of Virginia including but
not limited to any obligation to pay taxes andor employee benefits Bidder further agrees that it
shall make diligent efforts to avoid becoming in arrears during the Term of any Contract awarded
hereunder
512 Contract Award
Contract award will be made to the lowest responsive and responsible bidder based on total cost
Whenever the lowest responsive and responsible bidder is a resident of a state other than Virginia
IFB 21-054
Electric Motor Repairs
22
and such state under its laws allows a resident contractor of that state a percentage preference a like
preference shall be allowed to the lowest responsive and responsible bidder who is a resident of
Virginia and is the next lowest bidder If the lowest bidder is a resident contractor of a state with an
absolute preference the bid preference shall not be considered
513 Public Notice of Award
Public notice of award will be posted on the official FW web site
httpswwwfairfaxwaterorgcontracts
514 Authorization to do Business in Virginia
Each bidder that is organized or authorized to transact business in the Commonwealth of Virginia
pursuant to Title 131 or Title 50 of the Virginia Code shall include with its bid the identification
number issued to it by the Virginia State Corporation Commission Any bidder that is not authorized
to transact business in Virginia as a foreign entity under Title 131 or title 50 of the Virginia Code
or as otherwise required by law shall include in its bid a statement describing why the bidder is not
required to be so authorized Any bidder that fails to provide the required information may not
receive an award
515 Cancellation
FW may cancel this solicitation at any time and for any reason prior to contract award
516 Compliance with Laws Regulations and Codes
The Bidder hereby represents and warrants that
A It is qualified and properly licensed to do business in the Commonwealth of Virginia and that it
will take such action as from time to time hereafter may be necessary to remain so qualified
B It is not in arrears with respect to the payment of any monies due and owing FW the
Commonwealth of Virginia or any department or unit thereof including but not limited to the
payment of taxes and employee benefits and that it shall not become so in arrears during the
term of this Contract
C It shall comply with all federal State and local laws regulations and ordinances applicable to
its activities and obligations under this Contract and
D It shall obtain at its expense all licenses permits insurance and governmental approval if any
necessary to the performance of its obligations under this Contract
517 Debarment Status
By submitting a Bid in response to this solicitation each Bidder certifies that it is not currently
debarred by the federal government the Commonwealth of Virginia or any agency or department
thereof from submitting a bid or proposal in connection with any procurement project and that it is
not an agent of any person or entity that currently is so debarred
IFB 21-054
Electric Motor Repairs
23
518 Duration of Bids
Bids shall be valid for a minimum of 90 days following the deadline for submitting bids If an award
is not made during that period all bids shall be automatically extended for another 90 days Bids
will be automatically renewed until such time as either an award is made or proper notice is given
to FW of Bidders intent to withdraw its bid Bids may only be withdrawn by submitting written
notice at least seven days before the expiration of the then current 90-day period
519 Unit Prices Prevail
In the event that there is a mathematical error on the bid submission form the unit price for each
item shall prevail All costs to provide the goods and services specified in this solicitation shall be
shown on the attached bid form Line items left blank will be interpreted as at no cost to FW
520 Negotiation with Low Bidder
If the lowest bid submitted by a responsive and responsible bidder exceeds available funds for this
procurement then Fairfax Water may in its discretion conduct negotiations with the lowest
responsive and responsible bidder (the ldquoLow Bidderrdquo) in an effort to obtain a contract price that is
within available funds In such event Fairfax Water will notify the Low Bidder verbally or in writing
that its bid exceeds available funds and will schedule a conference with the Low Bidder Fairfax
Water staff and such advisors and consultants as Fairfax Water deems appropriate in order to discuss
possible modifications to the scope of the procurement that may result in a price that is within
available funds The conference and any subsequent negotiations may be conducted in person or by
telephone If during the conference the parties arrive at an acceptable modification to the scope of
the project and a contract price that is within available funds then Fairfax Water may award a
contract to the Low Bidder based upon the newly-modified terms and conditions Otherwise the
Low Bidder will within 15 days after the date of the conference (or such longer or shorter period as
may be specified in writing by Fairfax Water) submit to Fairfax Water a written addendum to its
original Bid Form which describes its proposed modification(s) to the scope of the procurement and
sets forth the Low Bidderrsquos newly adjusted bid price Fairfax Water may conduct further
negotiations with the Low Bidder or request additional clarifications or modifications If the Low
Bidderrsquos proposed modifications are acceptable to Fairfax Water and the associated contract price is
within available funds then Fairfax Water may award a contract to the Low Bidder based upon the
modified terms and conditions If the proposed modifications are not acceptable to Fairfax Water
or the associated price reductions are not within available funds then Fairfax Water will terminate
negotiations and reject all bids
521 References
Each bidder shall include at least three references with their bid submission packet (see Attachment
2 References) References shall be from customers of comparable size and scope of operations as
FW to whom the bidder has supplied the same services within the past 24-months References must
be able to attest without reservation to the fact that the bidder provided the contracted services
without any significant problem of any kind and at any time during the contract period Bidders
shall not list FW as a reference for purposes of this solicitation
IFB 21-054
Electric Motor Repairs
24
522 Insurance Claims against Bidder
In addition to the mandatory insurance requirements listed in Section 614 (Insurance Requirements)
and at the request of FW the apparent low bidder shall submit a list of all insurance claims made
against it within the past 12 months Failure to include this information within ten calendar days of
request by FW may result in rejection of your bid
523 Incorporation by Reference
This solicitation is issued in accordance with and controlled by the Virginia Public Procurement
Act (VPPA) which is incorporated into and made part of the solicitation by reference By submitting
a bid in response to this solicitation all bidders acknowledge the VPPA and agree to be bound by it
A copy of the VPPA is available for inspection at the Purchasing Department at FW It is also
available at this site
httpslawlisvirginiagovvacodepopularnamesvirginia-public-procurement-act
6 CONTRACT TERMS AND CONDITION
61 Term of Contract
The term of this contract shall be from the effective date of the contract award through October 31 2022 with four 1-
year renewal options through October 31 2026
62 Anti-Discrimination
By submitting their bids Bidders certify to FW that they will conform to the provisions of the Federal Civil Rights Act of 1964 as amended as well as the Virginia Fair Employment Contracting Act of 1975 as amended where applicable
the Virginians With Disabilities Act the Americans With Disabilities Act and sect11-51 of the Virginia Public Procurement
Act
A During the performance of the contract the Contractor agrees as follows
1 The Contractor will not discriminate against any employee or applicant for employment because of race
religion color sex national origin or disabilities except where religion sex or national origin is a bona fide
occupational qualification reasonably necessary to the normal operation of the Contractor The Contractor
agrees to post in conspicuous places available to employees and applicants for employment notices setting
forth the provisions of this nondiscrimination clause
2 The Contractor in all solicitations or advertisements for employees placed by or on behalf of the Contractor
will state that such Contractor is an equal opportunity employer
3 Notices advertisements and solicitations placed in accordance with federal law rule or regulation shall be
deemed sufficient for the purpose of meeting these requirements
B The Contractor will include the provisions above in every subcontract or purchase order so that the provisions will
be binding upon each subcontractor or vendor
C Fairfax Water does not discriminate against faith-based organizations on the basis of the organizationrsquos religious
character or impose conditions that (a) restrict the religious character of the faith-based organization except as provided by law or (b) impair diminish or discourage the exercise of religious freedom by the recipients of such
goods services or disbursements
IFB 21-054
Electric Motor Repairs
25
63 Antitrust
By entering into a contract the Contractor conveys sells assigns and transfers to FW all rights title and interest in and
to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the
Commonwealth of Virginia relating to the particular goods or services purchased or acquired by FW
64 Assignment of Interest
The Contractor shall not assign any interest in any resulting Contract and shall not transfer any interest in the same
without prior written consent of FW which FW shall be under no obligation to grant
65 Availability of Funds
It is understood and agreed between the parties herein that FW shall be bound hereunder only to the extent of the funds
available or which may hereafter become available for the purpose of this agreement
66 Compliance with Laws Regulations and Codes
The Bidder hereby represents and warrants that
A It is qualified and properly licensed to do business in the Commonwealth of Virginia and that it will take such action
as from time to time hereafter may be necessary to remain so qualified
B It is not in arrears with respect to the payment of any monies due and owing FW the Commonwealth of Virginia
or any department or unit thereof including but not limited to the payment of taxes and employee benefits and that
it shall not become so in arrears during the term of this Contract
C It shall comply with all federal State and local laws regulations and ordinances applicable to its activities and
obligations under this Contract and
D It shall obtain at its expense all licenses permits insurance and governmental approval if any necessary to the
performance of its obligations under this Contract
67 Contract Formation
A The words ldquoContractrdquo and ldquoPurchase Orderrdquo are used interchangeably unless the context otherwise plainly requires
The documents comprising the Contract shall be accorded the following order of precedence
1 The Contract including any Amendments or Change Orders
2 All Purchase Orders
3 Any Addenda to this RFQ 4 This RFQ (including all Appendices and Attachments hereto) and
5 The Bidderrsquos completed Quote Submission Form (including any drawings and submittals)
B Anything called for by one of the contract documents and not called for by the others shall be of like effect as if
required or called for by all except that a provision clearly designed to negate or alter a provision contained in one
or more of the other contract documents shall have the intended effect
68 Contract Changes Change Orders
A No verbal agreement or conversation with any officer agent or employee of FW either before or after the execution
of any Contract resulting from this solicitation or follow-on negotiations shall affect or modify any of the terms
conditions specifications or obligations contained in the solicitation or resulting Contract No alterations to the
terms and conditions of the Contract shall be valid or binding upon FW unless made in writing and signed by the
purchasing contact identified on the cover page Contract changes shall be in writing and shall be on official FW
Purchasing Department letterhead In any event and in all circumstances the Contractor shall be solely liable and
responsible for any Contract changes deviations etc made without first receiving written authorization to deviate
from the Contract by the FW Project Manager
IFB 21-054
Electric Motor Repairs
26
B Changes can be made to the contract in any of the following ways
1 The parties may agree in writing to modify the scope of the contract An increase or decrease in the price of
the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement
to modify the scope of the contract 2 FW may order changes within the general scope of the contract at any time by Notice to the Contractor
Changes within the scope of the contract include but are not limited to things such as services to be performed
the method of packing or shipment and the place of delivery or installation The Contractor shall comply with
the notice upon receipt The Contractor shall be compensated for any additional costs incurred as the result of
such order and shall give FW a credit for any savings Said compensation shall be determined by one of the
following methods
a By mutual agreement between the parties in writing or
b By agreeing upon a unit price or using a unit price set forth in the contract if the work to be done can be
expressed in units and the Contractor accounts for the number of units of work performed subject to FWrsquos
right to audit the Contractorrsquos records andor to determine the correct number of units independently or
c By ordering the Contractor to proceed with the work and keep a record of all costs incurred and savings realized A markup for overhead and profit may be allowed if provided by the contract The same markup
shall be used for determining a decrease in price as the result of savings realized The Contractor shall
present FW with all vouchers and records of expenses incurred and savings realized FW shall have the
right to audit the records of the Contractor as it deems necessary to determine costs or savings Any claim
for an adjustment in price under this provision must be asserted by Notice to the Purchasing Department
Neither the existence of a claim nor a dispute resolution process litigation or any other provision of this
contract shall excuse the Contractor from promptly complying with the changes ordered by FW or with
the performance of the contract generally
69 Contractorrsquos Responsibilities
A The Contractor shall be responsible for all products andor services as required by this IFB The use of
subcontractors is prohibited unless
1 A request to include a subcontractor is included in the bid and
2 The Bidder receives written approval to use a subcontractor prior to or as part of the formal contract between
the parties
B Even when properly authorized by FW the use of a subcontractor does not relieve the Contractor of liability under
the contract C The Contractor at its sole expense shall be responsible for damage to FW and non-FW property as a result of its
failure or its subcontractorrsquos failure to protect such facilities and utilities
D The Contractor at its sole expense shall immediately repair or replace FW property damaged by (or caused by) the
Contractor or its Subcontractor(s) Replacements will be of equal or better quality than the property damaged
property and all such work must be approved by FW Project Manager
610 Ethics in Public Contracting
Contractor hereby certifies that it has familiarized itself with Article 4 of Title 11 of the Virginia Public Procurement
Act Section 11-72 through 80 Virginia Code Annotated and that all amounts received by it pursuant to a contract
resulting from this solicitation are proper and in accordance therewith
611 Examination of Records
Bidder agrees that in any resulting contract either FW or its duly authorized representative shall have access to and the
right to examine and copy any directly pertinent books documents papers and records of the Contractor involving
transactions related to any resulting contract This obligation shall expire five years after the final payment for the final service performed as a result of any and all contract(s) awarded pursuant to this solicitation or until audited by FW
whichever is sooner Contractor will provide reasonable access to any and all necessary documents and upon demand
IFB 21-054
Electric Motor Repairs
27
provide copies of documents if so required by FW or its representative(s) FW will reimburse the Contractor for any
reasonable expenses it incurs as a result of such a request
612 Governing Law Venue Waiver of Jury Trial
Notwithstanding any provision to the contrary this solicitation and any resulting contract shall be governed in all
respects by the laws of the Commonwealth of Virginia Any dispute arising hereunder which is not otherwise resolved
by the parties shall be resolved by a court of competent jurisdiction in the Commonwealth of Virginia The Contractor
and FW hereby waive any right such party may have to a trial by jury in connection with any such litigation
613 Indemnification and Responsibility for Claims and Liability
With respect to any contract that results from this solicitation Bidder is bound by the following
A The Contractor shall indemnify save harmless and defend FW or any employee of FW against liability for any
suits actions or claims of any character whatsoever arising from or relating to the performance of the Contractor
or its subcontractors under this contract
B FW has no obligation to provide legal counsel or defense or pay attorneys fees to the Contractor or its
subcontractors in the event that a suit or action of any character is brought by any person not party to the contract
against the Contractor or its subcontractors as a result of or relating to the Contractors obligations under this
contract
C FW has no obligation for the payment of any judgments or the settlement of any claims against the Contractor or
its subcontractors as a result of or relating to the Contractors obligations under this contract
D The Contractor shall immediately notify FW of any claim or suit made or filed against the Contractor or its
subcontractors regarding any matter resulting from or related to the Contractors obligations under the contract If
such a claim or suit is brought the Contractor will cooperate assist and consult with FW in the defense or
investigation of any suit or action made or filed against FW as a result of or relating to the Contractors performance
under this contract
E The Contractor shall pay all royalties and license fees necessary for performance of the contract The Contractor
shall defend all suits or claims for infringement of any patent rights or other proprietary rights arising from or related to performance of the resulting contract and shall save FW harmless from any loss including Attorneysrsquo fees arising
out of any such claim
614 Insurance
A In addition to the mandatory insurance requirements listed in this Section and at the request of FW any Bidder may
be required to provide a list of all insurance claims made against it within the past 36 months FW reserves the right
to reject any bid if in FWrsquos opinion the amount or number of claims is deemed to be excessive A Bidderrsquos failure
to comply with this requirement may result in rejection of its bid If no claims have been made then the Bidder shall so state in its bid Fairfax Water may require such information from the Contractor as it deems necessary to assess
the Contractorrsquos financial ability to pay any deductibles with respect to the insurance policies required hereunder
B Before commencing the work the Contractor shall procure and maintain at its own expense minimum insurance in
forms and with insurance companies acceptable to FW to cover loss or liability arising out of the Work All
insurance policies must be underwritten by insurers authorized to conduct business within the Commonwealth of
Virginia and must have a Bests rating of at least A- and a financial size of class VIII or better in the latest edition
of Bests Insurance Reports
C The Contractor shall immediately notify FW of any claim or suit made or filed against the Contractor or its
subcontractors regarding any matter resulting from or related to the Contractors obligations under the contract If such a claim or suit is brought the Contractor will cooperate assist and consult with FW in the defense or
IFB 21-054
Electric Motor Repairs
28
investigation of any suit or action made or filed against FW as a result of or relating to the Contractors performance
under this contract
D With the exception of Workersrsquo Compensation and Employersrsquo Liability Insurance all additional insurance policies
specified herein shall name FW as an additional insured with regard to work performed under any subsequent Contract
E The Contractor will provide FW with copies of certificates of insurance coverage and proof of payment of all
premiums Each certificate of insurance must include (a) an endorsement from the insurer that certifies that the
Contractor maintains the referenced policy in full force and effect (b) where applicable a statement indicating that
FW is included as an additional insured and (c) a provision requiring that not less than 30 days written notice will
be given to FW before any policy or coverage is canceled or modified in any material respect Without limiting the
requirements set forth above the insurance coverages will include a minimum of
1 Workers Compensation and Employers Liability Insurance Statutory requirements and benefits as required
by the Commonwealth of Virginia and 2 Required Commercial General Liability Insurance This insurance must be written on an occurrence basis
and shall be endorsed to include FW as an additional insured and shall provide at a minimum the following
General Aggregate Limit $1000000
(Other than Products-Completed Operations)
Products-Completed Operations Aggregate Limit $ 500000
Personal amp Advertising Injury Limit $ 500000
Each Occurrence Limit $ 500000
For Construction Contracts
Directors amp Officers ndash Errors amp Omissions $2000000
F Business Automobile Liability Insurance This insurance coverage must extend to any motor vehicles or other
motorized equipment regardless of whether it is owned hired or non-owned and must cover Bodily Injury and
Property Damage with a combined single limit of at least $1000000 each accident This insurance must be written
in comprehensive form and must protect the Contractor and FW against claims for injuries to members of the public
andor damage to the property of others arising from the Contractorrsquos use of motor vehicles or other equipment and
must cover both on-site and off-site operations
G Nothing contained herein will be deemed to operate as a waiver of FWrsquos sovereign immunity under the law
615 No Waiver or Estoppel
Neither the inspection by FW nor any of its employees nor any payment of money nor payment for nor acceptance of
any Commodity by FW nor any extension of time shall operate as a waiver of any provision of this Contract or of any
power herein reserved to the Owner or of any right to damage herein provided No waiver of any breach of this Contract
shall be held to be a waiver of any other subsequent breach All remedies provided in this Contract to FW shall be
construed as cumulative and shall be in addition to each and every other remedy herein provided Neither FW nor any
officer employee or authorized representative of FW will be bound precluded or estopped by any action
determination decision acceptance return certificate or payment made or given under or in connection with the
Contract by any officer employee or authorized representative of the Owner at any time either before or after final
completion and acceptance of the Work and payment therefore from (a) showing the true and correct classification amount quality or character of the Commodities delivered or that any determination decision acceptance return
certificate or payment was incorrect or was improperly made in any respect or that the Commodities or any part thereof
do not in fact conform to the requirements of the Contract (b) demanding and recovering from the Contractor any
overpayment made to the Contractor or such damages as FW may sustain by reason of the Contractorrsquos failure to comply
with the requirements of the Contract or (c) both of the foregoing clauses (a) and (b)
616 Partial Invalidity
IFB 21-054
Electric Motor Repairs
29
Neither any payment for nor acceptance of the whole or any part of the services by FW nor any extension of time
shall operate as a waiver of any provision of any Contract resulting from this IFB nor of any power herein reserved to
FW or any right to damages herein provided nor shall any waiver of any breach of any Contract be held to be a waiver
of any other or subsequent breach Failure of FW to require compliance with any term or condition of any Contract shall
not be deemed a waiver of such term or condition or a waiver of the subsequent enforcement thereof
617 Payment Clauses Required in All Contracts
Section sect 22-4352 of the Virginia Public Procurement Act requires the following
A That any contract awarded by FW include the following clauses
1 The Contractor shall take one of the two following actions within seven days after receipt of amounts paid to the contractor by FW for work performed by any subcontractor(s) under the contract
a The Contractor shall pay its subcontractor(s) for the proportionate share of the total payment received from
FW attributable to the work performed by the subcontractor under that contract or
b Notify FW and any subcontractor(s) in writing of his intention to withhold all or a part of the
subcontractors payment with the reason for nonpayment
2 Bidders shall include in their offer submissions either (i) if an individual contractor their social security
numbers and (ii) proprietorships partnerships and corporations to provide their federal employer identification
numbers
3 The contractor shall pay interest to the subcontractor(s) on all amounts owed by the Contractor that remain
unpaid after seven days following receipt by the Contractor of payment from FW for work performed by the
subcontractor under the contract except for amounts withheld as allowed in subdivision 1
4 Unless otherwise provided under the terms of this contract interest shall accrue at the rate of one percent per
month
B The contractor shall include in each of its subcontracts a provision requiring each subcontractor to include or
otherwise be subject to the same payment and interest requirements with respect to each lower-tier subcontractor
C A contractors obligation to pay an interest charge to a subcontractor pursuant to the payment clause in this section
shall not be construed to be an obligation of FW A contract modification shall not be made for the purpose of
providing reimbursement for the interest charge A cost reimbursement claim shall not include any amount for
reimbursement for the interest charge
618 Payment
A Invoices All invoices shall be submitted directly to the FW Accounts Payable department by mail fax or e-mail
Invoices shall include the FW Purchase Order and the Contractorrsquos FEIN Invoices are not to be sent to the contract
Project Manager or other departmental reps Failure to comply may result in late payments for which FW will not
be liable
B Terms All payments will be Net 30 from the date of receipt of a valid invoice at FW Finance Department Payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery
whichever occurs last This shall not affect offers of discounts for payment in less than 30 days however
C Partial Payments Requests for partial payments or advanced payments must be submitted as part of the Price Bid
along with a justification FW reserves the right to accept reject or negotiate requests for partial payments If the
request is rejected the Bidder must waive the requirement in order to remain in consideration
D Refunds If the Contractor is declared to be in default FW will be eligible for a full and immediate refund for all
payments made to the Contractor Partial Payments Requests for partial payments or advanced payments must be
submitted as part of the Price Offer along with a justification FW reserves the right to accept reject or negotiate
requests for partial payments If the request is rejected the Bidder must waive the requirement in order to remain
in consideration
IFB 21-054
Electric Motor Repairs
30
E Unreasonable Charges Under certain emergency procurements and for most time and material purchases final job
costs cannot be accurately determined at the time orders are placed In such cases final payment is contingent on
a determination of reasonableness with respect to all invoiced charges Charges that appear to be unreasonable will
be researched and challenged and that portion of the invoice held in abeyance until a settlement can be reached Upon determining that invoiced charges are not reasonable FW shall promptly notify the Contractor in writing as
to those charges that it considers unreasonable and the basis for the determination
619 Price Firm Period
Bid pricing shall be firm fixed as originally offered and accepted for the first 12 months of the contract
620 Rider Clause
Subject to the mutual agreement between the parties any contract awarded on the basis of this solicitation may be used
by any public entity (to include jurisdictions comprising the Metropolitan Washington Council of Governments) to
enter into a contract for the services described and defined herein For single purchases the contract may be used for
up to 12 months from the actual date of contract award For multi-year contracts the contract may be used throughout
the effective period of the contract Contracts awarded as a result of this solicitation will be subject to these terms and
conditions andor such terms and conditions as may be required by the controlling body for the public agency using the
contract Pricing shall be as offered by the successful Offeror and subsequently accepted by FW
621 Taxes
FW is exempt from Federal Excise Taxes Virginia State Sales and Use Taxes and the District of Columbia Sales Taxes
and Transportation Taxes FWs tax identification number is 54-6025290
622 Termination of Contract
A For Cause In the event that the Contractor (1) fails to deliver any Commodity or Service in accordance with the
time period established therefore in the Contract or (2) fails to furnish any Commodity or Service which conforms
in all respects to the requirements of the Contract then FW without prejudice to any other rights or remedies it may
have at law or in equity (including its right to seek damages from the Contractor) shall have the right to terminate
the Contract and any outstanding Purchase Orders by issuing a written notice of termination to the Contractor Such
notice of termination shall describe in reasonable detail the grounds for the termination and shall take effect
immediately upon receipt by the Contractor
If after issuance of a notice of termination under this Section it is determined for any reason that cause for such
termination did not exist then the rights and obligations of the parties shall be the same as if the notice of termination
had been delivered under the provisions of subsection B (termination for convenience) hereof provided however that the Contractor in such event shall be deemed to have received seven days prior written notice of such
termination Any compensation due the Contractor pursuant to subsection B shall be offset by the cost to FW of
remedying the default by the Contractor The Contractor shall in no event be entitled to receive any consequential
damages or any anticipated profits with respect to Commodities not yet furnished to and accepted by FW as of the
effective date of any such termination
B For Convenience FW shall have the right to terminate the Contract andor any outstanding Purchase Orders issued
hereunder at its own convenience for any reason by giving seven business days prior written notice of termination
to the Contractor In such event the Contractor shall be paid an amount equal to the actual cost of any Commodity
delivered to and accepted by FW and the actual cost of any equipment goods or materials ordered by the Contractor
hereunder in good faith which could not be canceled less the salvage value thereof provided sufficient
substantiation is furnished to FW Any subcontract entered into by the Contractor in connection with the transactions contemplated hereby shall contain a similar termination provision for the benefit of the Contractor and
FW The Contractor shall in no event be entitled to receive anticipated profits on any Commodities not yet furnished
to and accepted by FW as of the effective date of any such termination
IFB 21-054
Electric Motor Repairs
31
623 Virginia Freedom of Information Act
Except as provided herein all proceedings records contracts and other public records relating to procurement
transactions shall be open to the inspection of any citizen any interested person firm or corporation in accordance with
the Virginia Freedom of Information Act
624 Faith-Based Organizations
FW does not discriminate against faith-based organizations
625 Immigration Reform and Control Act of 1986
By entering this Contract the Contractor certifies that it does not and will not during the performance of this Contract
violate the provisions of the Federal Immigration Reform and Control Act of 1986 which prohibits employment of
illegal aliens
626 Severability
In the event that any provision shall be adjudged or decreed to be invalid by a court of competent jurisdiction such ruling
shall not invalidate the entire Agreement but shall pertain only to the provision in question and the remaining provisions shall
continue to be valid binding and in full force and effect
627 Licensure
To the extent required by the Commonwealth of Virginia (see eg 541-1100 et seq of the Code of Virginia) or FW the
Contractor shall be duly licensed to provide the goods and services required to be delivered pursuant to this Contract
628 Authority to Transact Business in Virginia
A Contractor organized as a stock or nonstock corporation limited liability company business trust or limited partnership
or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a
domestic or foreign business entity if so required by Title 131 or Title 50 of the Code of Virginia or as otherwise required
by law Any business entity described herein that enters into a Contract with FW pursuant to the Virginia Public Procurement
Act 22-4300 et seq shall not allow its existence to lapse or its certificate of authority or registration to transact business in
the Commonwealth if so required under Title 131 or Title 50 of the Code of Virginia to be revoked or cancelled at any time during the term of the Contract FW may void any Contract with a business entity if the business entity fails to remain in
compliance with the provisions of this section
629 Drug-free Workplace to be Maintained by Contractor
During the performance of this contract the contractor agrees to (i) provide a drug-free workplace for the contractors
employees (ii) post in conspicuous places available to employees and applicants for employment a statement notifying
employees that the unlawful manufacture sale distribution dispensation possession or use of a controlled substance or
marijuana is prohibited in the contractors workplace and specifying the actions that will be taken against employees for violations of such prohibition (iii) state in all solicitations or advertisements for employees placed by or on behalf of the
contractor that the contractor maintains a drug-free workplace and (iv) include the provisions of the foregoing clauses in
every subcontract or purchase order of over $10000 so that the provisions will be binding upon each subcontractor or vendor
630 Employment Discrimination by Contractor Prohibited Required Contract Provisions
The following provision is required to be in every contract of more than $10000 (Virginia Public Procurement Act sect 22-
4311)
A During the performance of any ensuing contract the Contractor agrees as follows
IFB 21-054
Electric Motor Repairs
32
1 The contractor will not discriminate against any employee or applicant for employment because of race
religion color sex national origin age disability or other basis prohibited by state law relating to
discrimination in employment except where there is a bona fide occupational qualification reasonably
necessary to the normal operation of the contractor The contractor agrees to post in conspicuous places
available to employees and applicants for employment notices setting forth the provisions of this nondiscrimination clause
2 The contractor in all solicitations or advertisements for employees placed by or on behalf of the contractor
will state that such contractor is an equal opportunity employer
3 Notices advertisements and solicitations placed in accordance with federal law rule or regulation shall be
deemed sufficient for the purpose of meeting the requirements of this section
B The contractor will include the provisions of the foregoing paragraphs 1 2 and 3 in every subcontract or purchase
order of over $10000 so that the provisions will be binding upon each subcontractor or vendor
631 Counterparts
This Contract and any amendments or renewals hereto may be executed in a number of counterparts and each
counterpart signature when taken with the other counterpart signatures is treated as if executed upon one original of
this Contract or any amendment or renewal A signature by any party to this Contract provided by facsimile or
electronic mail is binding upon that party as if it were the original
632 Survival of Terms
Upon discharge of this Agreement Sections (Notice Hold Harmless Warranties Governing LawForum Contractual
Disputes) of these Terms and Conditions continue and survive in full force and effect
633 Non-Waiver
No waiver of any provision of this Agreement shall constitute a waiver of any other provision nor shall any waiver of this Agreement constitute a continuing waiver unless otherwise expressly provided
634 Contractual Disputes
A Contractual claims whether for money or for other relief will be submitted in writing not later than 60 days after
final payment provided however that written notice of the Contractorrsquos intention to file such claim must
1 Be delivered to the attention of FWrsquos Procurement Representative assigned to this contract not later than five
days after the occurrence or of the beginning of the Work upon which the claim is based and
2 Contain a reasonably detailed description of the basis of the claim otherwise the claim will be deemed to have been waived FW will make a written decision upon any such claim within 60 days after submittal of the claim
The Contractor will not institute legal action prior to receipt of FWrsquos decision on the claim unless FW fails to
render such decision within 90 days after submittal of the claim The decision of FW will be final unless the
Contractor initiates legal action as provided in Section 22-4364 of the Virginia Code Failure of FW to render
a decision within 90 days will not result in the Contractor being awarded the relief claimed nor will it result in
any other relief or penalty The sole result of FWrsquos failure to render a decision within the time allotted will be
the Contractorrsquos right to immediately institute legal action No administrative appeals procedure pursuant to
Section 22-4365 of the Virginia Code has been established for contractual claims under this Agreement
B No claim of any nature will be made against FW by or on behalf of a subcontractor unless the Consultant has first
(a) evaluated such claim thoroughly and determined it to be meritorious (b) issued a written notice to the
subcontractor finding the subcontractorrsquos claim to be meritorious and setting forth any additional compensation or additional days to be paid or granted to the subcontractor on account of such claim and (c) paid the subcontractor
in full for such claim In presenting such a claim the Consultant will provide FW with a copy of the written notice
to the subcontractor and with evidence of payment in full of the subcontractorrsquos claim No such claim will exceed
the amount actually paid to the subcontractor
IFB 21-054
Electric Motor Repairs
33
ATTACHMENT 1
BID SUBMISSION FORM
COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE E-MAIL
FAX FED ID
VIRGINA STATE CORPORATION COMMISSION (SCC) REGISTRATION INFORMATION
The bidder
1048709 is a corporation or other business entity with the following SCC identification number
-OR-
1048709 is not a corporation limited liability company limited partnership registered limited liability partnership or business trust
-OR-
1048709 is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees agents offices facilities or inventories in Virginia (not counting any employees or agents in Virginia
who merely solicit orders that require acceptance outside Virginia before they become contracts and not counting any
incidental presence of the offeror in Virginia that is needed in order to assemble maintain and repair goods in accordance with
the contracts by which such goods were sold and shipped into Virginia from offerorrsquos out-of-state location) -OR-
1048709 is an out-of-state business entity that is including with this proposal an opinion of legal counsel which accurately and
completely discloses the undersigned offerorrsquos current contacts with Virginia and describes why those contacts do not constitute
the transaction of business in Virginia within the meaning of sect 131-757 or other similar provisions in Titles 131 or 50 of the
Code of Virginia
1048709 Please check this box if you have not completed any of the foregoing options but currently have pending before the SCC an
application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number once issued (Fairfax Water reserves the right to determine in its sole discretion
whether to allow such waiver)
IFB 21-054
Electric Motor Repairs
34
COMPANY
PART 1 ndash Hypothetical Electric Motor Repair Pricing
Repair scenarios immediately follow the signature section of the Bid Submission Form See Section 56 of the
solicitation for detailed instructions on how to complete the Bid Form and on how to bid the hypothetical repair scenarios To be deemed responsive and eligible for contract award the Bidder shall bid on all four scenarios and
shall include the separate price for each scenario in their Bid Submission Packet
HYPOTHETICAL REPAIR PRICING SCHEDULE
Repair 1A
Foxmill Pumping Station Pump Motor 5 Motor Evaluation Report Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1A $_______________________
Repair 1B
Corbalis Treatment Plant Finished Water P1 Inboard Bearing Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1B $_______________________
Repair 1C
Corbalis Plate Settler Feed Pump 2 ndash Motor Evaluation Report Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1C $_______________________
Repair 1D
Griffith Finished Water Pumping Station Pump Motor 3 Motor Evaluation Report
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1D $_______________________
PART 1 HYPOTHETICAL REPAIRS 1A ndash 1D TOTAL COST $_______________________
IFB 21-054
Electric Motor Repairs
35
COMPANY
PART 2 Discounts Offered by Motor Horse Power
1 Discount off Vaughenrsquos Guide for motors greater than 60 hp up to 600 hp (includes all makes amp
models AC amp DC high amp low voltage high amp low RPM single amp three phase)
2 Discount off Vaughenrsquos Guide for motors greater than 600 hp (includes all makes amp models AC amp
DC high amp low voltage high amp low RPM single amp three phase)
Date of Vaughenrsquos Pricing Guide
PART 3 Labor Rates
Labor rates bid in this section shall directly correlate to the labor rates quoted in Part 1 and shall include
all direct and indirect overhead costs including but not limited to travel to and from the jobsite general
and administrative costs etc Labor rates will only be paid on the basis of time at the FW job site or as
documented for work done at the ManufacturerrsquosContractorrsquos site
3 FW Onsite Labor ndash Regular Time (MondayndashFriday 730 am through 500 pm) $___________hour
4 FW Onsite Labor-Overtime $___________hour (Monday-Friday 500 pm through 730 am weekends and holidays)
5 In Shop Labor ndash Regular Time (MondayndashFriday 730 am through 500 pm) $___________hour
6 In Shop Labor ndash Overtime $___________hour
(Monday-Friday 500 pm through 730 am weekends and holidays)
PART 4 Contact Person
List a contact personrsquos name and telephone number for normal FW working hours 730 amndash500 pm
Monday-Friday Answering machines are unacceptable as a point of contact For emergency calls outside
normal FW working hours (nights andor weekends) list a contact personrsquos name and telephone number
or have a voice mail paging system or answering service Bidders using a voice mail paging system or
answering service in lieu of a contact person shall be required to initiate a call back to the sender within
(30) thirty minutes
IFB 21-054
Electric Motor Repairs
36
COMPANY
Type of answering system used by your firm (check one)
Voice Mail Paging System Answering Service
Contact for Normal Working Hours
Name(s) __________________________________________
__________________________________________
Telephone __________________________________________
__________________________________________
Contact for Emergency Calls (outside normal FW working hours)
Name(s) __________________________________________
__________________________________________
Telephone __________________________________________
__________________________________________
PART 5 Repair Facility Capabilities
Please check the following for Repair Facility capabilities
Facility capable of performing all balance work (no subcontracting)
Facility capable of starting 3 phase 4160 volt 3050 HP vertical motor
Facility capable of starting 3 phase 4160 volt 1800 HP horizontal motor
Facility allows for Owner personnel to safely witness testing
Repair Facility Address
IFB 21-054
Electric Motor Repairs
37
Submittals to be included in Bid Packet
1 Attachment 2 ndash Bidder Reference Form
2 Subcontractor List with Subcontractor References if applicable
3 Attachment 9 IRS Form W-9
4 Acknowledgement Page(s) for all Addendum if applicable
bull PAYMENT TERMS FWrsquos minimum payment term is Net 30 days All
bids will be interpreted as Net 30 unless otherwise specified herein By submitting an offer to sell in
response to this solicitation all bidders acknowledge and agree to this requirement
By my signature I certify that I am acting as an agent or in the case of an LLP the Partner or Managing
Partner for the firm identified on this Bid Submission Form and that I am fully authorized to bind the
firm to the specifications terms and conditions of this solicitation as well as any addenda thereto
Company Name
Signature Printed Name
Title Date
[HYPOTHETICHAL REPAIR SCENARIOS IMMEDIATELY FOLLOW THIS PAGE]
IFB 21-054
Electric Motor Repairs
38
BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1A FOXMILL PUMPING STATION PUMP MOTOR 5 SERVICE Reason for Service Motor Evaluation Report
Motor Description General Electric Model 5kb3396448501 Sn Wwh-283004190 Type (Kv) Induction Custom-8000 Vertical Motor 70000 Hp 3 Phase 60 Hertz 4000 Volts Frame 8339p30 887 Rpm 1 Pick up motor from the Foxmill Pump Station Herndon
2 Check all mechanical tolerances and fits using precision measurement tools and provide report highlight any
out of tolerance measurements 3 Check out electrical components using electrical test methods Meggar Surge Pi And Hi Pot 4 Dynamically balance rotors in the presence of the FW representative 5 Clean and degrease motor components 6 Reassemble unit and perform motor testing and final report 7 Ship unit to FW Foxmill PS 8 Provide 1 Year Warranty
CONTINUES ON NEXT PAGE
FOXMILL 5 SAP 350261
MFR GENERAL ELECTRIC
SN WWH-283004189
FRAME 8339P30 TYPE INDUCTION PH 3
DISGN CODE HP 700 VOLTS 4000
HZ 60 RPM 887 AMPS 920 RISE 30deg
B
DUTY Cont CLASS INS F AMPS
Y
TEMP AMB 40deg SF
ENCLOSURE TEWAC
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
550
IFB 21-054
Electric Motor Repairs
39
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1A ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
40
COMPANY BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1B CORBALIS FINISHED WATER P1 MOTOR SERVICE Reason for Service Inboard Bearing
Motor Description Horizontal Motor 1750 Horsepower 3 Phase 60 Hertz 900 Rpm 4000 Volts 21120-17 Frame Ideal Electric Serial 981097-01 Synchronous 1 Pick up motor from Corbalis Water Treatment Plant Herndon
2 Check all mechanical tolerances and fits using precision measurement tools and provide report highlight any
out of tolerance measurements
3 Check out electrical components using electrical test methods Meggar Surge Pi and Hi pot
4 Dynamically balance rotors in the presence of the FW representative
5 Clean and degrease motor components
6 Reassemble unit and perform motor testing and final report
7 Ship unit to FW Corbalis Water Treatment Plant
8 Provide 1 Year Warranty
CONTINUES ON NEXT PAGE
FW 1 SAP 350109
MFR IDEAL ELECTRIC
SN 981097-01 FRAME 21120-17 TYPE SMB PH 3
DISGN CODE HP 1750 VOLTS 4000
HZ 60 RPM 900 AMPS 195 RISE 85deg
B DET
DUTY CONT CLASS INS F AMPS
Y
TEMP AMB 40deg SF 15 ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
41
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1B ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
42
COMPANY BID SUBMISSION PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1C
CORBALIS PLATE SETTLER FEED PUMP 2 FLYGHT MOTOR Reason for Service Motor Evaluation Report Service
Motor Description FLYGT 45kW-60hp RPM 1170 Volts 460 AMPS 73 Model CP3300091-0258 Serial 3300091-0720003 1 Pick Up motor from the Corbalis Water Treatment Plant Herndon
2 Inspect test run and disassemble
3 Perform electrical test and mechanical checks
4 Clean and bake
5 Rewind stator install thermal protectors VPI in Epoxy Resin
6 Fabricate new SS shaft
7 Balance rotor and impeller in the presence of FW representative
8 Replace lower bearing housing and install new bearings and new mechanical seals
9 Replace o-rings and gaskets Replace lifting chain (SS Grade)
10 Install new stationary and rotating wear rings replace retaining rings
11 Replace hardware reassemble unit and perform motor testing and final report
12 Paint
CONTINUES ON NEXT PAGE
Plate Settler Feed Pump 2 SAP 360128
MFR FLYGHT
SN 3300091-0720003
FRAME TYPE
PH
DISGN CODE HP 60 VOLTS 460
HZ
RPM 1170 AMPS 73 RISE
B
DUTY
CLASS INS
AMPS
Y
TEMP AMB
SF
ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
43
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1C ndash CONTINUED
13 Ship unit to FW Corbalis Water Treatment Plant
14 Provide 1 Year Warranty
15 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
44
COMPANY BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1D
GRIFFITH PUMPING STATION PUMP MOTOR 3 SERVICE Reason for Service Motor Evaluation Report Motor has excessive clearance in lower guide bearing Lower Guide bearing is NU style bearing Bearing Skidding is present in Bearing
Motor Description Vertical Motor Type MIBA-V TEWAC 720 RPM 1800 HP 3 Phase 60 Hz 4000 Volts 1 Pick Up motor from Griffith Pump Station Lorton
2 Check All Mechanical Tolerances Fits Using Precision Measurement Tools And Provide Report Hi Lite Any Out
Of Tolerance Measurements 3 Check Out Electrical Components Using Electrical Test Methods Meggar Surge Pi And Hi Pot
4 Dynamically Balance Rotors with FW Rep Present At API 610 4WN
5 Clean And Degrease Motor Components
6 Reassemble Unit and Perform Motor Testing and vibration analysis with FW rep present and provide Final Report
7 Ship Unit to FW Griffith PS
8 Provide 2 Year Warranty
CONTINUES ON NEXT PAGE
FWP3 MFR IDEAL
SN 001077-03 FRAME TYPE IMV PH 3
DISGN CODE HP 1800 VOLTS 4000
HZ 60 RPM 715 AMPS 238 RISE 80 C B RES
DUTY CONT CLASS INS F AMPS 274 105 C
Y RES
TEMP AMB 40 C SF 115 ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
45
COMPANY
BID SUBMISSION PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1D ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
46
ATTACHMENT 2
REFERENCES
BIDDERrsquoS NAME
1 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
2 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
3 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
IFB 21-054
Electric Motor Repairs
47
ATTACHMENT 2
REFERENCES CONTINUED
BIDDERS NAME ______________________________
4 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
5 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
IFB 21-054
Electric Motor Repairs
48
ATTACHMENT 3 OPERATING DATA SHEET
ISSUED TO DATE ISSUED Fairfax Water Work Order FW Electrical Supervisor Phone Conditioned Based Maintenance Supervisor Phone Return date requested A Equipment Specifications
1 Equipment Name
2 SAP ID Number
3 Manufacturer
4 Serial Number
5 Horsepower
6 Voltage B Work Requested
1 Reconditioning and Testing
2 Rewind
3 Other (describe) C If motor failure is involved state conditions under which failure occurred D Special Insulation Requirements
1 Moisture
2 Abrasion E Type of Housing Paint and Color
Paint furnished by customer Yes No
IFB 21-054
Electric Motor Repairs
49
ATTACHMENT 4
INSPECTION DATA SHEET ndashPAGE 1 OF 2 Company Performing Work Motor SN SAP ID A Initial Inspection and Tests
1 Insulation Resistance
Voltage Applied v Ambient Temp oC Machine Temp oC
1 min 10 min PI A to GND
B to GND
C to GND
2 Surge Test Test Voltagehelliphelliphellip V Pass ___ Fail ___ 3 Growler Test Pass ___ Fail ___ 4 Motor Shaft Run out In
5 Rotor Endplay In
6 Shaft Diameter In
B Disassembly
1 End Bells Marked
2 Fan Orientation Marked C Component Inspection
1 General Condition of Rotor (include probable cause of major damage)
a Rotor Iron
b Rotor Windings Rotor bars
c Retaining Rings
IFB 21-054
Electric Motor Repairs
50
ATTACHMENT 4 INSPECTION DATA SHEET ndashPAGE 2 OF 2
Company Performing Work Motor SN SAP ID
2 General Condition of Stator (include probable cause of major damage)
a Stator Iron b End Lacings and Support systems
c Wedges
d Windings
e RTDThermocouple Condition
3 General Condition of Shaft Keyways
4 General Condition of Bearings
5 General Condition of Motor Housing
6 Other
7 Core loss preceding winding removal watts
8 Core loss following winding removal watts
9 Recommended Repairs Signature Printed Name Title Date
IFB 21-054
Electric Motor Repairs
51
ATTACHMENT 5 Page 1 of 5
WORK PERFORMED DATA SHEET Company Performing Work Motor SN SAP ID A Describe work performed on rotor B Describe work performed on stator C Describe work performed on shaft D Describe work performed on bearings
Replaced bearings Yes No Manufacturer Type Code
E Other F Was motor vacuum-pressure impregnated Yes No
Resin used
Number of VPI and bake cycles G Was motor treated for abrasion protection Yes No
Treatment used
IFB 21-054
Electric Motor Repairs
52
ATTACHMENT 5 Page 2 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID H Varnish used for non-VPI applications
Number of dip and bake cycles I Final Tests
1 Insulation Resistance
Voltage Applied v Ambient Temp oC Machine Temp oC
1 min 10 min PI
A to GND
B to GND
C to GND
2 Phase Balance
Voltage Applied Vac A amps B amps C amps
3 High Potential Applied Leakage Time
Phase Voltage Current Duration
A
B
C
OR (if cant be separated)
ALL
IFB 21-054
Electric Motor Repairs
53
ATTACHMENT 5 Page 3 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
4 Winding Resistance
A-B milliohms A-N milliohms
B-C milliohms OR B-N milliohms C-A milliohms C-N milliohms
5 Dynamic Balance
RPM Vibration DE ODE Initial Final
6 No-Load Run
Phase Bearing Current Temperature Vibration_________
Ia Ib Ic Inboard Outboard RPM Inboard Outboard
15 Min 30 Min 45 Min
60 Min Acceleration time (Seconds) Peak starting current (Amper) ( IFL)
7 Miscellaneous
Direction of Rotation Viewed from End
End Play (Sleeve Bearing Only) in
IFB 21-054
Electric Motor Repairs
54
ATTACHMENT 5 Page 4 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
Inboard Bearing Journal Dia in
Inboard Bearing ID in
Outboard Bearing Journal Dia in
Outboard Bearing ID in
8 High FrequencySurge Comparison Tests (New Coils Only)
Voltage Applied v
Results
9 Air Gap Measurements
A minimum of sixteen (16) readings should be taken from each end using the following method
1 Mark position on stator at 12 oclock 3 oclock 6 oclock and 9 oclock 2 Mark position on rotor at 12 oclock 3 Take air gap readings at 12 3 6 and 9 from both ends pinion end (DE) opposite end (ODE)
Record readings [Eight (8) readings] 4 Rotate rotor to 3 oclock position 5 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings [Eight (8)
readings] 6 Rotate rotor to 6 oclock position 7 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings [Eight (8)
readings] 8 Rotate rotor to 9 oclock position 9 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings (Eight (8)
readings) 10 Calculate average readings and overall average air gap The acceptable tolerance between
average readings and the overall average gap is plusmn5
IFB 21-054
Electric Motor Repairs
55
ATTACHMENT 5 Page 5 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
DRIVE END
OPPOSITE DRIVE END
IFB 21-054
Electric Motor Repairs
56
ATTACHMENT 6 WAIVER OF SPECIFICATIONRELEASE OF HOLD POINT
Company Requesting Waiver of SpecificationRelease of Hold Point Person Making RequestDate Contact Info FW Equipment Name FW SAP EQUIPMENT Number Manufacturer Serial Number Horsepower Voltage Request for Waiver of Specification
Request for Release of Hold Point
Item Description FW Authorized Action APPROVED BY Printed Name and Title Date
IFB 21-054
Electric Motor Repairs
57
ATTACHMENT 7
RECOMMENDED CLEARANCES SLEEVE BEARINGS
ROUND BORES ONLY Company Performing Work Motor SN SAP ID Shaft Size Clearance for Clearance for Journal Diameter Horizontal Shaft Vertical Shaft (In inches) (In Inches) (In Inches) (In Inches) 1 004 +001 -000 004 +001 -000 2 004 +001 -000 004 +001 -000 3 006 +002 -000 006 +001 -000 4 008 +002 -000 007 +001 -000 5 010 +002 -000 007 +002 -000 6 012 +002 -000 007 +002 -000 7 014 +002 -000 007 +002 -000 8 016 +002 -000 007 +002 -000 9 018 +002 -000 007 +002 -000 10 020 +002 -000 007 +002 -000 11 020 +002 -000 007 +002 -000 12 021 +002 -000 007 +002 -000 13 021 +002 -000 007 +002 -000 14 022 +002 -000 007 +002 -000 15 022 +002 -000 008 +002 -000 16 023 +002 -000 008 +002 -000 17 023 +002 -000 008 +002 -000 18 024 +002 -000 008 +002 -000 19 024 +002 -000 008 +002 -000 20 025 +002 -000 008 +002 -000
IFB 21-054
Electric Motor Repairs
58
ATTACHMENT 8 Company Performing Work Motor SN SAP ID
DYNAMIC BALANCE CERTIFICATE
Balance Machine Model No ______________ Last Calibration Date ________ Balance Machine Serial No __________________________ Weight __________________ ldquoIn Servicerdquo Speed (RPM) ________ Balance Speed (RPM) __________________________
Certified by Printed Name and Title
Radius of permanent balance weight (in) _____________ IB _____________OB As Found Balance (ozin) _____________________IB ___________________OB As Left Balance (ozin) ______________________IB ___________________OB Calculated acceptance limit per journal (4WN) ___________IB __________OB If ozin value is not available for ldquoAs Found Balancerdquo and ldquoAs Left Balancerdquo use the mils value
Vendor _______________________________ Balance Date _________Time____ Equipment balanced __________________________________________________
IFB 21-054
Electric Motor Repairs
ii
66 Compliance with Laws Regulations and Codes 25 67 Contract Formation 25 68 Contract Changes Change Orders 25 69 Contractorrsquos Responsibilities 26 610 Ethics in Public Contracting 26 611 Examination of Records 26 612 Governing Law Venue Waiver of Jury Trial 27 613 Indemnification and Responsibility for Claims and Liability 27 614 Insurance 27 615 No Waiver or Estoppel 28 616 Partial Invalidity 28 617 Payment Clauses Required in All Contracts 29 618 Payment 29 619 Price Firm Period 30 620 Rider Clause 30 621 Taxes 30 622 Termination of Contract 30 623 Virginia Freedom of Information Act 31 624 Faith-Based Organizations 31 625 Immigration Reform and Control Act of 1986 31 626 Severability 31 627 Licensure 31 628 Authority to Transact Business in Virginia 31 629 Drug-free Workplace to be Maintained by Contractor 31 630 Employment Discrimination by Contractor Prohibited Required Contract Provisions 31 631 Counterparts 32 632 Survival of Terms 32 633 Non-Waiver 32 634 Contractual Disputes 32
Attachment 1 Bid Submission Form
Attachment 2 Reference Form
Attachment 3 Operating Data Sheet
Attachment 4 Inspection Data Sheet
Attachment 5 Work Performed Data Sheet
Attachment 6 Waiver of SpecificationRelease of Hold Point
Attachment 7 Recommended Clearances Sleeve Bearings Round Bores Only
Attachment 8 Dynamic Balance Certificate
Attachment 9 IRS Form W-9 Request for Taxpayer Identification Number and
Certification
IFB 21-054
Electric Motor Repairs
1
1 INTRODUCTION AND OBJECTIVE
11 Introduction
The Fairfax County Water Authority doing business as Fairfax Water (FW) was created under the
Virginia Water and Waste Authorities Act pursuant to resolutions adopted by Fairfax County on
September 26 1957 Fairfax Water is managed by a ten-member Board of Directors appointed for
three-year terms by the Fairfax County Board of Supervisors
12 Objective
The objective of this Invitation to Bid (IFB) is to award a contract to the lowest responsive and
responsible bidder for as needed electric motor reconditioning and repair services on 60 hp or larger
3-phase induction and synchronous motors as specified and defined herein
2 HYPOTHETICAL REPAIR SCENARIOS FOR BID EVALUATION PURPOSES ONLY
The hypothetical repair scenarios included in this solicitation are for bid evaluation purposes only
The scope of work and pricing for all actual repairs post contract award shall be in accordance with
any resultant contract awarded as a result of this solicitation
3 DEFINITIONS
A Award ndash means the decision by FW to execute a contract after all necessary approvals have been
obtained
B Bid ndash means the response by a Bidder to an Invitation for Bids issued by a procurement agency to
obtain goods or services
C Bidder ndash means any person submitting a response to an IFB
D Contract ndash means the formal agreement as a result of this solicitation
E Contract Completion ndash means the point in time when FW Project Manager confirms in writing
that the contract has been completed as contracted for and the Contractor is released from any
further obligations All remaining payments due the Contractor shall be approved for payment at
this time
F Contractor ndash means the successful Bidder receiving a contract as a result of this solicitation
G Default ndash means that the Contractor has failed to fulfill its contractual obligations properly and on
time
H FW ndash means Fairfax Water The terms Owner and FW have the same meaning
I Notice ndash The term ldquoNoticerdquo or the requirement to notify means a written communication delivered
in person by facsimile or by certified or registered mail to the individual or firm or to an officer
of the Contractor for whom it is intended
J Owner ndash Fairfax County Water Authority
K Project ndash The term ldquoProjectrdquo means the same as the phrase ldquothe Workrdquo
L Project Manager ndash means FW employee assigned to this project for purposes of oversight of the
project The Project Manager is responsible for all aspects of the contract (excluding contract
modifications) after contract award including but not limited to approving design changes and
authorizing payment for completed work
IFB 21-054
Electric Motor Repairs
2
M Specifications ndash The term ldquoSpecificationsrdquo describes the physical or functional characteristics or
the nature of a good service or construction item required It may include a description of any
requirement for inspecting testing or preparing a good services or construction item for delivery
N Work ndash The word ldquoWorkrdquo shall include all material labor equipment and tools appliances
machinery transportation and appurtenances necessary to perform and complete the Contract and
any such additional items not specifically indicated or described which can be reasonably inferred
as belonging to the item described or indicated or as required by industry practice custom or usage
to complete the project as proposed by the Bidder and accepted by FW
4 SPECIFICATIONSSCOPE OF WORK
41 General Requirements and Technical Specifications Description
A Overview
The purpose of this motor repair and rewind specification is to define minimum technical
requirements required by the Owner applicable to reconditioning and repair of three phase
induction and synchronous motors 60 hp and larger This specification shall apply to routine
reconditioning and repair procedures It is not the intent of the specification to define
requirements for specialty motors requiring uncommon reconditioning and repair procedures
or to provide lesser guidance than industry best practice on all motor repairs Situations where
there is conflict between specialty motors or special situations and a disparity exists between
this specification and industry recognized standards shall be addressed on a case by case basis
B FW Option for DC or AC High Potential Testing
Fairfax Water reserves the option whether DC or AC High Potential Testing is used on
existing windings during reconditioning
C Industry Standards Applicable to the Work
1 Industry standards include
a ANSIEASA AR100 (latest edition) ldquoRecommended Practice for the Repair of
Rotating Electrical Apparatusrdquo
b IEEE Std 1068 (latest edition) ldquoIEEE Standard for the Repair and Rewinding of AC
Electric Motors in the Petroleum Chemical and Process Industriesrdquo
c ISO 1940-1 (latest edition) ldquoMechanical Vibration ndash Balance Quality Requirements
for Rotors in a Constant (Rigid) State ndash Part 1 Specification and Verification of
Balance Tolerancerdquo
2 References to appropriate definitions components and relevant standards are found in the
above standards Additional acceptable standards include ABFMA API EASA (including
Tech Notes) IEC IEEE and NEMA where applicable where the procedures and tolerances
exceed those in the above listed standards and do not conflict with best practices or this
IFB 21-054
Electric Motor Repairs
3
specification The Contractor shall consult with and defer to the FW Project Manager for
any deviation from this specification
42 Written Quotes and Required Documentation for all Future Work
A Written Quotes for All Future Work
1 The Contractor shall submit a written quote to the FW Project Manager within 3 business
days of receiving the electric motor in their shop The contractor may submit a written
request to extend the 3-day timeframe to the FW Project Manager The written request
shall include a verifiable reason for the delay FW reserves the right to decline the
request if the delay cannot be documented and verified
2 The written quote shall include at a minimum the following
a The complete scope of work to repair the motor
b All labor hours by type quantity unit cost and extended cost
c All materials listed by manufacturer and manufacturer part number quantity unit
cost and extended cost
d Total number of calendar days required to complete the repair after receipt of written
order to proceed
e The motor serial number and the FW Work Order Number listed on Attachment 3
f The cost of equipment rental subcontractors or any materials not included in the
Vaughenrsquos Pricing Guide needed to fulfill the requirements of the repair
g The Contractor may include written recommendations for substitutions that will
increase motor life reduce costs or reduce the delivery lead-time as separate options
on their quote Contractor shall not proceed with any proposed options without the
express written consent of FW
3 Pricing for all future repairs and parts shall be based on the Vaughenrsquos Price Guide and
the labor rates awarded In the event the Contractor must provide materials or equipment
rental not included in the pricing guide then compensation will be based on the
Contractorrsquos actual cost to supply the materials or equipment rental In these
circumstances the Contractor shall include a copy of their supplierrsquos invoice with all
invoices submitted to FW
B Operating Data Sheet (Attachment 3)
This sheet will be completed by the FW Project Manager requesting the work and will be
sent with the motor to the repair facility
C Inspection Data Sheet (Attachment 4)
This sheet shall be completed by the Contractor documenting the results of inspections and
tests performed prior to reconditioning or repair procedures Upon completion of the work
the Contractor shall distribute one copy each of this sheet to the FW Electrical Supervisor and
IFB 21-054
Electric Motor Repairs
4
the Conditioned Based Maintenance Supervisor identified on the Operating Data Sheet
(Attachment 3) that was submitted to the Contractor when work was requested
D Work Performed Data Sheet (Attachment 5)
This sheet shall be completed by the Contractor documenting the work performed Upon
completion of the work the Contractor shall distribute one copy each to the FW Electrical
Supervisor and the Conditioned Based Maintenance Supervisor identified on the Operating Data
Sheet (Attachment 3) that was submitted to the contractor when work was requested
E Waiver of SpecificationRelease of Hold Point (Attachment 6)
This sheet will be issued to the Contractor by the FW Project Manager authorizing the
Contractor to deviate from these specifications and to allow the Contractor to proceed beyond
a hold point (see Section 32 paragraph G below) Approval to deviate from the specification
or proceed beyond a hold point may be issued verbally by the FW Project Manager Whenever
a verbal authorization is issued to the Contractor the ldquoWaiver of SpecificationRelease Hold
Pointrdquo sheet will be forwarded to the Contractor within five working days
F Recommended Clearances ndash Sleeve Bearings Round Bores Only (Attachment 7)
If the Contractor is re-babbitting the motor babbitt bearings the Contractor shall adhere to the
clearances shown on Attachment 7
G Dynamic Balance Certificate (Attachment 8) ndash All final balancing of the rotating element
shall be conducted in the presence of FWrsquos Condition Based Maintenance Supervisor the
FW Project Manager or their designated representative
H Hold Points
The points defined within the specification as ldquoHold Pointsrdquo are situations that warrant
individual technical evaluation as to the method of repair quality of substituted materials or
components or alternate procedures other than as specified herein Should such situations
develop during the progress of the work no further work shall proceed without consent of the
FW Project Manager
43 Technical Specification
A Motor Reconditioning
1 The routine reconditioning of a motor shall consist only of the following steps
a Initial inspection and tests
b Disassembly
c Component inspection
d Cleaning and baking
e Varnish treatment and bake cycle
f Reassembly and testing
IFB 21-054
Electric Motor Repairs
5
g Painting
2 A routine reconditioning contains no major repairs Major repairs include but may not
be limited to
a Stator rewind
b Core restacking
c Lead replacement
d Securing loose rotor bars and retaining rings
e Shaft straightening
f Bearing repair or replacement
g Shaft journal repairs
h Exciter package repairs
MOTOR RECONDITIONING HOLD POINT
bull If at any point during a reconditioning major repairs are deemed
necessary the Ownerrsquos representative as shown on Attachment 3
(Operating Data Sheet) shall be contacted for approval (See Section
23B for major repair work specifications and procedures)
bull Data required by the Owner as a result of inspections and tests
performed during reconditioning are outlined in Attachment 5
(Inspections Data Sheet)
3 Initial Inspection and Tests
a The motor shall be subjected to an insulation resistance test with polarization index as
outlined in IEEE Std 43 (Sections 53 and 54) The insulation resistance test shall be
performed for ten minutes as follows (IEEE Std 43-2013 Table 1 and Section 53)
1) Motors up to 600 volts -use 500 VDC
2) 24 KV motors -use 2500 VDC
3) 41 KV motors -use 5000 VDC
b The polarization index shall be the ratio of the 10-minute resistance measurement and
the 1-minute measurement Insulation resistance findings must be temperature
corrected to the lsquoThermosettingrsquo value per IEEE 43 Section 63 and Figure 5 with
acceptable tolerance as found in Table 4 for further electrical testing
c Motor shaft run out shall be measured Run out measurements shall be made with a
stationary indicator and keyways shall be inspected in accordance with the method
described in ANSIEASA AR100 Section 2 and Tables 2-1 to 2-6
d Rotor end play shall be measured per IEEE Std 1068 Section 52 (incoming tests) and
ANSIEASA AR100 Section 2 (Mechanical)
IFB 21-054
Electric Motor Repairs
6
e Mounting surfaces including Rabbet fits shall be inspected per ANSIEASA AR100
Section 2 and Tables 2-8 to 2-10
4 Disassembly
a Upon completion of initial inspection and testing the motor shall be disassembled
Disassembly shall be performed per the procedure in IEEE Std 1068 Section 6 The
following precautions shall be taken prior to disassembly
1) Stencil identification and orientation on end bells- drive end (DE) and opposite
drive end (ODE)
2) Mark proper fan orientation
3) The coupling shall only be removed at the request of FW or if it is required in order
to complete disassembly of the motor The Contractor shall request approval from
the FW Project Manager prior to removing the coupling
5 Component Inspection (IEEE Std 1068 Section 62 for guidance)
a Rotor ndash The rotor shall be inspected for signs of physical damage Retaining rings shall
be checked for evidence of overheating and arcing Additionally the rotor shall be
tested for loose bars and open circuits by use of a growler or sonic test method The
rotor will be balanced prior to reassembly as per Section 43A8f Rotor inspection
and additional methods are found in ANSIEASA AR100 Section 38 and IEEE Std
1068 Section 62e) and Section 632
b Stator ndash The stator shall be inspected for evidence of insulation faults loose coils in
slots loose wedges loose ties and blocking signs of overheating and iron damage
Tightening of loose wedges loose coils blocking and repair of ties shall be performed
as needed Stator RTDrsquos thermocouples and thermistors shall be resistance or
continuity checked as needed Stator inspection shall be performed per the procedure
outlined in IEEE Std 1068 Sections 62 and 631
c Shafts ndash The shaft shall be inspected for straightness keyway condition bearing journal
and imperfections per ANSIEASA AR100 Section 2 and IEEE Std 1068 Section
6322 and additional sections as appropriate based on the construction of the rotor
SHAFT INSPECTION HOLD POINT
bull Should shaft run out exceed the following tolerances Owner
approval will be required before further action is taken
RPM Run Out
Less than 1800 0002 inch
More than 1800 0001 inch
bull Measurements shall be taken at the end of the keyway extension
Keyways shall be machined to accept key steel to an interference fit
IFB 21-054
Electric Motor Repairs
7
Journal run out and shaft imperfections shall be corrected by
welding for direct coupled machines only or by providing a new
shaft
d Bearings
1) Roller and ball bearing fits shall be measured and compared with tolerances
specified by the motor manufacturer Bearings shall be replaced with SKF brand
bearings When replacing roller bearings that require periodic greasing shielded
pre-greased bearings shall be used where possible Otherwise the bearing shall be
replaced with the same style bearing as the original (eg shielded sealed open
covered roller etc) Reference ANSIEASA AR100 Section 2 and Tables 2-13
and 2-14 for fit guidance Reference ABFMA 7 and 20 for all other tolerances
Inspection guidance and terminology are found in IEEE Std 1068 Section 62
2) No substitute bearing types will be allowed without the Ownerrsquos consent
3) No knurling peening or adhesive shall be used as a means of retaining bearings on
a shaft or housing
4) Sleeve bearings shall be re-babbitted as needed uniform in diameter smooth
internally suitably grooved for proper distribution of lubricant and fitted within
tolerances specified by the motor manufacturer If manufacturerrsquos bearing data is
not available the maximum clearance between the bore of the bearing and the
diameter of the shaft journal shall be determined by referring to Attachment 7 Re-
babbetting shall be spun-cast and adherence greater than 98
BEARINGS HOLD POINT
bull The Contractor shall report any bearing requiring repair or
replacement on the written repair quote and on the Work
Performed Sheet (Attachment 5)
e Motor Housing The motor housing and end bells shall be inspected for cracks or other
damage Reference ANSIEASA AR100 Section 2 and IEEE Std 1068 Section 62 for
guidance
6 Cleaning and Baking
a The stator shall be steam cleaned Any solvents or soaps required shall be compatible
with the motor insulation system No steel wool or similar metallic pads shall be used
for cleaning the stator windings or rotor of the motor The stator shall be baked at a
temperature of 250 degrees F ndash 300 degrees F for a period of two to three hours or
until sufficiently dry The stator shall then be cooled down to 170 degrees F ndash 150
degrees F prior to varnish treatment The oven shall be equipped with a water fire
suppression system and a temperature recording chart meter
IFB 21-054
Electric Motor Repairs
8
CLEANING AND BAKING HOLD POINT
bull Should an alternative to baking be necessary Owner approval will
be required before further action is taken
b The rotor shall be cleaned as needed with a suitable solvent and oven dried
7 Varnish Treatment and Bake Cycle (Reference IEEE Std 1068 Section 8
a Random wound stators shall be subjected to two dip and bake cycles using a polyester
or epoxy resin for rewinds and a single dip and bake for reconditioning Bake cycle
time and temperature shall be in accordance with the resin manufacturerrsquos
recommendation Resin shall be capable of Class H operation
b If moisture protection is specified on Attachment 3 the windings shall be given three
vacuum-pressure impregnation treatments for rewinds and one for reconditioning
c If abrasion protection is specified on Attachment 3 a coat of polyurethane resin or
silicone rubber shall be applied in addition to the resin treatment described in 43A7a
and 43A7b Cooling passages shall not be blocked
d Form wound stators shall be subjected to one dip and bake cycle for reconditioning and
two for rewinds as outlined in 43A7a The stator shall be inspected prior to and
immediately after dipping to ensure the cooling vents are clear
8 Reassembly and Testing
All work and final test results shall be recorded on the Work Performed Report
(Attachment 5) The following tests shall be performed on the reconditioned motor
(reference IEEE Std 1068 Section 813 for guidance on final testing with additional
tolerance guidance in ANSIEASA AR100)
a Insulation resistance ndash An insulation resistance test shall be performed as outlined in
Section 43A3a for ten minutes The acceptance value of resistance measured in
megohms corrected to 40 C shall be no less than 1 megohm per KV where KV is equal
to rating of motor in kilovolts Insulation resistance findings shall be temperature
corrected to the lsquoThermosettingrsquo value per IEEE 43 Section 63 and Figure 5 with
acceptable tolerance as found in Table 4 for further electrical testing
INSULATION RESISTANCE TESTING HOLD POINT
bull Owner shall be notified if this reading is below 10 megohms for
motors under 1000 volts and random wound motors and below 100
megohms for motors over 1000 volts and form wound motors
b Polarization Index A polarization index shall be calculated The index is the ratio of
the 10-minute insulation resistance measurement and the 1-minute measure The
IFB 21-054
Electric Motor Repairs
9
minimum acceptable PI shall be 20 when the insulation resistance is below 5000
megohms at one minute and no less than 10 over 5000 megohms at one minute
POLARIZATION INDEX HOLD POINT
bull Owner shall be notified if this reading is below 20 when the insulation resistance
is below 5000 megohms after 1 minute between 1 and 2 when the insulation
resistance is over 5000 megohms or below 10 at any time
c Phase Balance A phase balance test shall be performed at 20 rated voltage The
maximum unbalance in line currents shall be 5
d High Potential An AC high potential test shall be performed for a duration of one
minute Applied test voltage shall be as follows
1) Reconditioned coils 06 (2E+1000)vac
096(2E+1000)vac
2) New coils (2E+1000)vac
17(2E+1000)vac
Where E equals phase to phase operating voltage
e Winding Resistance Winding resistances and ambient temperature of the equipment
shall be measured and recorded Winding resistance shall be normalized to 25C per
IEEE 112 and IEEE 1068
f Dynamic Balance Rotors shall be dynamically balanced per API 610 4WN and in the
presence of the FW Condition Based Maintenance Supervisor and the FW Electrical
Supervisor or their designated representative (Note API 610 4WN is lower than ISO
19401 G 10 and is equivalent to ISO 1940 G07)
g No Load Run The motor shall be run at rated voltage non-loaded until bearing
temperatures stabilize (no change by more than 2 degrees over 20 minutes) bolted to
metal bed plate during which the following parameters shall be measured and recorded
at 10-minute intervals
1) Load Current
2) Bearing Temperature
3) Overall vibration maximum amplitude at any RPM shall be as identified in IEEE
1068 Tables 11 and 12
4) RPM
5) Rotation shall be compared with original direction
6) In addition the uncoupled acceleration time and peak starting currents shall be
recorded on the work sheet for across-the-line starts For any motor that FW
designates that is not to be started across-the-line but only by reduced voltage
means shall not be started across-the-line but shall be started for the shop tests
IFB 21-054
Electric Motor Repairs
10
using reduced voltage starters that limit the motor current to no more than 5 times
full load nameplate current
h Miscellaneous
1) Direction of rotation shall be marked on the motor and recorded
2) End play for sleeve bearing applications shall be measured and recorded
3) Bearing and bearing journal data shall be measured and recorded
4) Magnetic center shall be marked
i Surge Comparison Tests The voltage levels shall be at 2E + 1000 volts AC for the
high frequencysurge comparison test
j Air gap shall be measured and recorded at 1200 300 600 and 900 orsquoclock
positions according to the instructions given on Attachment 5
9 Painting The motor shall be painted with paint specified on Attachment 3 Shaft
extensions shall be sprayed with a preservative Reference IEEE 1068 Section 810
B Major Repair
1 In cases where major repair is necessary the Contractor shall perform the following
procedures as outlined in Section 43A1 Motor Reconditioning as well as the major
repair
a Initial inspection and tests
b Disassembly
c Component inspection
d Cleaning and baking
e Varnish treatment and bake cycle
f Reassembly and testing
g Painting
2 Data required by the Owner from results of inspections and tests performed during a major
repair is outlined on Attachment 5 Inspection Data Sheet The items listed shall apply as
the individual case dictates upon Ownerrsquos approval
3 Stator Rewind
a All winding data shall be recorded prior to stripping stator conductors ie wire size
number of turns pitch winding connections etc
b A core loss test shall be recorded on Attachment 4 Following winding removal a
second test shall be performed
IFB 21-054
Electric Motor Repairs
11
STATOR REWIND HOLD POINT
bull Should the measured core losses in watts per pound or the core loss
test exceeds 6 watts per pound at 1T when tested per IEEE Std 422
or hot spots greater than 10C or an increase of the second test
exceed those of the first the Contractor shall notify FW prior to
further repair activity
c Only if necessary the old windings shall be burned out of the stator in a burnout oven
with adequate temperature controls in order to provide uniform heating and cooling
thus preventing warping and cracking of the frame deterioration of the core plate
treatment on the laminations and impairment of the magnetic qualities of the core The
oven shall be equipped with a water fire suppression system and a temperature
recording chart meter The temperature used for roasting shall not exceed 700 degrees
Fahrenheit Additional stripping methods are found in IEEE Std 1068 Section 82
STATOR STRIPPING METHOD HOLD POINT
bull Stripping methods other than burnout oven may be applied with
Owner consent
d After the windings have been removed the stator laminations shall be thoroughly
cleaned by blowing out with compressed air and removing any foreign matter by hand
The stator slots shall be clean and free of sharp edges or particles
e Laminations shall be inspected for damage Any minor iron damage shall be corrected
by hand filing and separating laminations to eliminate shorts All burrs and rough edges
shall be corrected prior to the rewinding procedure Corrections shall be made
regardless of whether the imperfections existed originally in the stator iron or were
caused by the stripping operation
STATOR DAMAGED LAMININATIONS OR IRON
REPLACEMENT HOLD POINT
bull Should major core damage require restacking of laminations a
digital photo of the damaged area shall be submitted to the Owner
or Owner inspection will be required prior to repairing damaged
laminations or iron replacement
f The repaired stator shall be loop checked and hot spots greater than 10C shall be
corrected
g The suspected cause of iron damage shall be listed on Attachment 4
IFB 21-054
Electric Motor Repairs
12
STATOR MOTOR LEAD REPLACEMENT HOLD POINT
bull Should motor lead replacement be required FW shall be notified
prior to replacement concerning lead length designations
termination hardware etc
h The stator shall be rewound in accordance with Section 43C Winding Materials and
Insulation Requirements
i Where slot space permits coil copper size shall be increased with prior approval of
FW Electrical Supervisor when doing so will increase the motor efficiency and the
increased starting current can be accommodated by the motor controller
j Coils shall be securely tied to surge rings and adjacent coils Surge rings shall be rigid
k The stator coils shall fit in the stator iron parallel to the slot Where extra room exists
between the coil and the iron either a slot cell (if originally designed with one) or side
filler shall be used to make a more intimate fit between the coil and the iron
l The connections between coils and groups shall be horseshoed (eg U-shaped) to
permit continuous taping over all brazed joints
m The coil extensions shall be tied to one or more surge rings and shall be suitably blocked
between coils on both the inside and outside of the coil extensions
n The jumpers shall be uniformly laid and placed around the periphery of the connection
o Motors with form wound coils shall not be converted to random wound
p Tie cord used to secure the wires in the end turns shall be at a minimum 100 lb test
Dacron stranded cord
q Motor stators containing stator RTDrsquos thermocouples or thermistors shall be rewound
with devices rated the same RTDrsquos are to be 3-lead and added to old motors at a
minimum of two per phase Owner shall indicate if a greater quantity is desired When
possible the Contractor shall arrange RTDs in the same position as the original
winding or evenly spaced if unknown or new
4 Rotor Repair
ROTOR REPAIR HOLD POINT
bull Any repair activity involved with securing loose rotor bars and retaining
rings shall be brought to the attention of the Owner prior to beginning
the activity
IFB 21-054
Electric Motor Repairs
13
5 Shaft Straightening
SHAFT STRAIGHTENING HOLD POINT
bull Any shaft straightening procedure shall be brought to the attention of
the Owner prior to beginning the activity Shafts shall be straightened
by heating or jacking to meet the following run out requirements
RPM Run Out
Less than 1800 0002 in
More than 1800 0001 in
C Winding Materials and Insulation Requirements
1 Winding Materials
a Magnet wire in coils shall be copper
b Form wound coils shall not be converted to random wound
c Lacings and ties shall be made with glass cord or tape or woven Dacron tape
d Wedges fillers blocks and winding material shall be suitable for Class ldquoHrdquo operation
e Shrink tapes are not acceptable
2 Insulation Requirements
a Form Wound Coils
1) All materials in the insulation system shall be rated for Class ldquoHrdquo operation
2) Strand insulation shall consist of fiberglass Dacron-glass wrap or mica tape applied
over epoxy or polyester resins Class ldquoHrdquo enamel or Kapton applied to the wire as
dictated by the volts per turn rating of the coil Reference IEEE Std 1068 Section
853
3) Ground wall insulation shall consist of Nomexreg such as Nomex-Milar-Nomex or
Dacron-glass backed mica paper or an equivalent mica flaked tape Ground
insulation shall be compatible with epoxy or polyester resin used during vacuum-
pressure impregnation
4) Nomex or polyester glass armor tape shall be applied on the outside of the coil for
mechanical protection
5) For sealed coil applications a partially cured epoxy coated polyester or polyester
glass tape shall be applied to the outside of the coil in addition to the requirements
stated above Lead areas shall be sealed with compatible epoxy putty
IFB 21-054
Electric Motor Repairs
14
b Random Wound Coils
1) All materials in the insulation system shall be rated for Class ldquoHrdquo operation
2) Minimum thickness for stator slot insulation material shall be 015 inches
3) All ground wall insulating material shall extend beyond the edge of the stator iron
in a uniform manner and shall be cuffed
4) Slot separators shall be used between coils in all stator slots
5) Phase insulation in the winding end turns shall be resin treated glass cloth or
equivalent to provide positive separation between phases in the event of varnish
degradation caused by excessive temperature above the motor rating
6) Sleeving used on stator connections shall be acrylic coated fiberglass or equivalent
rate 4000 volts or higher
7) Leads shall be GE Vulkaflex or equivalent for open enclosure motors and silicone
rubber covered with glass braid or equivalent for totally enclosed motors
8) Stator shall be subjected to two dip and bake cycles as outlined in Section 23A7
or as directed by Owner
44 Repair Facility Requirements
A Repair Facility Capabilities
1 Facility shall be capable of performing all balance work (no subcontracting will be
authorized)
2 Facility shall be capable of starting 3-phase 4160 volt 3050 HP vertical motor
3 Facility shall be capable of starting 3-phase 4160 volt 1800 HP horizontal motor
4 Facility shall allow for FW staff to safely witness testing
B Repair Facility Location
The Contractorrsquos repair facility shall be located within a four-hour drive from FWrsquos main office
located at 8570 Executive Park Avenue Fairfax Virginia 22031 Fairfax County Virginia
45 Future Work Time of Performance
A All motor repairs shall be performed and completed in accordance with the delivery lead time
included in the written quote Failure of the Contractor to perform within the stated deadlines
may jeopardize FWrsquos ability to provide water to its customers and may result in FW terminating
the contract with the Contractor for cause
B By submitting a proposal in response to this solicitation Contractor agrees without exception
that for all future work quoted they shall meet the delivery lead times as specified in their written
quote Contractor further attests that they shall provide FW expedited services as required to
complete all future work without additional cost (See Section 47)
IFB 21-054
Electric Motor Repairs
15
46 Transportation
The Contractor shall furnish all transportation services to pick up and return motors to the
designated FW facility All deliveries to FW shall be FOB Destination Transportation costs shall
be included in the Contractorrsquos labor rates or listed separately Fairfax Water will not pay any
additional or separate charges for transportation not included on the bid price
47 Priority Customer
The Contractor understands and acknowledges that FW provides services that are essential to the
health and welfare of the public Failure of the Contractor to perform the services described herein
in a timely manner may jeopardize FWrsquos ability to provide essential services which may affect the
health and welfare of the public served by FW In the event of material shortages at any level of the
production to delivery chain the Contractor agrees and affirms that FW shall be given the earliest
possible notice and the highest priority for allocation of all goods and services specified herein To
the extent that the Contractor must prioritize and allocate delivery among its customers the
requirements of FW shall be honored before goods and services are provided to any customer with
no obligations with regard to the public health and welfare To the extent that availability of repair
parts or Contractor staffing including subcontractor staffing is insufficient to meet the requirements
of all the Contractorrsquos customers who are responsible for the health and welfare of the public the
goods shall be allocated in a manner deemed to be fair and reasonable to all such clients
48 Time Is Of The Essence
Time is of the essence Repair services shall be performed within the time specified on the
Contractorrsquos Bid Submission Form or otherwise set forth on the applicable Purchase Order
Notwithstanding the foregoing the Contractor shall not be deemed to have breached the terms and
conditions of the Contract Documents to the extent any delay is due to circumstances beyond its
reasonable control and without the fault or negligence of the Contractor provided that the Contractor
first shall have provided Fairfax Water with written notice (to include facsimile or e-mail) of any
such delay within five days after the occurrence of events or circumstances causing the delay
49 Use of Subcontractors
A The Contractor shall be responsible for all products and services described and defined herein
The use of any subcontractor is prohibited unless the Contractor proposes to use a subcontractor
at the time of bid submission Approval to use a subcontractor shall be in written form and be a
part of the resultant contract (See Section 55 for subcontractor submittal requirements)
B Even when properly authorized by FW the use of a subcontractor does not relieve the Contractor
of liability under the contract
C The Contractor at its sole expense shall be responsible for damage to FW and non-FW property
as a result of its failure or its subcontractorrsquos failure to protect such facilities and utilities
D The Contractor at its sole expense shall immediately repair or replace FW property damaged
by (or caused by) the Contractor or its Subcontractor(s) Replacements will be of equal or better
IFB 21-054
Electric Motor Repairs
16
quality than the property damaged property and all such work must be approved by FW Project
Manager
410 Delays
A By the Contractor After issuing a written warning to the Contractor FW may declare the
Contractor in default for unacceptable delays If such a declaration is made FW reserves the
unilateral right to cure the default by any means available to FW including but not limited to
contracting with another supplier to complete the repairs Any additional repair costs incurred
by FW as a result of unacceptable delays on the part of the Contractor may be passed onto the
Contractor This is not a limitation of FWrsquos legal rights to recover damages due to Contractor
default in any other way
B By FW The Contractor shall not be responsible for delays caused by FW its agents or other
FW Contractors To the extent that the Contractor is unable to proceed due to the actions or
inactionrsquos of FW its agents employees or other FW Contractors the Contractor shall be granted
an extension to the delivery schedule equal to the documented amount of time the Contractor
was prevented from performing work The Contractor shall not be eligible for damages as a
result of FW delays
411 Site Safety and Access
A The Contractor shall schedule and coordinate the Work and install temporary facilities as
required to maintain continuous operation and access to existing equipment in the area of Work
The Contractor shall not commence retrofit work until authorized by the FW Project Manager
The Contractor is advised that FW may at its sole discretion delay or stop work as required to
ensure continuous and reliable operation of the facility especially during peak flow events
B The Contractor shall secure the Site and all areas of Work to prevent access and the potential for
injury to its employees FW employees its agents and others by construction and installation of
temporary guard-rails fencing barricades highway cones warning signstape etc andor other
appropriate means and as directed by the FW Project Manager Such hazards include but are
not limited to mechanical hazards electrical hazards surface irregularities or construction tools
and equipment
C FW shall have the right to deny access to the Site or require the Contractor to remove from the
Site any individual who has exhibited violent abusive or threatening behavior or conduct
D FW may limit restrict or prohibit access to areas of the Site on a permanent or temporary basis
When access to such restricted areas is required by the Contractor to perform the Work the
Contractor shall obtain permission from the FW Project Manager and shall comply with such
conditions or limitations to access as may be imposed by the FW Project Manager
E FW may restrict parking or require parking permits for vehicles to be brought onto the plant The
Contractor shall be responsible for arranging transportation for its personnel to reach the job sites
from whatever parking area is provided by FW
IFB 21-054
Electric Motor Repairs
17
412 Superintendence by Contractor
A The Contractor shall have a competent Field Supervisor satisfactory to FW on the job site at all
times during the progress of the Work The Contractor shall be responsible for coordinating all
portions of the Work under contract except where otherwise specified in the contract documents
and for all safety and worker health programs and practices The Contractor shall notify the
Project Manager in writing of any proposed change in superintendent including the reason
therefore prior to making such change
B The Contractor shall at all times enforce strict discipline and good order among the workers on
the project The Contractor shall not employ on the Project any unfit person anyone not skilled
in the work assigned to him or anyone who will not work in harmony with those employed by
the Contractor subcontractors FW or FWrsquos separate Contractors and their subcontractors
C FW may in writing require the Contractor to remove from FW property any employee FW
deems to be incompetent careless not working in harmony with others on the site or otherwise
objectionable
5 INSTRUCTIONS TO BIDDERS
51 Questions and Communications
A All contact between prospective bidders and FW with respect to this solicitation will be formally
held at scheduled meetings or in writing issued by the Procurement Office Questions and
comments regarding the meaning or interpretation of any aspect of this solicitation must be
submitted in writing to the Procurement Contact identified on the cover page to this solicitation
and must be received on or before the deadline for submitting questions Only written questions
will be accepted Questions or comments that are submitted after the deadline set forth on the
cover page to this solicitation will not be answered
B FW will respond to all questions and comments that are received by the deadline and that are
deemed to address a matter that is relevant and substantive in nature within a reasonable period
of time in the form of a written Addendum Oral communications between FW and any bidder
regarding the interpretation or meaning of any aspect of this IFB are not authorized and may not
be relied upon for any purpose
52 Instructions for Submitting Bids
The deadline for submitting bids and the location of the bid opening is shown on the cover page All
bids must be submitted in a sealed package(s) no other form of submission will be accepted (ie
email facsimile etc) Bids will be opened immediately following the deadline for submitting bids
Bids will be opened in accordance with the provisions of the Virginia Public Procurement Act
IFB 21-054
Electric Motor Repairs
18
Bid packages must be identified on the outside as follows
From _____________________________________________ ______________________
Name of Bidder Due Date
_____________________________________________ ______________________
Street IFB No
_____________________________________________ ______________________
City State Zip Code IFB Title
Attn Tammy Spinks
53 Virtual Bid Opening
A Virtual Bid Opening will be held immediately after the bid submission deadline Attendees may
access the Virtual Bid Opening using the following information
Microsoft Teams meeting
Join on your computer or mobile app
Click here to join the meeting
Or call in (audio only)
+1 571-348-5786544174819 United States Arlington
Phone Conference ID 544 174 819
54 Familiarity with Specifications
A Each Bidder shall bear responsibility for thoroughly examining this solicitation in its entirety
In the event that a bidder has any questions or comments regarding the proper meaning or intent
of any aspect of this solicitation then the bidder shall submit all such questions and comments
in writing to the Procurement Contact identified on the cover sheet of this solicitation
B The submission of a bid by a bidder in response to this solicitation shall be deemed to constitute
a representation on the part of such Bidder that it has thoroughly examined this solicitation and
has submitted any and all questions and comments it may have regarding the meaning or
interpretation of this solicitation to Fairfax Water in the manner prescribed herein
55 Bid Submission Packet
A Attachment 1 is the Bid Submission Form It must be completed and signed by an agent who is
fully authorized to bind the individual or organization submitting the offer to sell to the
specifications terms and conditions contained herein as well as any addenda to this solicitation
B Attachment 2 is the Reference Form Each bidder shall include at least three references with
their bid submission packet References shall be from customers of comparable size and scope
of operations as FW to whom the bidder has supplied the same services within the past 24-
months References must be able to attest without reservation to the fact that the bidder provided
the contracted services without any significant problem of any kind and at any time during the
contract period Bidders shall not list FW as a reference for purposes of this solicitation
IFB 21-054
Electric Motor Repairs
19
C Subcontractor List and Subcontractor Reference List Submittals
1 The Contractor shall include a list of all proposed subcontractors with their bid submission
packet The Subcontractor List shall specify the type of work and percentage of work the
Contractor shall rely on the subcontractor to perform
2 The Contractor shall include a separate list of references for each proposed subcontractor
with three references from the subcontractorrsquos customers that are of comparable size and
scope of operations as FW to whom the subcontractor has supplied the same services within
the past 24-months References must be able to attest without reservation to the fact that the
subcontractor provided the services without any significant problem of any kind and at any
time during the contract period The subcontractor reference list shall not list FW as a
reference for purposes of this solicitation
D Attachment 9 is the IRS Form W-9 Request for Taxpayer Identification Number and
Certification Each bidder shall include a completed form with their bid submission packet
E In addition to the mandatory insurance requirements listed in Subsection 614 (Insurance
Requirements) and at the request of FW the Contractor shall submit a list of all insurance claims
made against it within the past 12 months Failure to include this information within ten calendar
days of request by FW may result in rejection of your bid
56 Directions for Completing the Bid Form and Bidding each Hypothetical Electric Motor Repair
A The Bid Submission Form is broken down into five sections
Part 1 ndash Hypothetical Electric Motor Repair Pricing
Part 2 ndash Vaughenrsquos Pricing Guide Discounts Offered by Motor horse power
Part 3 ndash Labor Rates
Part 4 ndash Contact Person
Part 5 ndash Repair Facility Capabilities and Location Certification
B Bidders shall fill in all blanks provided on the Bid Form for all sections paying particular attention
to the instructions given for Part 1 and Part 3 Failure to complete all sections of the Bid Submission
Form may deem your bid as non-responsive Failure to include the separate pricing sheets for
each scenario in your bid submission packet will cause FW to deem the bid as non-response
and it will not be eligible for contract award All transportation shall be bid as FOB Destination
Include all necessary costs in your bid submission Failure to include the cost of shipping and
handling will be interpreted as included in the unit price for each item FW will not pay for shipping
and handling charges not included in your bid
C Directions for bidding each hypothetical electric motor repair
1 Bidders shall attach a separate and detailed price sheet for each sample scenario to their bid
form The price sheet shall be on the bidderrsquos company letterhead and labeled with the
applicable hypothetical scenario title The price sheet shall be signed by the bidder and
IFB 21-054
Electric Motor Repairs
20
include the bidderrsquos printed name title and date All repair work and parts shall be based on
the Vaughenrsquos Pricing Guide less any discount offered
2 The bidderrsquos separate price sheet shall include at a minimum the following
b Parts shall be bid by quantity unit cost and total cost
c Labor shall be bid by labor type and hourly rate and the extended total cost
d Transportation shall be included in the labor rate or listed separately
3 Bidders shall report their total material costs less any discount offered the total number of
manhours needed to complete the repair and the total cost for all labor categories for each
scenario in the appropriate spaces in PART 1 Sample Repair Pricing Schedule on the Bid
Submission Form
4 Bidders shall report the aggregate cost of all four repair scenarios in PART 1 Sample Repair
Pricing Schedule on the Bid Submission Form in the appropriate space
5 In the event of a mathematical error on the Sample Repair Pricing Schedule unit prices from
each detailed price sheet scenario shall prevail
6 Bidders shall record any discount offered and utilized in pricing each scenario by motor horse
power in PART 2 ndash Discounts Offered on the Bid Submission Form
7 All four hypothetical repair scenarios shall be bid and the bidderrsquos separate price sheet shall be
included with their Bid Submission Form Bidders who fail to bid all four hypothetical repairs
or fail to include each hypothetical repairs separate price sheet will be deemed non-responsive
and their bid will not be eligible for award
57 Proprietary Information
A Except as provided herein or as otherwise set forth in sect22-4342 of the Virginia Public
Procurement Act (Va Code Ann sect22-4300 et seq the ldquoActrdquo) all proceedings records
contracts and other public records relating to procurement transactions shall be open to
inspection in accordance with the Virginia Freedom of Information Act (Va Code Ann sect22-
3700 et seq the ldquoVirginia FOIArdquo)
B A Bidder Offeror or Contractor shall have the right to identify data or other materials submitted
in connection with this procurement as trade secrets or proprietary information which shall not
be subject to inspection pursuant to either sect22-4342 of the Act or the Virginia FOIA by
submitting to Fairfax Water prior to or at the time of submission of its proposal or bid a separate
written notice on its letterhead stationery setting forth the following (i) a statement indicating
that the Bidder Offeror or Contractor wishes to invoke the protections of this section (ii) an
identification of the data or other materials for which protection is sought and (iii) a statement
with regard to why protection is necessary
IFB 21-054
Electric Motor Repairs
21
58 ExceptionsAdditions
No exceptions or additions to the SpecificationsScope of Work or Contract Terms and Conditions
shall be permitted Any questions or concerns regarding any part of the IFB shall be submitted to
the Procurement Contact prior to the date specified in the Questions and Communications section
above Bids containing any exceptions to the SpecificationsScope of Work or Contract Terms and
Conditions or submitting additional Terms and Conditions shall be deemed non-responsive and
rejected Exceptions or additions proposed after bid submission by the successful bidder shall not
be accepted
59 Addenda to the IFB
A FW reserves the right to amend this solicitation at any time prior to the deadline for submitting
Bids If it becomes necessary to revise any part of this IFB notice of the revision will be given
in the form of an Addendum that will be provided to all prospective Bidders who are on record
with FW as having received this solicitation If in the opinion of FW the deadline for the
submission of bids does not provide sufficient time for consideration of any Addendum then
such deadline may be extended at the discretion of FW
B It shall be the responsibility of each Bidder to contact the Purchasing Contact identified on the
cover page to this solicitation prior to submission of a bid hereunder in order to determine
whether any Addenda have been issued in connection with this procurement Notwithstanding
any provision to the contrary the failure of any Bidder to receive any Addenda shall neither
constitute grounds for withdrawal of its bid nor relieve such Bidder from any responsibility for
incorporating the provisions of any Addenda in its proposal
C Acknowledge receipt of each addendum by signing it and submitting it by the bid deadline
Failure to return a signed addendum may result in a bid being determined non-responsive
510 Late Bids
Bids or unsolicited amendments to bids arriving after the bid submission deadline will not be
considered
511 Arrearage
By submitting a Bid in response to this solicitation the individual or firm submitting the bid shall
be deemed to represent that it is not in arrears in the payment of any obligation due and owing FW
the Commonwealth of Virginia or any public body in the Commonwealth of Virginia including but
not limited to any obligation to pay taxes andor employee benefits Bidder further agrees that it
shall make diligent efforts to avoid becoming in arrears during the Term of any Contract awarded
hereunder
512 Contract Award
Contract award will be made to the lowest responsive and responsible bidder based on total cost
Whenever the lowest responsive and responsible bidder is a resident of a state other than Virginia
IFB 21-054
Electric Motor Repairs
22
and such state under its laws allows a resident contractor of that state a percentage preference a like
preference shall be allowed to the lowest responsive and responsible bidder who is a resident of
Virginia and is the next lowest bidder If the lowest bidder is a resident contractor of a state with an
absolute preference the bid preference shall not be considered
513 Public Notice of Award
Public notice of award will be posted on the official FW web site
httpswwwfairfaxwaterorgcontracts
514 Authorization to do Business in Virginia
Each bidder that is organized or authorized to transact business in the Commonwealth of Virginia
pursuant to Title 131 or Title 50 of the Virginia Code shall include with its bid the identification
number issued to it by the Virginia State Corporation Commission Any bidder that is not authorized
to transact business in Virginia as a foreign entity under Title 131 or title 50 of the Virginia Code
or as otherwise required by law shall include in its bid a statement describing why the bidder is not
required to be so authorized Any bidder that fails to provide the required information may not
receive an award
515 Cancellation
FW may cancel this solicitation at any time and for any reason prior to contract award
516 Compliance with Laws Regulations and Codes
The Bidder hereby represents and warrants that
A It is qualified and properly licensed to do business in the Commonwealth of Virginia and that it
will take such action as from time to time hereafter may be necessary to remain so qualified
B It is not in arrears with respect to the payment of any monies due and owing FW the
Commonwealth of Virginia or any department or unit thereof including but not limited to the
payment of taxes and employee benefits and that it shall not become so in arrears during the
term of this Contract
C It shall comply with all federal State and local laws regulations and ordinances applicable to
its activities and obligations under this Contract and
D It shall obtain at its expense all licenses permits insurance and governmental approval if any
necessary to the performance of its obligations under this Contract
517 Debarment Status
By submitting a Bid in response to this solicitation each Bidder certifies that it is not currently
debarred by the federal government the Commonwealth of Virginia or any agency or department
thereof from submitting a bid or proposal in connection with any procurement project and that it is
not an agent of any person or entity that currently is so debarred
IFB 21-054
Electric Motor Repairs
23
518 Duration of Bids
Bids shall be valid for a minimum of 90 days following the deadline for submitting bids If an award
is not made during that period all bids shall be automatically extended for another 90 days Bids
will be automatically renewed until such time as either an award is made or proper notice is given
to FW of Bidders intent to withdraw its bid Bids may only be withdrawn by submitting written
notice at least seven days before the expiration of the then current 90-day period
519 Unit Prices Prevail
In the event that there is a mathematical error on the bid submission form the unit price for each
item shall prevail All costs to provide the goods and services specified in this solicitation shall be
shown on the attached bid form Line items left blank will be interpreted as at no cost to FW
520 Negotiation with Low Bidder
If the lowest bid submitted by a responsive and responsible bidder exceeds available funds for this
procurement then Fairfax Water may in its discretion conduct negotiations with the lowest
responsive and responsible bidder (the ldquoLow Bidderrdquo) in an effort to obtain a contract price that is
within available funds In such event Fairfax Water will notify the Low Bidder verbally or in writing
that its bid exceeds available funds and will schedule a conference with the Low Bidder Fairfax
Water staff and such advisors and consultants as Fairfax Water deems appropriate in order to discuss
possible modifications to the scope of the procurement that may result in a price that is within
available funds The conference and any subsequent negotiations may be conducted in person or by
telephone If during the conference the parties arrive at an acceptable modification to the scope of
the project and a contract price that is within available funds then Fairfax Water may award a
contract to the Low Bidder based upon the newly-modified terms and conditions Otherwise the
Low Bidder will within 15 days after the date of the conference (or such longer or shorter period as
may be specified in writing by Fairfax Water) submit to Fairfax Water a written addendum to its
original Bid Form which describes its proposed modification(s) to the scope of the procurement and
sets forth the Low Bidderrsquos newly adjusted bid price Fairfax Water may conduct further
negotiations with the Low Bidder or request additional clarifications or modifications If the Low
Bidderrsquos proposed modifications are acceptable to Fairfax Water and the associated contract price is
within available funds then Fairfax Water may award a contract to the Low Bidder based upon the
modified terms and conditions If the proposed modifications are not acceptable to Fairfax Water
or the associated price reductions are not within available funds then Fairfax Water will terminate
negotiations and reject all bids
521 References
Each bidder shall include at least three references with their bid submission packet (see Attachment
2 References) References shall be from customers of comparable size and scope of operations as
FW to whom the bidder has supplied the same services within the past 24-months References must
be able to attest without reservation to the fact that the bidder provided the contracted services
without any significant problem of any kind and at any time during the contract period Bidders
shall not list FW as a reference for purposes of this solicitation
IFB 21-054
Electric Motor Repairs
24
522 Insurance Claims against Bidder
In addition to the mandatory insurance requirements listed in Section 614 (Insurance Requirements)
and at the request of FW the apparent low bidder shall submit a list of all insurance claims made
against it within the past 12 months Failure to include this information within ten calendar days of
request by FW may result in rejection of your bid
523 Incorporation by Reference
This solicitation is issued in accordance with and controlled by the Virginia Public Procurement
Act (VPPA) which is incorporated into and made part of the solicitation by reference By submitting
a bid in response to this solicitation all bidders acknowledge the VPPA and agree to be bound by it
A copy of the VPPA is available for inspection at the Purchasing Department at FW It is also
available at this site
httpslawlisvirginiagovvacodepopularnamesvirginia-public-procurement-act
6 CONTRACT TERMS AND CONDITION
61 Term of Contract
The term of this contract shall be from the effective date of the contract award through October 31 2022 with four 1-
year renewal options through October 31 2026
62 Anti-Discrimination
By submitting their bids Bidders certify to FW that they will conform to the provisions of the Federal Civil Rights Act of 1964 as amended as well as the Virginia Fair Employment Contracting Act of 1975 as amended where applicable
the Virginians With Disabilities Act the Americans With Disabilities Act and sect11-51 of the Virginia Public Procurement
Act
A During the performance of the contract the Contractor agrees as follows
1 The Contractor will not discriminate against any employee or applicant for employment because of race
religion color sex national origin or disabilities except where religion sex or national origin is a bona fide
occupational qualification reasonably necessary to the normal operation of the Contractor The Contractor
agrees to post in conspicuous places available to employees and applicants for employment notices setting
forth the provisions of this nondiscrimination clause
2 The Contractor in all solicitations or advertisements for employees placed by or on behalf of the Contractor
will state that such Contractor is an equal opportunity employer
3 Notices advertisements and solicitations placed in accordance with federal law rule or regulation shall be
deemed sufficient for the purpose of meeting these requirements
B The Contractor will include the provisions above in every subcontract or purchase order so that the provisions will
be binding upon each subcontractor or vendor
C Fairfax Water does not discriminate against faith-based organizations on the basis of the organizationrsquos religious
character or impose conditions that (a) restrict the religious character of the faith-based organization except as provided by law or (b) impair diminish or discourage the exercise of religious freedom by the recipients of such
goods services or disbursements
IFB 21-054
Electric Motor Repairs
25
63 Antitrust
By entering into a contract the Contractor conveys sells assigns and transfers to FW all rights title and interest in and
to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the
Commonwealth of Virginia relating to the particular goods or services purchased or acquired by FW
64 Assignment of Interest
The Contractor shall not assign any interest in any resulting Contract and shall not transfer any interest in the same
without prior written consent of FW which FW shall be under no obligation to grant
65 Availability of Funds
It is understood and agreed between the parties herein that FW shall be bound hereunder only to the extent of the funds
available or which may hereafter become available for the purpose of this agreement
66 Compliance with Laws Regulations and Codes
The Bidder hereby represents and warrants that
A It is qualified and properly licensed to do business in the Commonwealth of Virginia and that it will take such action
as from time to time hereafter may be necessary to remain so qualified
B It is not in arrears with respect to the payment of any monies due and owing FW the Commonwealth of Virginia
or any department or unit thereof including but not limited to the payment of taxes and employee benefits and that
it shall not become so in arrears during the term of this Contract
C It shall comply with all federal State and local laws regulations and ordinances applicable to its activities and
obligations under this Contract and
D It shall obtain at its expense all licenses permits insurance and governmental approval if any necessary to the
performance of its obligations under this Contract
67 Contract Formation
A The words ldquoContractrdquo and ldquoPurchase Orderrdquo are used interchangeably unless the context otherwise plainly requires
The documents comprising the Contract shall be accorded the following order of precedence
1 The Contract including any Amendments or Change Orders
2 All Purchase Orders
3 Any Addenda to this RFQ 4 This RFQ (including all Appendices and Attachments hereto) and
5 The Bidderrsquos completed Quote Submission Form (including any drawings and submittals)
B Anything called for by one of the contract documents and not called for by the others shall be of like effect as if
required or called for by all except that a provision clearly designed to negate or alter a provision contained in one
or more of the other contract documents shall have the intended effect
68 Contract Changes Change Orders
A No verbal agreement or conversation with any officer agent or employee of FW either before or after the execution
of any Contract resulting from this solicitation or follow-on negotiations shall affect or modify any of the terms
conditions specifications or obligations contained in the solicitation or resulting Contract No alterations to the
terms and conditions of the Contract shall be valid or binding upon FW unless made in writing and signed by the
purchasing contact identified on the cover page Contract changes shall be in writing and shall be on official FW
Purchasing Department letterhead In any event and in all circumstances the Contractor shall be solely liable and
responsible for any Contract changes deviations etc made without first receiving written authorization to deviate
from the Contract by the FW Project Manager
IFB 21-054
Electric Motor Repairs
26
B Changes can be made to the contract in any of the following ways
1 The parties may agree in writing to modify the scope of the contract An increase or decrease in the price of
the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement
to modify the scope of the contract 2 FW may order changes within the general scope of the contract at any time by Notice to the Contractor
Changes within the scope of the contract include but are not limited to things such as services to be performed
the method of packing or shipment and the place of delivery or installation The Contractor shall comply with
the notice upon receipt The Contractor shall be compensated for any additional costs incurred as the result of
such order and shall give FW a credit for any savings Said compensation shall be determined by one of the
following methods
a By mutual agreement between the parties in writing or
b By agreeing upon a unit price or using a unit price set forth in the contract if the work to be done can be
expressed in units and the Contractor accounts for the number of units of work performed subject to FWrsquos
right to audit the Contractorrsquos records andor to determine the correct number of units independently or
c By ordering the Contractor to proceed with the work and keep a record of all costs incurred and savings realized A markup for overhead and profit may be allowed if provided by the contract The same markup
shall be used for determining a decrease in price as the result of savings realized The Contractor shall
present FW with all vouchers and records of expenses incurred and savings realized FW shall have the
right to audit the records of the Contractor as it deems necessary to determine costs or savings Any claim
for an adjustment in price under this provision must be asserted by Notice to the Purchasing Department
Neither the existence of a claim nor a dispute resolution process litigation or any other provision of this
contract shall excuse the Contractor from promptly complying with the changes ordered by FW or with
the performance of the contract generally
69 Contractorrsquos Responsibilities
A The Contractor shall be responsible for all products andor services as required by this IFB The use of
subcontractors is prohibited unless
1 A request to include a subcontractor is included in the bid and
2 The Bidder receives written approval to use a subcontractor prior to or as part of the formal contract between
the parties
B Even when properly authorized by FW the use of a subcontractor does not relieve the Contractor of liability under
the contract C The Contractor at its sole expense shall be responsible for damage to FW and non-FW property as a result of its
failure or its subcontractorrsquos failure to protect such facilities and utilities
D The Contractor at its sole expense shall immediately repair or replace FW property damaged by (or caused by) the
Contractor or its Subcontractor(s) Replacements will be of equal or better quality than the property damaged
property and all such work must be approved by FW Project Manager
610 Ethics in Public Contracting
Contractor hereby certifies that it has familiarized itself with Article 4 of Title 11 of the Virginia Public Procurement
Act Section 11-72 through 80 Virginia Code Annotated and that all amounts received by it pursuant to a contract
resulting from this solicitation are proper and in accordance therewith
611 Examination of Records
Bidder agrees that in any resulting contract either FW or its duly authorized representative shall have access to and the
right to examine and copy any directly pertinent books documents papers and records of the Contractor involving
transactions related to any resulting contract This obligation shall expire five years after the final payment for the final service performed as a result of any and all contract(s) awarded pursuant to this solicitation or until audited by FW
whichever is sooner Contractor will provide reasonable access to any and all necessary documents and upon demand
IFB 21-054
Electric Motor Repairs
27
provide copies of documents if so required by FW or its representative(s) FW will reimburse the Contractor for any
reasonable expenses it incurs as a result of such a request
612 Governing Law Venue Waiver of Jury Trial
Notwithstanding any provision to the contrary this solicitation and any resulting contract shall be governed in all
respects by the laws of the Commonwealth of Virginia Any dispute arising hereunder which is not otherwise resolved
by the parties shall be resolved by a court of competent jurisdiction in the Commonwealth of Virginia The Contractor
and FW hereby waive any right such party may have to a trial by jury in connection with any such litigation
613 Indemnification and Responsibility for Claims and Liability
With respect to any contract that results from this solicitation Bidder is bound by the following
A The Contractor shall indemnify save harmless and defend FW or any employee of FW against liability for any
suits actions or claims of any character whatsoever arising from or relating to the performance of the Contractor
or its subcontractors under this contract
B FW has no obligation to provide legal counsel or defense or pay attorneys fees to the Contractor or its
subcontractors in the event that a suit or action of any character is brought by any person not party to the contract
against the Contractor or its subcontractors as a result of or relating to the Contractors obligations under this
contract
C FW has no obligation for the payment of any judgments or the settlement of any claims against the Contractor or
its subcontractors as a result of or relating to the Contractors obligations under this contract
D The Contractor shall immediately notify FW of any claim or suit made or filed against the Contractor or its
subcontractors regarding any matter resulting from or related to the Contractors obligations under the contract If
such a claim or suit is brought the Contractor will cooperate assist and consult with FW in the defense or
investigation of any suit or action made or filed against FW as a result of or relating to the Contractors performance
under this contract
E The Contractor shall pay all royalties and license fees necessary for performance of the contract The Contractor
shall defend all suits or claims for infringement of any patent rights or other proprietary rights arising from or related to performance of the resulting contract and shall save FW harmless from any loss including Attorneysrsquo fees arising
out of any such claim
614 Insurance
A In addition to the mandatory insurance requirements listed in this Section and at the request of FW any Bidder may
be required to provide a list of all insurance claims made against it within the past 36 months FW reserves the right
to reject any bid if in FWrsquos opinion the amount or number of claims is deemed to be excessive A Bidderrsquos failure
to comply with this requirement may result in rejection of its bid If no claims have been made then the Bidder shall so state in its bid Fairfax Water may require such information from the Contractor as it deems necessary to assess
the Contractorrsquos financial ability to pay any deductibles with respect to the insurance policies required hereunder
B Before commencing the work the Contractor shall procure and maintain at its own expense minimum insurance in
forms and with insurance companies acceptable to FW to cover loss or liability arising out of the Work All
insurance policies must be underwritten by insurers authorized to conduct business within the Commonwealth of
Virginia and must have a Bests rating of at least A- and a financial size of class VIII or better in the latest edition
of Bests Insurance Reports
C The Contractor shall immediately notify FW of any claim or suit made or filed against the Contractor or its
subcontractors regarding any matter resulting from or related to the Contractors obligations under the contract If such a claim or suit is brought the Contractor will cooperate assist and consult with FW in the defense or
IFB 21-054
Electric Motor Repairs
28
investigation of any suit or action made or filed against FW as a result of or relating to the Contractors performance
under this contract
D With the exception of Workersrsquo Compensation and Employersrsquo Liability Insurance all additional insurance policies
specified herein shall name FW as an additional insured with regard to work performed under any subsequent Contract
E The Contractor will provide FW with copies of certificates of insurance coverage and proof of payment of all
premiums Each certificate of insurance must include (a) an endorsement from the insurer that certifies that the
Contractor maintains the referenced policy in full force and effect (b) where applicable a statement indicating that
FW is included as an additional insured and (c) a provision requiring that not less than 30 days written notice will
be given to FW before any policy or coverage is canceled or modified in any material respect Without limiting the
requirements set forth above the insurance coverages will include a minimum of
1 Workers Compensation and Employers Liability Insurance Statutory requirements and benefits as required
by the Commonwealth of Virginia and 2 Required Commercial General Liability Insurance This insurance must be written on an occurrence basis
and shall be endorsed to include FW as an additional insured and shall provide at a minimum the following
General Aggregate Limit $1000000
(Other than Products-Completed Operations)
Products-Completed Operations Aggregate Limit $ 500000
Personal amp Advertising Injury Limit $ 500000
Each Occurrence Limit $ 500000
For Construction Contracts
Directors amp Officers ndash Errors amp Omissions $2000000
F Business Automobile Liability Insurance This insurance coverage must extend to any motor vehicles or other
motorized equipment regardless of whether it is owned hired or non-owned and must cover Bodily Injury and
Property Damage with a combined single limit of at least $1000000 each accident This insurance must be written
in comprehensive form and must protect the Contractor and FW against claims for injuries to members of the public
andor damage to the property of others arising from the Contractorrsquos use of motor vehicles or other equipment and
must cover both on-site and off-site operations
G Nothing contained herein will be deemed to operate as a waiver of FWrsquos sovereign immunity under the law
615 No Waiver or Estoppel
Neither the inspection by FW nor any of its employees nor any payment of money nor payment for nor acceptance of
any Commodity by FW nor any extension of time shall operate as a waiver of any provision of this Contract or of any
power herein reserved to the Owner or of any right to damage herein provided No waiver of any breach of this Contract
shall be held to be a waiver of any other subsequent breach All remedies provided in this Contract to FW shall be
construed as cumulative and shall be in addition to each and every other remedy herein provided Neither FW nor any
officer employee or authorized representative of FW will be bound precluded or estopped by any action
determination decision acceptance return certificate or payment made or given under or in connection with the
Contract by any officer employee or authorized representative of the Owner at any time either before or after final
completion and acceptance of the Work and payment therefore from (a) showing the true and correct classification amount quality or character of the Commodities delivered or that any determination decision acceptance return
certificate or payment was incorrect or was improperly made in any respect or that the Commodities or any part thereof
do not in fact conform to the requirements of the Contract (b) demanding and recovering from the Contractor any
overpayment made to the Contractor or such damages as FW may sustain by reason of the Contractorrsquos failure to comply
with the requirements of the Contract or (c) both of the foregoing clauses (a) and (b)
616 Partial Invalidity
IFB 21-054
Electric Motor Repairs
29
Neither any payment for nor acceptance of the whole or any part of the services by FW nor any extension of time
shall operate as a waiver of any provision of any Contract resulting from this IFB nor of any power herein reserved to
FW or any right to damages herein provided nor shall any waiver of any breach of any Contract be held to be a waiver
of any other or subsequent breach Failure of FW to require compliance with any term or condition of any Contract shall
not be deemed a waiver of such term or condition or a waiver of the subsequent enforcement thereof
617 Payment Clauses Required in All Contracts
Section sect 22-4352 of the Virginia Public Procurement Act requires the following
A That any contract awarded by FW include the following clauses
1 The Contractor shall take one of the two following actions within seven days after receipt of amounts paid to the contractor by FW for work performed by any subcontractor(s) under the contract
a The Contractor shall pay its subcontractor(s) for the proportionate share of the total payment received from
FW attributable to the work performed by the subcontractor under that contract or
b Notify FW and any subcontractor(s) in writing of his intention to withhold all or a part of the
subcontractors payment with the reason for nonpayment
2 Bidders shall include in their offer submissions either (i) if an individual contractor their social security
numbers and (ii) proprietorships partnerships and corporations to provide their federal employer identification
numbers
3 The contractor shall pay interest to the subcontractor(s) on all amounts owed by the Contractor that remain
unpaid after seven days following receipt by the Contractor of payment from FW for work performed by the
subcontractor under the contract except for amounts withheld as allowed in subdivision 1
4 Unless otherwise provided under the terms of this contract interest shall accrue at the rate of one percent per
month
B The contractor shall include in each of its subcontracts a provision requiring each subcontractor to include or
otherwise be subject to the same payment and interest requirements with respect to each lower-tier subcontractor
C A contractors obligation to pay an interest charge to a subcontractor pursuant to the payment clause in this section
shall not be construed to be an obligation of FW A contract modification shall not be made for the purpose of
providing reimbursement for the interest charge A cost reimbursement claim shall not include any amount for
reimbursement for the interest charge
618 Payment
A Invoices All invoices shall be submitted directly to the FW Accounts Payable department by mail fax or e-mail
Invoices shall include the FW Purchase Order and the Contractorrsquos FEIN Invoices are not to be sent to the contract
Project Manager or other departmental reps Failure to comply may result in late payments for which FW will not
be liable
B Terms All payments will be Net 30 from the date of receipt of a valid invoice at FW Finance Department Payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery
whichever occurs last This shall not affect offers of discounts for payment in less than 30 days however
C Partial Payments Requests for partial payments or advanced payments must be submitted as part of the Price Bid
along with a justification FW reserves the right to accept reject or negotiate requests for partial payments If the
request is rejected the Bidder must waive the requirement in order to remain in consideration
D Refunds If the Contractor is declared to be in default FW will be eligible for a full and immediate refund for all
payments made to the Contractor Partial Payments Requests for partial payments or advanced payments must be
submitted as part of the Price Offer along with a justification FW reserves the right to accept reject or negotiate
requests for partial payments If the request is rejected the Bidder must waive the requirement in order to remain
in consideration
IFB 21-054
Electric Motor Repairs
30
E Unreasonable Charges Under certain emergency procurements and for most time and material purchases final job
costs cannot be accurately determined at the time orders are placed In such cases final payment is contingent on
a determination of reasonableness with respect to all invoiced charges Charges that appear to be unreasonable will
be researched and challenged and that portion of the invoice held in abeyance until a settlement can be reached Upon determining that invoiced charges are not reasonable FW shall promptly notify the Contractor in writing as
to those charges that it considers unreasonable and the basis for the determination
619 Price Firm Period
Bid pricing shall be firm fixed as originally offered and accepted for the first 12 months of the contract
620 Rider Clause
Subject to the mutual agreement between the parties any contract awarded on the basis of this solicitation may be used
by any public entity (to include jurisdictions comprising the Metropolitan Washington Council of Governments) to
enter into a contract for the services described and defined herein For single purchases the contract may be used for
up to 12 months from the actual date of contract award For multi-year contracts the contract may be used throughout
the effective period of the contract Contracts awarded as a result of this solicitation will be subject to these terms and
conditions andor such terms and conditions as may be required by the controlling body for the public agency using the
contract Pricing shall be as offered by the successful Offeror and subsequently accepted by FW
621 Taxes
FW is exempt from Federal Excise Taxes Virginia State Sales and Use Taxes and the District of Columbia Sales Taxes
and Transportation Taxes FWs tax identification number is 54-6025290
622 Termination of Contract
A For Cause In the event that the Contractor (1) fails to deliver any Commodity or Service in accordance with the
time period established therefore in the Contract or (2) fails to furnish any Commodity or Service which conforms
in all respects to the requirements of the Contract then FW without prejudice to any other rights or remedies it may
have at law or in equity (including its right to seek damages from the Contractor) shall have the right to terminate
the Contract and any outstanding Purchase Orders by issuing a written notice of termination to the Contractor Such
notice of termination shall describe in reasonable detail the grounds for the termination and shall take effect
immediately upon receipt by the Contractor
If after issuance of a notice of termination under this Section it is determined for any reason that cause for such
termination did not exist then the rights and obligations of the parties shall be the same as if the notice of termination
had been delivered under the provisions of subsection B (termination for convenience) hereof provided however that the Contractor in such event shall be deemed to have received seven days prior written notice of such
termination Any compensation due the Contractor pursuant to subsection B shall be offset by the cost to FW of
remedying the default by the Contractor The Contractor shall in no event be entitled to receive any consequential
damages or any anticipated profits with respect to Commodities not yet furnished to and accepted by FW as of the
effective date of any such termination
B For Convenience FW shall have the right to terminate the Contract andor any outstanding Purchase Orders issued
hereunder at its own convenience for any reason by giving seven business days prior written notice of termination
to the Contractor In such event the Contractor shall be paid an amount equal to the actual cost of any Commodity
delivered to and accepted by FW and the actual cost of any equipment goods or materials ordered by the Contractor
hereunder in good faith which could not be canceled less the salvage value thereof provided sufficient
substantiation is furnished to FW Any subcontract entered into by the Contractor in connection with the transactions contemplated hereby shall contain a similar termination provision for the benefit of the Contractor and
FW The Contractor shall in no event be entitled to receive anticipated profits on any Commodities not yet furnished
to and accepted by FW as of the effective date of any such termination
IFB 21-054
Electric Motor Repairs
31
623 Virginia Freedom of Information Act
Except as provided herein all proceedings records contracts and other public records relating to procurement
transactions shall be open to the inspection of any citizen any interested person firm or corporation in accordance with
the Virginia Freedom of Information Act
624 Faith-Based Organizations
FW does not discriminate against faith-based organizations
625 Immigration Reform and Control Act of 1986
By entering this Contract the Contractor certifies that it does not and will not during the performance of this Contract
violate the provisions of the Federal Immigration Reform and Control Act of 1986 which prohibits employment of
illegal aliens
626 Severability
In the event that any provision shall be adjudged or decreed to be invalid by a court of competent jurisdiction such ruling
shall not invalidate the entire Agreement but shall pertain only to the provision in question and the remaining provisions shall
continue to be valid binding and in full force and effect
627 Licensure
To the extent required by the Commonwealth of Virginia (see eg 541-1100 et seq of the Code of Virginia) or FW the
Contractor shall be duly licensed to provide the goods and services required to be delivered pursuant to this Contract
628 Authority to Transact Business in Virginia
A Contractor organized as a stock or nonstock corporation limited liability company business trust or limited partnership
or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a
domestic or foreign business entity if so required by Title 131 or Title 50 of the Code of Virginia or as otherwise required
by law Any business entity described herein that enters into a Contract with FW pursuant to the Virginia Public Procurement
Act 22-4300 et seq shall not allow its existence to lapse or its certificate of authority or registration to transact business in
the Commonwealth if so required under Title 131 or Title 50 of the Code of Virginia to be revoked or cancelled at any time during the term of the Contract FW may void any Contract with a business entity if the business entity fails to remain in
compliance with the provisions of this section
629 Drug-free Workplace to be Maintained by Contractor
During the performance of this contract the contractor agrees to (i) provide a drug-free workplace for the contractors
employees (ii) post in conspicuous places available to employees and applicants for employment a statement notifying
employees that the unlawful manufacture sale distribution dispensation possession or use of a controlled substance or
marijuana is prohibited in the contractors workplace and specifying the actions that will be taken against employees for violations of such prohibition (iii) state in all solicitations or advertisements for employees placed by or on behalf of the
contractor that the contractor maintains a drug-free workplace and (iv) include the provisions of the foregoing clauses in
every subcontract or purchase order of over $10000 so that the provisions will be binding upon each subcontractor or vendor
630 Employment Discrimination by Contractor Prohibited Required Contract Provisions
The following provision is required to be in every contract of more than $10000 (Virginia Public Procurement Act sect 22-
4311)
A During the performance of any ensuing contract the Contractor agrees as follows
IFB 21-054
Electric Motor Repairs
32
1 The contractor will not discriminate against any employee or applicant for employment because of race
religion color sex national origin age disability or other basis prohibited by state law relating to
discrimination in employment except where there is a bona fide occupational qualification reasonably
necessary to the normal operation of the contractor The contractor agrees to post in conspicuous places
available to employees and applicants for employment notices setting forth the provisions of this nondiscrimination clause
2 The contractor in all solicitations or advertisements for employees placed by or on behalf of the contractor
will state that such contractor is an equal opportunity employer
3 Notices advertisements and solicitations placed in accordance with federal law rule or regulation shall be
deemed sufficient for the purpose of meeting the requirements of this section
B The contractor will include the provisions of the foregoing paragraphs 1 2 and 3 in every subcontract or purchase
order of over $10000 so that the provisions will be binding upon each subcontractor or vendor
631 Counterparts
This Contract and any amendments or renewals hereto may be executed in a number of counterparts and each
counterpart signature when taken with the other counterpart signatures is treated as if executed upon one original of
this Contract or any amendment or renewal A signature by any party to this Contract provided by facsimile or
electronic mail is binding upon that party as if it were the original
632 Survival of Terms
Upon discharge of this Agreement Sections (Notice Hold Harmless Warranties Governing LawForum Contractual
Disputes) of these Terms and Conditions continue and survive in full force and effect
633 Non-Waiver
No waiver of any provision of this Agreement shall constitute a waiver of any other provision nor shall any waiver of this Agreement constitute a continuing waiver unless otherwise expressly provided
634 Contractual Disputes
A Contractual claims whether for money or for other relief will be submitted in writing not later than 60 days after
final payment provided however that written notice of the Contractorrsquos intention to file such claim must
1 Be delivered to the attention of FWrsquos Procurement Representative assigned to this contract not later than five
days after the occurrence or of the beginning of the Work upon which the claim is based and
2 Contain a reasonably detailed description of the basis of the claim otherwise the claim will be deemed to have been waived FW will make a written decision upon any such claim within 60 days after submittal of the claim
The Contractor will not institute legal action prior to receipt of FWrsquos decision on the claim unless FW fails to
render such decision within 90 days after submittal of the claim The decision of FW will be final unless the
Contractor initiates legal action as provided in Section 22-4364 of the Virginia Code Failure of FW to render
a decision within 90 days will not result in the Contractor being awarded the relief claimed nor will it result in
any other relief or penalty The sole result of FWrsquos failure to render a decision within the time allotted will be
the Contractorrsquos right to immediately institute legal action No administrative appeals procedure pursuant to
Section 22-4365 of the Virginia Code has been established for contractual claims under this Agreement
B No claim of any nature will be made against FW by or on behalf of a subcontractor unless the Consultant has first
(a) evaluated such claim thoroughly and determined it to be meritorious (b) issued a written notice to the
subcontractor finding the subcontractorrsquos claim to be meritorious and setting forth any additional compensation or additional days to be paid or granted to the subcontractor on account of such claim and (c) paid the subcontractor
in full for such claim In presenting such a claim the Consultant will provide FW with a copy of the written notice
to the subcontractor and with evidence of payment in full of the subcontractorrsquos claim No such claim will exceed
the amount actually paid to the subcontractor
IFB 21-054
Electric Motor Repairs
33
ATTACHMENT 1
BID SUBMISSION FORM
COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE E-MAIL
FAX FED ID
VIRGINA STATE CORPORATION COMMISSION (SCC) REGISTRATION INFORMATION
The bidder
1048709 is a corporation or other business entity with the following SCC identification number
-OR-
1048709 is not a corporation limited liability company limited partnership registered limited liability partnership or business trust
-OR-
1048709 is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees agents offices facilities or inventories in Virginia (not counting any employees or agents in Virginia
who merely solicit orders that require acceptance outside Virginia before they become contracts and not counting any
incidental presence of the offeror in Virginia that is needed in order to assemble maintain and repair goods in accordance with
the contracts by which such goods were sold and shipped into Virginia from offerorrsquos out-of-state location) -OR-
1048709 is an out-of-state business entity that is including with this proposal an opinion of legal counsel which accurately and
completely discloses the undersigned offerorrsquos current contacts with Virginia and describes why those contacts do not constitute
the transaction of business in Virginia within the meaning of sect 131-757 or other similar provisions in Titles 131 or 50 of the
Code of Virginia
1048709 Please check this box if you have not completed any of the foregoing options but currently have pending before the SCC an
application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number once issued (Fairfax Water reserves the right to determine in its sole discretion
whether to allow such waiver)
IFB 21-054
Electric Motor Repairs
34
COMPANY
PART 1 ndash Hypothetical Electric Motor Repair Pricing
Repair scenarios immediately follow the signature section of the Bid Submission Form See Section 56 of the
solicitation for detailed instructions on how to complete the Bid Form and on how to bid the hypothetical repair scenarios To be deemed responsive and eligible for contract award the Bidder shall bid on all four scenarios and
shall include the separate price for each scenario in their Bid Submission Packet
HYPOTHETICAL REPAIR PRICING SCHEDULE
Repair 1A
Foxmill Pumping Station Pump Motor 5 Motor Evaluation Report Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1A $_______________________
Repair 1B
Corbalis Treatment Plant Finished Water P1 Inboard Bearing Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1B $_______________________
Repair 1C
Corbalis Plate Settler Feed Pump 2 ndash Motor Evaluation Report Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1C $_______________________
Repair 1D
Griffith Finished Water Pumping Station Pump Motor 3 Motor Evaluation Report
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1D $_______________________
PART 1 HYPOTHETICAL REPAIRS 1A ndash 1D TOTAL COST $_______________________
IFB 21-054
Electric Motor Repairs
35
COMPANY
PART 2 Discounts Offered by Motor Horse Power
1 Discount off Vaughenrsquos Guide for motors greater than 60 hp up to 600 hp (includes all makes amp
models AC amp DC high amp low voltage high amp low RPM single amp three phase)
2 Discount off Vaughenrsquos Guide for motors greater than 600 hp (includes all makes amp models AC amp
DC high amp low voltage high amp low RPM single amp three phase)
Date of Vaughenrsquos Pricing Guide
PART 3 Labor Rates
Labor rates bid in this section shall directly correlate to the labor rates quoted in Part 1 and shall include
all direct and indirect overhead costs including but not limited to travel to and from the jobsite general
and administrative costs etc Labor rates will only be paid on the basis of time at the FW job site or as
documented for work done at the ManufacturerrsquosContractorrsquos site
3 FW Onsite Labor ndash Regular Time (MondayndashFriday 730 am through 500 pm) $___________hour
4 FW Onsite Labor-Overtime $___________hour (Monday-Friday 500 pm through 730 am weekends and holidays)
5 In Shop Labor ndash Regular Time (MondayndashFriday 730 am through 500 pm) $___________hour
6 In Shop Labor ndash Overtime $___________hour
(Monday-Friday 500 pm through 730 am weekends and holidays)
PART 4 Contact Person
List a contact personrsquos name and telephone number for normal FW working hours 730 amndash500 pm
Monday-Friday Answering machines are unacceptable as a point of contact For emergency calls outside
normal FW working hours (nights andor weekends) list a contact personrsquos name and telephone number
or have a voice mail paging system or answering service Bidders using a voice mail paging system or
answering service in lieu of a contact person shall be required to initiate a call back to the sender within
(30) thirty minutes
IFB 21-054
Electric Motor Repairs
36
COMPANY
Type of answering system used by your firm (check one)
Voice Mail Paging System Answering Service
Contact for Normal Working Hours
Name(s) __________________________________________
__________________________________________
Telephone __________________________________________
__________________________________________
Contact for Emergency Calls (outside normal FW working hours)
Name(s) __________________________________________
__________________________________________
Telephone __________________________________________
__________________________________________
PART 5 Repair Facility Capabilities
Please check the following for Repair Facility capabilities
Facility capable of performing all balance work (no subcontracting)
Facility capable of starting 3 phase 4160 volt 3050 HP vertical motor
Facility capable of starting 3 phase 4160 volt 1800 HP horizontal motor
Facility allows for Owner personnel to safely witness testing
Repair Facility Address
IFB 21-054
Electric Motor Repairs
37
Submittals to be included in Bid Packet
1 Attachment 2 ndash Bidder Reference Form
2 Subcontractor List with Subcontractor References if applicable
3 Attachment 9 IRS Form W-9
4 Acknowledgement Page(s) for all Addendum if applicable
bull PAYMENT TERMS FWrsquos minimum payment term is Net 30 days All
bids will be interpreted as Net 30 unless otherwise specified herein By submitting an offer to sell in
response to this solicitation all bidders acknowledge and agree to this requirement
By my signature I certify that I am acting as an agent or in the case of an LLP the Partner or Managing
Partner for the firm identified on this Bid Submission Form and that I am fully authorized to bind the
firm to the specifications terms and conditions of this solicitation as well as any addenda thereto
Company Name
Signature Printed Name
Title Date
[HYPOTHETICHAL REPAIR SCENARIOS IMMEDIATELY FOLLOW THIS PAGE]
IFB 21-054
Electric Motor Repairs
38
BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1A FOXMILL PUMPING STATION PUMP MOTOR 5 SERVICE Reason for Service Motor Evaluation Report
Motor Description General Electric Model 5kb3396448501 Sn Wwh-283004190 Type (Kv) Induction Custom-8000 Vertical Motor 70000 Hp 3 Phase 60 Hertz 4000 Volts Frame 8339p30 887 Rpm 1 Pick up motor from the Foxmill Pump Station Herndon
2 Check all mechanical tolerances and fits using precision measurement tools and provide report highlight any
out of tolerance measurements 3 Check out electrical components using electrical test methods Meggar Surge Pi And Hi Pot 4 Dynamically balance rotors in the presence of the FW representative 5 Clean and degrease motor components 6 Reassemble unit and perform motor testing and final report 7 Ship unit to FW Foxmill PS 8 Provide 1 Year Warranty
CONTINUES ON NEXT PAGE
FOXMILL 5 SAP 350261
MFR GENERAL ELECTRIC
SN WWH-283004189
FRAME 8339P30 TYPE INDUCTION PH 3
DISGN CODE HP 700 VOLTS 4000
HZ 60 RPM 887 AMPS 920 RISE 30deg
B
DUTY Cont CLASS INS F AMPS
Y
TEMP AMB 40deg SF
ENCLOSURE TEWAC
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
550
IFB 21-054
Electric Motor Repairs
39
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1A ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
40
COMPANY BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1B CORBALIS FINISHED WATER P1 MOTOR SERVICE Reason for Service Inboard Bearing
Motor Description Horizontal Motor 1750 Horsepower 3 Phase 60 Hertz 900 Rpm 4000 Volts 21120-17 Frame Ideal Electric Serial 981097-01 Synchronous 1 Pick up motor from Corbalis Water Treatment Plant Herndon
2 Check all mechanical tolerances and fits using precision measurement tools and provide report highlight any
out of tolerance measurements
3 Check out electrical components using electrical test methods Meggar Surge Pi and Hi pot
4 Dynamically balance rotors in the presence of the FW representative
5 Clean and degrease motor components
6 Reassemble unit and perform motor testing and final report
7 Ship unit to FW Corbalis Water Treatment Plant
8 Provide 1 Year Warranty
CONTINUES ON NEXT PAGE
FW 1 SAP 350109
MFR IDEAL ELECTRIC
SN 981097-01 FRAME 21120-17 TYPE SMB PH 3
DISGN CODE HP 1750 VOLTS 4000
HZ 60 RPM 900 AMPS 195 RISE 85deg
B DET
DUTY CONT CLASS INS F AMPS
Y
TEMP AMB 40deg SF 15 ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
41
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1B ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
42
COMPANY BID SUBMISSION PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1C
CORBALIS PLATE SETTLER FEED PUMP 2 FLYGHT MOTOR Reason for Service Motor Evaluation Report Service
Motor Description FLYGT 45kW-60hp RPM 1170 Volts 460 AMPS 73 Model CP3300091-0258 Serial 3300091-0720003 1 Pick Up motor from the Corbalis Water Treatment Plant Herndon
2 Inspect test run and disassemble
3 Perform electrical test and mechanical checks
4 Clean and bake
5 Rewind stator install thermal protectors VPI in Epoxy Resin
6 Fabricate new SS shaft
7 Balance rotor and impeller in the presence of FW representative
8 Replace lower bearing housing and install new bearings and new mechanical seals
9 Replace o-rings and gaskets Replace lifting chain (SS Grade)
10 Install new stationary and rotating wear rings replace retaining rings
11 Replace hardware reassemble unit and perform motor testing and final report
12 Paint
CONTINUES ON NEXT PAGE
Plate Settler Feed Pump 2 SAP 360128
MFR FLYGHT
SN 3300091-0720003
FRAME TYPE
PH
DISGN CODE HP 60 VOLTS 460
HZ
RPM 1170 AMPS 73 RISE
B
DUTY
CLASS INS
AMPS
Y
TEMP AMB
SF
ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
43
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1C ndash CONTINUED
13 Ship unit to FW Corbalis Water Treatment Plant
14 Provide 1 Year Warranty
15 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
44
COMPANY BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1D
GRIFFITH PUMPING STATION PUMP MOTOR 3 SERVICE Reason for Service Motor Evaluation Report Motor has excessive clearance in lower guide bearing Lower Guide bearing is NU style bearing Bearing Skidding is present in Bearing
Motor Description Vertical Motor Type MIBA-V TEWAC 720 RPM 1800 HP 3 Phase 60 Hz 4000 Volts 1 Pick Up motor from Griffith Pump Station Lorton
2 Check All Mechanical Tolerances Fits Using Precision Measurement Tools And Provide Report Hi Lite Any Out
Of Tolerance Measurements 3 Check Out Electrical Components Using Electrical Test Methods Meggar Surge Pi And Hi Pot
4 Dynamically Balance Rotors with FW Rep Present At API 610 4WN
5 Clean And Degrease Motor Components
6 Reassemble Unit and Perform Motor Testing and vibration analysis with FW rep present and provide Final Report
7 Ship Unit to FW Griffith PS
8 Provide 2 Year Warranty
CONTINUES ON NEXT PAGE
FWP3 MFR IDEAL
SN 001077-03 FRAME TYPE IMV PH 3
DISGN CODE HP 1800 VOLTS 4000
HZ 60 RPM 715 AMPS 238 RISE 80 C B RES
DUTY CONT CLASS INS F AMPS 274 105 C
Y RES
TEMP AMB 40 C SF 115 ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
45
COMPANY
BID SUBMISSION PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1D ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
46
ATTACHMENT 2
REFERENCES
BIDDERrsquoS NAME
1 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
2 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
3 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
IFB 21-054
Electric Motor Repairs
47
ATTACHMENT 2
REFERENCES CONTINUED
BIDDERS NAME ______________________________
4 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
5 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
IFB 21-054
Electric Motor Repairs
48
ATTACHMENT 3 OPERATING DATA SHEET
ISSUED TO DATE ISSUED Fairfax Water Work Order FW Electrical Supervisor Phone Conditioned Based Maintenance Supervisor Phone Return date requested A Equipment Specifications
1 Equipment Name
2 SAP ID Number
3 Manufacturer
4 Serial Number
5 Horsepower
6 Voltage B Work Requested
1 Reconditioning and Testing
2 Rewind
3 Other (describe) C If motor failure is involved state conditions under which failure occurred D Special Insulation Requirements
1 Moisture
2 Abrasion E Type of Housing Paint and Color
Paint furnished by customer Yes No
IFB 21-054
Electric Motor Repairs
49
ATTACHMENT 4
INSPECTION DATA SHEET ndashPAGE 1 OF 2 Company Performing Work Motor SN SAP ID A Initial Inspection and Tests
1 Insulation Resistance
Voltage Applied v Ambient Temp oC Machine Temp oC
1 min 10 min PI A to GND
B to GND
C to GND
2 Surge Test Test Voltagehelliphelliphellip V Pass ___ Fail ___ 3 Growler Test Pass ___ Fail ___ 4 Motor Shaft Run out In
5 Rotor Endplay In
6 Shaft Diameter In
B Disassembly
1 End Bells Marked
2 Fan Orientation Marked C Component Inspection
1 General Condition of Rotor (include probable cause of major damage)
a Rotor Iron
b Rotor Windings Rotor bars
c Retaining Rings
IFB 21-054
Electric Motor Repairs
50
ATTACHMENT 4 INSPECTION DATA SHEET ndashPAGE 2 OF 2
Company Performing Work Motor SN SAP ID
2 General Condition of Stator (include probable cause of major damage)
a Stator Iron b End Lacings and Support systems
c Wedges
d Windings
e RTDThermocouple Condition
3 General Condition of Shaft Keyways
4 General Condition of Bearings
5 General Condition of Motor Housing
6 Other
7 Core loss preceding winding removal watts
8 Core loss following winding removal watts
9 Recommended Repairs Signature Printed Name Title Date
IFB 21-054
Electric Motor Repairs
51
ATTACHMENT 5 Page 1 of 5
WORK PERFORMED DATA SHEET Company Performing Work Motor SN SAP ID A Describe work performed on rotor B Describe work performed on stator C Describe work performed on shaft D Describe work performed on bearings
Replaced bearings Yes No Manufacturer Type Code
E Other F Was motor vacuum-pressure impregnated Yes No
Resin used
Number of VPI and bake cycles G Was motor treated for abrasion protection Yes No
Treatment used
IFB 21-054
Electric Motor Repairs
52
ATTACHMENT 5 Page 2 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID H Varnish used for non-VPI applications
Number of dip and bake cycles I Final Tests
1 Insulation Resistance
Voltage Applied v Ambient Temp oC Machine Temp oC
1 min 10 min PI
A to GND
B to GND
C to GND
2 Phase Balance
Voltage Applied Vac A amps B amps C amps
3 High Potential Applied Leakage Time
Phase Voltage Current Duration
A
B
C
OR (if cant be separated)
ALL
IFB 21-054
Electric Motor Repairs
53
ATTACHMENT 5 Page 3 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
4 Winding Resistance
A-B milliohms A-N milliohms
B-C milliohms OR B-N milliohms C-A milliohms C-N milliohms
5 Dynamic Balance
RPM Vibration DE ODE Initial Final
6 No-Load Run
Phase Bearing Current Temperature Vibration_________
Ia Ib Ic Inboard Outboard RPM Inboard Outboard
15 Min 30 Min 45 Min
60 Min Acceleration time (Seconds) Peak starting current (Amper) ( IFL)
7 Miscellaneous
Direction of Rotation Viewed from End
End Play (Sleeve Bearing Only) in
IFB 21-054
Electric Motor Repairs
54
ATTACHMENT 5 Page 4 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
Inboard Bearing Journal Dia in
Inboard Bearing ID in
Outboard Bearing Journal Dia in
Outboard Bearing ID in
8 High FrequencySurge Comparison Tests (New Coils Only)
Voltage Applied v
Results
9 Air Gap Measurements
A minimum of sixteen (16) readings should be taken from each end using the following method
1 Mark position on stator at 12 oclock 3 oclock 6 oclock and 9 oclock 2 Mark position on rotor at 12 oclock 3 Take air gap readings at 12 3 6 and 9 from both ends pinion end (DE) opposite end (ODE)
Record readings [Eight (8) readings] 4 Rotate rotor to 3 oclock position 5 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings [Eight (8)
readings] 6 Rotate rotor to 6 oclock position 7 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings [Eight (8)
readings] 8 Rotate rotor to 9 oclock position 9 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings (Eight (8)
readings) 10 Calculate average readings and overall average air gap The acceptable tolerance between
average readings and the overall average gap is plusmn5
IFB 21-054
Electric Motor Repairs
55
ATTACHMENT 5 Page 5 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
DRIVE END
OPPOSITE DRIVE END
IFB 21-054
Electric Motor Repairs
56
ATTACHMENT 6 WAIVER OF SPECIFICATIONRELEASE OF HOLD POINT
Company Requesting Waiver of SpecificationRelease of Hold Point Person Making RequestDate Contact Info FW Equipment Name FW SAP EQUIPMENT Number Manufacturer Serial Number Horsepower Voltage Request for Waiver of Specification
Request for Release of Hold Point
Item Description FW Authorized Action APPROVED BY Printed Name and Title Date
IFB 21-054
Electric Motor Repairs
57
ATTACHMENT 7
RECOMMENDED CLEARANCES SLEEVE BEARINGS
ROUND BORES ONLY Company Performing Work Motor SN SAP ID Shaft Size Clearance for Clearance for Journal Diameter Horizontal Shaft Vertical Shaft (In inches) (In Inches) (In Inches) (In Inches) 1 004 +001 -000 004 +001 -000 2 004 +001 -000 004 +001 -000 3 006 +002 -000 006 +001 -000 4 008 +002 -000 007 +001 -000 5 010 +002 -000 007 +002 -000 6 012 +002 -000 007 +002 -000 7 014 +002 -000 007 +002 -000 8 016 +002 -000 007 +002 -000 9 018 +002 -000 007 +002 -000 10 020 +002 -000 007 +002 -000 11 020 +002 -000 007 +002 -000 12 021 +002 -000 007 +002 -000 13 021 +002 -000 007 +002 -000 14 022 +002 -000 007 +002 -000 15 022 +002 -000 008 +002 -000 16 023 +002 -000 008 +002 -000 17 023 +002 -000 008 +002 -000 18 024 +002 -000 008 +002 -000 19 024 +002 -000 008 +002 -000 20 025 +002 -000 008 +002 -000
IFB 21-054
Electric Motor Repairs
58
ATTACHMENT 8 Company Performing Work Motor SN SAP ID
DYNAMIC BALANCE CERTIFICATE
Balance Machine Model No ______________ Last Calibration Date ________ Balance Machine Serial No __________________________ Weight __________________ ldquoIn Servicerdquo Speed (RPM) ________ Balance Speed (RPM) __________________________
Certified by Printed Name and Title
Radius of permanent balance weight (in) _____________ IB _____________OB As Found Balance (ozin) _____________________IB ___________________OB As Left Balance (ozin) ______________________IB ___________________OB Calculated acceptance limit per journal (4WN) ___________IB __________OB If ozin value is not available for ldquoAs Found Balancerdquo and ldquoAs Left Balancerdquo use the mils value
Vendor _______________________________ Balance Date _________Time____ Equipment balanced __________________________________________________
IFB 21-054
Electric Motor Repairs
1
1 INTRODUCTION AND OBJECTIVE
11 Introduction
The Fairfax County Water Authority doing business as Fairfax Water (FW) was created under the
Virginia Water and Waste Authorities Act pursuant to resolutions adopted by Fairfax County on
September 26 1957 Fairfax Water is managed by a ten-member Board of Directors appointed for
three-year terms by the Fairfax County Board of Supervisors
12 Objective
The objective of this Invitation to Bid (IFB) is to award a contract to the lowest responsive and
responsible bidder for as needed electric motor reconditioning and repair services on 60 hp or larger
3-phase induction and synchronous motors as specified and defined herein
2 HYPOTHETICAL REPAIR SCENARIOS FOR BID EVALUATION PURPOSES ONLY
The hypothetical repair scenarios included in this solicitation are for bid evaluation purposes only
The scope of work and pricing for all actual repairs post contract award shall be in accordance with
any resultant contract awarded as a result of this solicitation
3 DEFINITIONS
A Award ndash means the decision by FW to execute a contract after all necessary approvals have been
obtained
B Bid ndash means the response by a Bidder to an Invitation for Bids issued by a procurement agency to
obtain goods or services
C Bidder ndash means any person submitting a response to an IFB
D Contract ndash means the formal agreement as a result of this solicitation
E Contract Completion ndash means the point in time when FW Project Manager confirms in writing
that the contract has been completed as contracted for and the Contractor is released from any
further obligations All remaining payments due the Contractor shall be approved for payment at
this time
F Contractor ndash means the successful Bidder receiving a contract as a result of this solicitation
G Default ndash means that the Contractor has failed to fulfill its contractual obligations properly and on
time
H FW ndash means Fairfax Water The terms Owner and FW have the same meaning
I Notice ndash The term ldquoNoticerdquo or the requirement to notify means a written communication delivered
in person by facsimile or by certified or registered mail to the individual or firm or to an officer
of the Contractor for whom it is intended
J Owner ndash Fairfax County Water Authority
K Project ndash The term ldquoProjectrdquo means the same as the phrase ldquothe Workrdquo
L Project Manager ndash means FW employee assigned to this project for purposes of oversight of the
project The Project Manager is responsible for all aspects of the contract (excluding contract
modifications) after contract award including but not limited to approving design changes and
authorizing payment for completed work
IFB 21-054
Electric Motor Repairs
2
M Specifications ndash The term ldquoSpecificationsrdquo describes the physical or functional characteristics or
the nature of a good service or construction item required It may include a description of any
requirement for inspecting testing or preparing a good services or construction item for delivery
N Work ndash The word ldquoWorkrdquo shall include all material labor equipment and tools appliances
machinery transportation and appurtenances necessary to perform and complete the Contract and
any such additional items not specifically indicated or described which can be reasonably inferred
as belonging to the item described or indicated or as required by industry practice custom or usage
to complete the project as proposed by the Bidder and accepted by FW
4 SPECIFICATIONSSCOPE OF WORK
41 General Requirements and Technical Specifications Description
A Overview
The purpose of this motor repair and rewind specification is to define minimum technical
requirements required by the Owner applicable to reconditioning and repair of three phase
induction and synchronous motors 60 hp and larger This specification shall apply to routine
reconditioning and repair procedures It is not the intent of the specification to define
requirements for specialty motors requiring uncommon reconditioning and repair procedures
or to provide lesser guidance than industry best practice on all motor repairs Situations where
there is conflict between specialty motors or special situations and a disparity exists between
this specification and industry recognized standards shall be addressed on a case by case basis
B FW Option for DC or AC High Potential Testing
Fairfax Water reserves the option whether DC or AC High Potential Testing is used on
existing windings during reconditioning
C Industry Standards Applicable to the Work
1 Industry standards include
a ANSIEASA AR100 (latest edition) ldquoRecommended Practice for the Repair of
Rotating Electrical Apparatusrdquo
b IEEE Std 1068 (latest edition) ldquoIEEE Standard for the Repair and Rewinding of AC
Electric Motors in the Petroleum Chemical and Process Industriesrdquo
c ISO 1940-1 (latest edition) ldquoMechanical Vibration ndash Balance Quality Requirements
for Rotors in a Constant (Rigid) State ndash Part 1 Specification and Verification of
Balance Tolerancerdquo
2 References to appropriate definitions components and relevant standards are found in the
above standards Additional acceptable standards include ABFMA API EASA (including
Tech Notes) IEC IEEE and NEMA where applicable where the procedures and tolerances
exceed those in the above listed standards and do not conflict with best practices or this
IFB 21-054
Electric Motor Repairs
3
specification The Contractor shall consult with and defer to the FW Project Manager for
any deviation from this specification
42 Written Quotes and Required Documentation for all Future Work
A Written Quotes for All Future Work
1 The Contractor shall submit a written quote to the FW Project Manager within 3 business
days of receiving the electric motor in their shop The contractor may submit a written
request to extend the 3-day timeframe to the FW Project Manager The written request
shall include a verifiable reason for the delay FW reserves the right to decline the
request if the delay cannot be documented and verified
2 The written quote shall include at a minimum the following
a The complete scope of work to repair the motor
b All labor hours by type quantity unit cost and extended cost
c All materials listed by manufacturer and manufacturer part number quantity unit
cost and extended cost
d Total number of calendar days required to complete the repair after receipt of written
order to proceed
e The motor serial number and the FW Work Order Number listed on Attachment 3
f The cost of equipment rental subcontractors or any materials not included in the
Vaughenrsquos Pricing Guide needed to fulfill the requirements of the repair
g The Contractor may include written recommendations for substitutions that will
increase motor life reduce costs or reduce the delivery lead-time as separate options
on their quote Contractor shall not proceed with any proposed options without the
express written consent of FW
3 Pricing for all future repairs and parts shall be based on the Vaughenrsquos Price Guide and
the labor rates awarded In the event the Contractor must provide materials or equipment
rental not included in the pricing guide then compensation will be based on the
Contractorrsquos actual cost to supply the materials or equipment rental In these
circumstances the Contractor shall include a copy of their supplierrsquos invoice with all
invoices submitted to FW
B Operating Data Sheet (Attachment 3)
This sheet will be completed by the FW Project Manager requesting the work and will be
sent with the motor to the repair facility
C Inspection Data Sheet (Attachment 4)
This sheet shall be completed by the Contractor documenting the results of inspections and
tests performed prior to reconditioning or repair procedures Upon completion of the work
the Contractor shall distribute one copy each of this sheet to the FW Electrical Supervisor and
IFB 21-054
Electric Motor Repairs
4
the Conditioned Based Maintenance Supervisor identified on the Operating Data Sheet
(Attachment 3) that was submitted to the Contractor when work was requested
D Work Performed Data Sheet (Attachment 5)
This sheet shall be completed by the Contractor documenting the work performed Upon
completion of the work the Contractor shall distribute one copy each to the FW Electrical
Supervisor and the Conditioned Based Maintenance Supervisor identified on the Operating Data
Sheet (Attachment 3) that was submitted to the contractor when work was requested
E Waiver of SpecificationRelease of Hold Point (Attachment 6)
This sheet will be issued to the Contractor by the FW Project Manager authorizing the
Contractor to deviate from these specifications and to allow the Contractor to proceed beyond
a hold point (see Section 32 paragraph G below) Approval to deviate from the specification
or proceed beyond a hold point may be issued verbally by the FW Project Manager Whenever
a verbal authorization is issued to the Contractor the ldquoWaiver of SpecificationRelease Hold
Pointrdquo sheet will be forwarded to the Contractor within five working days
F Recommended Clearances ndash Sleeve Bearings Round Bores Only (Attachment 7)
If the Contractor is re-babbitting the motor babbitt bearings the Contractor shall adhere to the
clearances shown on Attachment 7
G Dynamic Balance Certificate (Attachment 8) ndash All final balancing of the rotating element
shall be conducted in the presence of FWrsquos Condition Based Maintenance Supervisor the
FW Project Manager or their designated representative
H Hold Points
The points defined within the specification as ldquoHold Pointsrdquo are situations that warrant
individual technical evaluation as to the method of repair quality of substituted materials or
components or alternate procedures other than as specified herein Should such situations
develop during the progress of the work no further work shall proceed without consent of the
FW Project Manager
43 Technical Specification
A Motor Reconditioning
1 The routine reconditioning of a motor shall consist only of the following steps
a Initial inspection and tests
b Disassembly
c Component inspection
d Cleaning and baking
e Varnish treatment and bake cycle
f Reassembly and testing
IFB 21-054
Electric Motor Repairs
5
g Painting
2 A routine reconditioning contains no major repairs Major repairs include but may not
be limited to
a Stator rewind
b Core restacking
c Lead replacement
d Securing loose rotor bars and retaining rings
e Shaft straightening
f Bearing repair or replacement
g Shaft journal repairs
h Exciter package repairs
MOTOR RECONDITIONING HOLD POINT
bull If at any point during a reconditioning major repairs are deemed
necessary the Ownerrsquos representative as shown on Attachment 3
(Operating Data Sheet) shall be contacted for approval (See Section
23B for major repair work specifications and procedures)
bull Data required by the Owner as a result of inspections and tests
performed during reconditioning are outlined in Attachment 5
(Inspections Data Sheet)
3 Initial Inspection and Tests
a The motor shall be subjected to an insulation resistance test with polarization index as
outlined in IEEE Std 43 (Sections 53 and 54) The insulation resistance test shall be
performed for ten minutes as follows (IEEE Std 43-2013 Table 1 and Section 53)
1) Motors up to 600 volts -use 500 VDC
2) 24 KV motors -use 2500 VDC
3) 41 KV motors -use 5000 VDC
b The polarization index shall be the ratio of the 10-minute resistance measurement and
the 1-minute measurement Insulation resistance findings must be temperature
corrected to the lsquoThermosettingrsquo value per IEEE 43 Section 63 and Figure 5 with
acceptable tolerance as found in Table 4 for further electrical testing
c Motor shaft run out shall be measured Run out measurements shall be made with a
stationary indicator and keyways shall be inspected in accordance with the method
described in ANSIEASA AR100 Section 2 and Tables 2-1 to 2-6
d Rotor end play shall be measured per IEEE Std 1068 Section 52 (incoming tests) and
ANSIEASA AR100 Section 2 (Mechanical)
IFB 21-054
Electric Motor Repairs
6
e Mounting surfaces including Rabbet fits shall be inspected per ANSIEASA AR100
Section 2 and Tables 2-8 to 2-10
4 Disassembly
a Upon completion of initial inspection and testing the motor shall be disassembled
Disassembly shall be performed per the procedure in IEEE Std 1068 Section 6 The
following precautions shall be taken prior to disassembly
1) Stencil identification and orientation on end bells- drive end (DE) and opposite
drive end (ODE)
2) Mark proper fan orientation
3) The coupling shall only be removed at the request of FW or if it is required in order
to complete disassembly of the motor The Contractor shall request approval from
the FW Project Manager prior to removing the coupling
5 Component Inspection (IEEE Std 1068 Section 62 for guidance)
a Rotor ndash The rotor shall be inspected for signs of physical damage Retaining rings shall
be checked for evidence of overheating and arcing Additionally the rotor shall be
tested for loose bars and open circuits by use of a growler or sonic test method The
rotor will be balanced prior to reassembly as per Section 43A8f Rotor inspection
and additional methods are found in ANSIEASA AR100 Section 38 and IEEE Std
1068 Section 62e) and Section 632
b Stator ndash The stator shall be inspected for evidence of insulation faults loose coils in
slots loose wedges loose ties and blocking signs of overheating and iron damage
Tightening of loose wedges loose coils blocking and repair of ties shall be performed
as needed Stator RTDrsquos thermocouples and thermistors shall be resistance or
continuity checked as needed Stator inspection shall be performed per the procedure
outlined in IEEE Std 1068 Sections 62 and 631
c Shafts ndash The shaft shall be inspected for straightness keyway condition bearing journal
and imperfections per ANSIEASA AR100 Section 2 and IEEE Std 1068 Section
6322 and additional sections as appropriate based on the construction of the rotor
SHAFT INSPECTION HOLD POINT
bull Should shaft run out exceed the following tolerances Owner
approval will be required before further action is taken
RPM Run Out
Less than 1800 0002 inch
More than 1800 0001 inch
bull Measurements shall be taken at the end of the keyway extension
Keyways shall be machined to accept key steel to an interference fit
IFB 21-054
Electric Motor Repairs
7
Journal run out and shaft imperfections shall be corrected by
welding for direct coupled machines only or by providing a new
shaft
d Bearings
1) Roller and ball bearing fits shall be measured and compared with tolerances
specified by the motor manufacturer Bearings shall be replaced with SKF brand
bearings When replacing roller bearings that require periodic greasing shielded
pre-greased bearings shall be used where possible Otherwise the bearing shall be
replaced with the same style bearing as the original (eg shielded sealed open
covered roller etc) Reference ANSIEASA AR100 Section 2 and Tables 2-13
and 2-14 for fit guidance Reference ABFMA 7 and 20 for all other tolerances
Inspection guidance and terminology are found in IEEE Std 1068 Section 62
2) No substitute bearing types will be allowed without the Ownerrsquos consent
3) No knurling peening or adhesive shall be used as a means of retaining bearings on
a shaft or housing
4) Sleeve bearings shall be re-babbitted as needed uniform in diameter smooth
internally suitably grooved for proper distribution of lubricant and fitted within
tolerances specified by the motor manufacturer If manufacturerrsquos bearing data is
not available the maximum clearance between the bore of the bearing and the
diameter of the shaft journal shall be determined by referring to Attachment 7 Re-
babbetting shall be spun-cast and adherence greater than 98
BEARINGS HOLD POINT
bull The Contractor shall report any bearing requiring repair or
replacement on the written repair quote and on the Work
Performed Sheet (Attachment 5)
e Motor Housing The motor housing and end bells shall be inspected for cracks or other
damage Reference ANSIEASA AR100 Section 2 and IEEE Std 1068 Section 62 for
guidance
6 Cleaning and Baking
a The stator shall be steam cleaned Any solvents or soaps required shall be compatible
with the motor insulation system No steel wool or similar metallic pads shall be used
for cleaning the stator windings or rotor of the motor The stator shall be baked at a
temperature of 250 degrees F ndash 300 degrees F for a period of two to three hours or
until sufficiently dry The stator shall then be cooled down to 170 degrees F ndash 150
degrees F prior to varnish treatment The oven shall be equipped with a water fire
suppression system and a temperature recording chart meter
IFB 21-054
Electric Motor Repairs
8
CLEANING AND BAKING HOLD POINT
bull Should an alternative to baking be necessary Owner approval will
be required before further action is taken
b The rotor shall be cleaned as needed with a suitable solvent and oven dried
7 Varnish Treatment and Bake Cycle (Reference IEEE Std 1068 Section 8
a Random wound stators shall be subjected to two dip and bake cycles using a polyester
or epoxy resin for rewinds and a single dip and bake for reconditioning Bake cycle
time and temperature shall be in accordance with the resin manufacturerrsquos
recommendation Resin shall be capable of Class H operation
b If moisture protection is specified on Attachment 3 the windings shall be given three
vacuum-pressure impregnation treatments for rewinds and one for reconditioning
c If abrasion protection is specified on Attachment 3 a coat of polyurethane resin or
silicone rubber shall be applied in addition to the resin treatment described in 43A7a
and 43A7b Cooling passages shall not be blocked
d Form wound stators shall be subjected to one dip and bake cycle for reconditioning and
two for rewinds as outlined in 43A7a The stator shall be inspected prior to and
immediately after dipping to ensure the cooling vents are clear
8 Reassembly and Testing
All work and final test results shall be recorded on the Work Performed Report
(Attachment 5) The following tests shall be performed on the reconditioned motor
(reference IEEE Std 1068 Section 813 for guidance on final testing with additional
tolerance guidance in ANSIEASA AR100)
a Insulation resistance ndash An insulation resistance test shall be performed as outlined in
Section 43A3a for ten minutes The acceptance value of resistance measured in
megohms corrected to 40 C shall be no less than 1 megohm per KV where KV is equal
to rating of motor in kilovolts Insulation resistance findings shall be temperature
corrected to the lsquoThermosettingrsquo value per IEEE 43 Section 63 and Figure 5 with
acceptable tolerance as found in Table 4 for further electrical testing
INSULATION RESISTANCE TESTING HOLD POINT
bull Owner shall be notified if this reading is below 10 megohms for
motors under 1000 volts and random wound motors and below 100
megohms for motors over 1000 volts and form wound motors
b Polarization Index A polarization index shall be calculated The index is the ratio of
the 10-minute insulation resistance measurement and the 1-minute measure The
IFB 21-054
Electric Motor Repairs
9
minimum acceptable PI shall be 20 when the insulation resistance is below 5000
megohms at one minute and no less than 10 over 5000 megohms at one minute
POLARIZATION INDEX HOLD POINT
bull Owner shall be notified if this reading is below 20 when the insulation resistance
is below 5000 megohms after 1 minute between 1 and 2 when the insulation
resistance is over 5000 megohms or below 10 at any time
c Phase Balance A phase balance test shall be performed at 20 rated voltage The
maximum unbalance in line currents shall be 5
d High Potential An AC high potential test shall be performed for a duration of one
minute Applied test voltage shall be as follows
1) Reconditioned coils 06 (2E+1000)vac
096(2E+1000)vac
2) New coils (2E+1000)vac
17(2E+1000)vac
Where E equals phase to phase operating voltage
e Winding Resistance Winding resistances and ambient temperature of the equipment
shall be measured and recorded Winding resistance shall be normalized to 25C per
IEEE 112 and IEEE 1068
f Dynamic Balance Rotors shall be dynamically balanced per API 610 4WN and in the
presence of the FW Condition Based Maintenance Supervisor and the FW Electrical
Supervisor or their designated representative (Note API 610 4WN is lower than ISO
19401 G 10 and is equivalent to ISO 1940 G07)
g No Load Run The motor shall be run at rated voltage non-loaded until bearing
temperatures stabilize (no change by more than 2 degrees over 20 minutes) bolted to
metal bed plate during which the following parameters shall be measured and recorded
at 10-minute intervals
1) Load Current
2) Bearing Temperature
3) Overall vibration maximum amplitude at any RPM shall be as identified in IEEE
1068 Tables 11 and 12
4) RPM
5) Rotation shall be compared with original direction
6) In addition the uncoupled acceleration time and peak starting currents shall be
recorded on the work sheet for across-the-line starts For any motor that FW
designates that is not to be started across-the-line but only by reduced voltage
means shall not be started across-the-line but shall be started for the shop tests
IFB 21-054
Electric Motor Repairs
10
using reduced voltage starters that limit the motor current to no more than 5 times
full load nameplate current
h Miscellaneous
1) Direction of rotation shall be marked on the motor and recorded
2) End play for sleeve bearing applications shall be measured and recorded
3) Bearing and bearing journal data shall be measured and recorded
4) Magnetic center shall be marked
i Surge Comparison Tests The voltage levels shall be at 2E + 1000 volts AC for the
high frequencysurge comparison test
j Air gap shall be measured and recorded at 1200 300 600 and 900 orsquoclock
positions according to the instructions given on Attachment 5
9 Painting The motor shall be painted with paint specified on Attachment 3 Shaft
extensions shall be sprayed with a preservative Reference IEEE 1068 Section 810
B Major Repair
1 In cases where major repair is necessary the Contractor shall perform the following
procedures as outlined in Section 43A1 Motor Reconditioning as well as the major
repair
a Initial inspection and tests
b Disassembly
c Component inspection
d Cleaning and baking
e Varnish treatment and bake cycle
f Reassembly and testing
g Painting
2 Data required by the Owner from results of inspections and tests performed during a major
repair is outlined on Attachment 5 Inspection Data Sheet The items listed shall apply as
the individual case dictates upon Ownerrsquos approval
3 Stator Rewind
a All winding data shall be recorded prior to stripping stator conductors ie wire size
number of turns pitch winding connections etc
b A core loss test shall be recorded on Attachment 4 Following winding removal a
second test shall be performed
IFB 21-054
Electric Motor Repairs
11
STATOR REWIND HOLD POINT
bull Should the measured core losses in watts per pound or the core loss
test exceeds 6 watts per pound at 1T when tested per IEEE Std 422
or hot spots greater than 10C or an increase of the second test
exceed those of the first the Contractor shall notify FW prior to
further repair activity
c Only if necessary the old windings shall be burned out of the stator in a burnout oven
with adequate temperature controls in order to provide uniform heating and cooling
thus preventing warping and cracking of the frame deterioration of the core plate
treatment on the laminations and impairment of the magnetic qualities of the core The
oven shall be equipped with a water fire suppression system and a temperature
recording chart meter The temperature used for roasting shall not exceed 700 degrees
Fahrenheit Additional stripping methods are found in IEEE Std 1068 Section 82
STATOR STRIPPING METHOD HOLD POINT
bull Stripping methods other than burnout oven may be applied with
Owner consent
d After the windings have been removed the stator laminations shall be thoroughly
cleaned by blowing out with compressed air and removing any foreign matter by hand
The stator slots shall be clean and free of sharp edges or particles
e Laminations shall be inspected for damage Any minor iron damage shall be corrected
by hand filing and separating laminations to eliminate shorts All burrs and rough edges
shall be corrected prior to the rewinding procedure Corrections shall be made
regardless of whether the imperfections existed originally in the stator iron or were
caused by the stripping operation
STATOR DAMAGED LAMININATIONS OR IRON
REPLACEMENT HOLD POINT
bull Should major core damage require restacking of laminations a
digital photo of the damaged area shall be submitted to the Owner
or Owner inspection will be required prior to repairing damaged
laminations or iron replacement
f The repaired stator shall be loop checked and hot spots greater than 10C shall be
corrected
g The suspected cause of iron damage shall be listed on Attachment 4
IFB 21-054
Electric Motor Repairs
12
STATOR MOTOR LEAD REPLACEMENT HOLD POINT
bull Should motor lead replacement be required FW shall be notified
prior to replacement concerning lead length designations
termination hardware etc
h The stator shall be rewound in accordance with Section 43C Winding Materials and
Insulation Requirements
i Where slot space permits coil copper size shall be increased with prior approval of
FW Electrical Supervisor when doing so will increase the motor efficiency and the
increased starting current can be accommodated by the motor controller
j Coils shall be securely tied to surge rings and adjacent coils Surge rings shall be rigid
k The stator coils shall fit in the stator iron parallel to the slot Where extra room exists
between the coil and the iron either a slot cell (if originally designed with one) or side
filler shall be used to make a more intimate fit between the coil and the iron
l The connections between coils and groups shall be horseshoed (eg U-shaped) to
permit continuous taping over all brazed joints
m The coil extensions shall be tied to one or more surge rings and shall be suitably blocked
between coils on both the inside and outside of the coil extensions
n The jumpers shall be uniformly laid and placed around the periphery of the connection
o Motors with form wound coils shall not be converted to random wound
p Tie cord used to secure the wires in the end turns shall be at a minimum 100 lb test
Dacron stranded cord
q Motor stators containing stator RTDrsquos thermocouples or thermistors shall be rewound
with devices rated the same RTDrsquos are to be 3-lead and added to old motors at a
minimum of two per phase Owner shall indicate if a greater quantity is desired When
possible the Contractor shall arrange RTDs in the same position as the original
winding or evenly spaced if unknown or new
4 Rotor Repair
ROTOR REPAIR HOLD POINT
bull Any repair activity involved with securing loose rotor bars and retaining
rings shall be brought to the attention of the Owner prior to beginning
the activity
IFB 21-054
Electric Motor Repairs
13
5 Shaft Straightening
SHAFT STRAIGHTENING HOLD POINT
bull Any shaft straightening procedure shall be brought to the attention of
the Owner prior to beginning the activity Shafts shall be straightened
by heating or jacking to meet the following run out requirements
RPM Run Out
Less than 1800 0002 in
More than 1800 0001 in
C Winding Materials and Insulation Requirements
1 Winding Materials
a Magnet wire in coils shall be copper
b Form wound coils shall not be converted to random wound
c Lacings and ties shall be made with glass cord or tape or woven Dacron tape
d Wedges fillers blocks and winding material shall be suitable for Class ldquoHrdquo operation
e Shrink tapes are not acceptable
2 Insulation Requirements
a Form Wound Coils
1) All materials in the insulation system shall be rated for Class ldquoHrdquo operation
2) Strand insulation shall consist of fiberglass Dacron-glass wrap or mica tape applied
over epoxy or polyester resins Class ldquoHrdquo enamel or Kapton applied to the wire as
dictated by the volts per turn rating of the coil Reference IEEE Std 1068 Section
853
3) Ground wall insulation shall consist of Nomexreg such as Nomex-Milar-Nomex or
Dacron-glass backed mica paper or an equivalent mica flaked tape Ground
insulation shall be compatible with epoxy or polyester resin used during vacuum-
pressure impregnation
4) Nomex or polyester glass armor tape shall be applied on the outside of the coil for
mechanical protection
5) For sealed coil applications a partially cured epoxy coated polyester or polyester
glass tape shall be applied to the outside of the coil in addition to the requirements
stated above Lead areas shall be sealed with compatible epoxy putty
IFB 21-054
Electric Motor Repairs
14
b Random Wound Coils
1) All materials in the insulation system shall be rated for Class ldquoHrdquo operation
2) Minimum thickness for stator slot insulation material shall be 015 inches
3) All ground wall insulating material shall extend beyond the edge of the stator iron
in a uniform manner and shall be cuffed
4) Slot separators shall be used between coils in all stator slots
5) Phase insulation in the winding end turns shall be resin treated glass cloth or
equivalent to provide positive separation between phases in the event of varnish
degradation caused by excessive temperature above the motor rating
6) Sleeving used on stator connections shall be acrylic coated fiberglass or equivalent
rate 4000 volts or higher
7) Leads shall be GE Vulkaflex or equivalent for open enclosure motors and silicone
rubber covered with glass braid or equivalent for totally enclosed motors
8) Stator shall be subjected to two dip and bake cycles as outlined in Section 23A7
or as directed by Owner
44 Repair Facility Requirements
A Repair Facility Capabilities
1 Facility shall be capable of performing all balance work (no subcontracting will be
authorized)
2 Facility shall be capable of starting 3-phase 4160 volt 3050 HP vertical motor
3 Facility shall be capable of starting 3-phase 4160 volt 1800 HP horizontal motor
4 Facility shall allow for FW staff to safely witness testing
B Repair Facility Location
The Contractorrsquos repair facility shall be located within a four-hour drive from FWrsquos main office
located at 8570 Executive Park Avenue Fairfax Virginia 22031 Fairfax County Virginia
45 Future Work Time of Performance
A All motor repairs shall be performed and completed in accordance with the delivery lead time
included in the written quote Failure of the Contractor to perform within the stated deadlines
may jeopardize FWrsquos ability to provide water to its customers and may result in FW terminating
the contract with the Contractor for cause
B By submitting a proposal in response to this solicitation Contractor agrees without exception
that for all future work quoted they shall meet the delivery lead times as specified in their written
quote Contractor further attests that they shall provide FW expedited services as required to
complete all future work without additional cost (See Section 47)
IFB 21-054
Electric Motor Repairs
15
46 Transportation
The Contractor shall furnish all transportation services to pick up and return motors to the
designated FW facility All deliveries to FW shall be FOB Destination Transportation costs shall
be included in the Contractorrsquos labor rates or listed separately Fairfax Water will not pay any
additional or separate charges for transportation not included on the bid price
47 Priority Customer
The Contractor understands and acknowledges that FW provides services that are essential to the
health and welfare of the public Failure of the Contractor to perform the services described herein
in a timely manner may jeopardize FWrsquos ability to provide essential services which may affect the
health and welfare of the public served by FW In the event of material shortages at any level of the
production to delivery chain the Contractor agrees and affirms that FW shall be given the earliest
possible notice and the highest priority for allocation of all goods and services specified herein To
the extent that the Contractor must prioritize and allocate delivery among its customers the
requirements of FW shall be honored before goods and services are provided to any customer with
no obligations with regard to the public health and welfare To the extent that availability of repair
parts or Contractor staffing including subcontractor staffing is insufficient to meet the requirements
of all the Contractorrsquos customers who are responsible for the health and welfare of the public the
goods shall be allocated in a manner deemed to be fair and reasonable to all such clients
48 Time Is Of The Essence
Time is of the essence Repair services shall be performed within the time specified on the
Contractorrsquos Bid Submission Form or otherwise set forth on the applicable Purchase Order
Notwithstanding the foregoing the Contractor shall not be deemed to have breached the terms and
conditions of the Contract Documents to the extent any delay is due to circumstances beyond its
reasonable control and without the fault or negligence of the Contractor provided that the Contractor
first shall have provided Fairfax Water with written notice (to include facsimile or e-mail) of any
such delay within five days after the occurrence of events or circumstances causing the delay
49 Use of Subcontractors
A The Contractor shall be responsible for all products and services described and defined herein
The use of any subcontractor is prohibited unless the Contractor proposes to use a subcontractor
at the time of bid submission Approval to use a subcontractor shall be in written form and be a
part of the resultant contract (See Section 55 for subcontractor submittal requirements)
B Even when properly authorized by FW the use of a subcontractor does not relieve the Contractor
of liability under the contract
C The Contractor at its sole expense shall be responsible for damage to FW and non-FW property
as a result of its failure or its subcontractorrsquos failure to protect such facilities and utilities
D The Contractor at its sole expense shall immediately repair or replace FW property damaged
by (or caused by) the Contractor or its Subcontractor(s) Replacements will be of equal or better
IFB 21-054
Electric Motor Repairs
16
quality than the property damaged property and all such work must be approved by FW Project
Manager
410 Delays
A By the Contractor After issuing a written warning to the Contractor FW may declare the
Contractor in default for unacceptable delays If such a declaration is made FW reserves the
unilateral right to cure the default by any means available to FW including but not limited to
contracting with another supplier to complete the repairs Any additional repair costs incurred
by FW as a result of unacceptable delays on the part of the Contractor may be passed onto the
Contractor This is not a limitation of FWrsquos legal rights to recover damages due to Contractor
default in any other way
B By FW The Contractor shall not be responsible for delays caused by FW its agents or other
FW Contractors To the extent that the Contractor is unable to proceed due to the actions or
inactionrsquos of FW its agents employees or other FW Contractors the Contractor shall be granted
an extension to the delivery schedule equal to the documented amount of time the Contractor
was prevented from performing work The Contractor shall not be eligible for damages as a
result of FW delays
411 Site Safety and Access
A The Contractor shall schedule and coordinate the Work and install temporary facilities as
required to maintain continuous operation and access to existing equipment in the area of Work
The Contractor shall not commence retrofit work until authorized by the FW Project Manager
The Contractor is advised that FW may at its sole discretion delay or stop work as required to
ensure continuous and reliable operation of the facility especially during peak flow events
B The Contractor shall secure the Site and all areas of Work to prevent access and the potential for
injury to its employees FW employees its agents and others by construction and installation of
temporary guard-rails fencing barricades highway cones warning signstape etc andor other
appropriate means and as directed by the FW Project Manager Such hazards include but are
not limited to mechanical hazards electrical hazards surface irregularities or construction tools
and equipment
C FW shall have the right to deny access to the Site or require the Contractor to remove from the
Site any individual who has exhibited violent abusive or threatening behavior or conduct
D FW may limit restrict or prohibit access to areas of the Site on a permanent or temporary basis
When access to such restricted areas is required by the Contractor to perform the Work the
Contractor shall obtain permission from the FW Project Manager and shall comply with such
conditions or limitations to access as may be imposed by the FW Project Manager
E FW may restrict parking or require parking permits for vehicles to be brought onto the plant The
Contractor shall be responsible for arranging transportation for its personnel to reach the job sites
from whatever parking area is provided by FW
IFB 21-054
Electric Motor Repairs
17
412 Superintendence by Contractor
A The Contractor shall have a competent Field Supervisor satisfactory to FW on the job site at all
times during the progress of the Work The Contractor shall be responsible for coordinating all
portions of the Work under contract except where otherwise specified in the contract documents
and for all safety and worker health programs and practices The Contractor shall notify the
Project Manager in writing of any proposed change in superintendent including the reason
therefore prior to making such change
B The Contractor shall at all times enforce strict discipline and good order among the workers on
the project The Contractor shall not employ on the Project any unfit person anyone not skilled
in the work assigned to him or anyone who will not work in harmony with those employed by
the Contractor subcontractors FW or FWrsquos separate Contractors and their subcontractors
C FW may in writing require the Contractor to remove from FW property any employee FW
deems to be incompetent careless not working in harmony with others on the site or otherwise
objectionable
5 INSTRUCTIONS TO BIDDERS
51 Questions and Communications
A All contact between prospective bidders and FW with respect to this solicitation will be formally
held at scheduled meetings or in writing issued by the Procurement Office Questions and
comments regarding the meaning or interpretation of any aspect of this solicitation must be
submitted in writing to the Procurement Contact identified on the cover page to this solicitation
and must be received on or before the deadline for submitting questions Only written questions
will be accepted Questions or comments that are submitted after the deadline set forth on the
cover page to this solicitation will not be answered
B FW will respond to all questions and comments that are received by the deadline and that are
deemed to address a matter that is relevant and substantive in nature within a reasonable period
of time in the form of a written Addendum Oral communications between FW and any bidder
regarding the interpretation or meaning of any aspect of this IFB are not authorized and may not
be relied upon for any purpose
52 Instructions for Submitting Bids
The deadline for submitting bids and the location of the bid opening is shown on the cover page All
bids must be submitted in a sealed package(s) no other form of submission will be accepted (ie
email facsimile etc) Bids will be opened immediately following the deadline for submitting bids
Bids will be opened in accordance with the provisions of the Virginia Public Procurement Act
IFB 21-054
Electric Motor Repairs
18
Bid packages must be identified on the outside as follows
From _____________________________________________ ______________________
Name of Bidder Due Date
_____________________________________________ ______________________
Street IFB No
_____________________________________________ ______________________
City State Zip Code IFB Title
Attn Tammy Spinks
53 Virtual Bid Opening
A Virtual Bid Opening will be held immediately after the bid submission deadline Attendees may
access the Virtual Bid Opening using the following information
Microsoft Teams meeting
Join on your computer or mobile app
Click here to join the meeting
Or call in (audio only)
+1 571-348-5786544174819 United States Arlington
Phone Conference ID 544 174 819
54 Familiarity with Specifications
A Each Bidder shall bear responsibility for thoroughly examining this solicitation in its entirety
In the event that a bidder has any questions or comments regarding the proper meaning or intent
of any aspect of this solicitation then the bidder shall submit all such questions and comments
in writing to the Procurement Contact identified on the cover sheet of this solicitation
B The submission of a bid by a bidder in response to this solicitation shall be deemed to constitute
a representation on the part of such Bidder that it has thoroughly examined this solicitation and
has submitted any and all questions and comments it may have regarding the meaning or
interpretation of this solicitation to Fairfax Water in the manner prescribed herein
55 Bid Submission Packet
A Attachment 1 is the Bid Submission Form It must be completed and signed by an agent who is
fully authorized to bind the individual or organization submitting the offer to sell to the
specifications terms and conditions contained herein as well as any addenda to this solicitation
B Attachment 2 is the Reference Form Each bidder shall include at least three references with
their bid submission packet References shall be from customers of comparable size and scope
of operations as FW to whom the bidder has supplied the same services within the past 24-
months References must be able to attest without reservation to the fact that the bidder provided
the contracted services without any significant problem of any kind and at any time during the
contract period Bidders shall not list FW as a reference for purposes of this solicitation
IFB 21-054
Electric Motor Repairs
19
C Subcontractor List and Subcontractor Reference List Submittals
1 The Contractor shall include a list of all proposed subcontractors with their bid submission
packet The Subcontractor List shall specify the type of work and percentage of work the
Contractor shall rely on the subcontractor to perform
2 The Contractor shall include a separate list of references for each proposed subcontractor
with three references from the subcontractorrsquos customers that are of comparable size and
scope of operations as FW to whom the subcontractor has supplied the same services within
the past 24-months References must be able to attest without reservation to the fact that the
subcontractor provided the services without any significant problem of any kind and at any
time during the contract period The subcontractor reference list shall not list FW as a
reference for purposes of this solicitation
D Attachment 9 is the IRS Form W-9 Request for Taxpayer Identification Number and
Certification Each bidder shall include a completed form with their bid submission packet
E In addition to the mandatory insurance requirements listed in Subsection 614 (Insurance
Requirements) and at the request of FW the Contractor shall submit a list of all insurance claims
made against it within the past 12 months Failure to include this information within ten calendar
days of request by FW may result in rejection of your bid
56 Directions for Completing the Bid Form and Bidding each Hypothetical Electric Motor Repair
A The Bid Submission Form is broken down into five sections
Part 1 ndash Hypothetical Electric Motor Repair Pricing
Part 2 ndash Vaughenrsquos Pricing Guide Discounts Offered by Motor horse power
Part 3 ndash Labor Rates
Part 4 ndash Contact Person
Part 5 ndash Repair Facility Capabilities and Location Certification
B Bidders shall fill in all blanks provided on the Bid Form for all sections paying particular attention
to the instructions given for Part 1 and Part 3 Failure to complete all sections of the Bid Submission
Form may deem your bid as non-responsive Failure to include the separate pricing sheets for
each scenario in your bid submission packet will cause FW to deem the bid as non-response
and it will not be eligible for contract award All transportation shall be bid as FOB Destination
Include all necessary costs in your bid submission Failure to include the cost of shipping and
handling will be interpreted as included in the unit price for each item FW will not pay for shipping
and handling charges not included in your bid
C Directions for bidding each hypothetical electric motor repair
1 Bidders shall attach a separate and detailed price sheet for each sample scenario to their bid
form The price sheet shall be on the bidderrsquos company letterhead and labeled with the
applicable hypothetical scenario title The price sheet shall be signed by the bidder and
IFB 21-054
Electric Motor Repairs
20
include the bidderrsquos printed name title and date All repair work and parts shall be based on
the Vaughenrsquos Pricing Guide less any discount offered
2 The bidderrsquos separate price sheet shall include at a minimum the following
b Parts shall be bid by quantity unit cost and total cost
c Labor shall be bid by labor type and hourly rate and the extended total cost
d Transportation shall be included in the labor rate or listed separately
3 Bidders shall report their total material costs less any discount offered the total number of
manhours needed to complete the repair and the total cost for all labor categories for each
scenario in the appropriate spaces in PART 1 Sample Repair Pricing Schedule on the Bid
Submission Form
4 Bidders shall report the aggregate cost of all four repair scenarios in PART 1 Sample Repair
Pricing Schedule on the Bid Submission Form in the appropriate space
5 In the event of a mathematical error on the Sample Repair Pricing Schedule unit prices from
each detailed price sheet scenario shall prevail
6 Bidders shall record any discount offered and utilized in pricing each scenario by motor horse
power in PART 2 ndash Discounts Offered on the Bid Submission Form
7 All four hypothetical repair scenarios shall be bid and the bidderrsquos separate price sheet shall be
included with their Bid Submission Form Bidders who fail to bid all four hypothetical repairs
or fail to include each hypothetical repairs separate price sheet will be deemed non-responsive
and their bid will not be eligible for award
57 Proprietary Information
A Except as provided herein or as otherwise set forth in sect22-4342 of the Virginia Public
Procurement Act (Va Code Ann sect22-4300 et seq the ldquoActrdquo) all proceedings records
contracts and other public records relating to procurement transactions shall be open to
inspection in accordance with the Virginia Freedom of Information Act (Va Code Ann sect22-
3700 et seq the ldquoVirginia FOIArdquo)
B A Bidder Offeror or Contractor shall have the right to identify data or other materials submitted
in connection with this procurement as trade secrets or proprietary information which shall not
be subject to inspection pursuant to either sect22-4342 of the Act or the Virginia FOIA by
submitting to Fairfax Water prior to or at the time of submission of its proposal or bid a separate
written notice on its letterhead stationery setting forth the following (i) a statement indicating
that the Bidder Offeror or Contractor wishes to invoke the protections of this section (ii) an
identification of the data or other materials for which protection is sought and (iii) a statement
with regard to why protection is necessary
IFB 21-054
Electric Motor Repairs
21
58 ExceptionsAdditions
No exceptions or additions to the SpecificationsScope of Work or Contract Terms and Conditions
shall be permitted Any questions or concerns regarding any part of the IFB shall be submitted to
the Procurement Contact prior to the date specified in the Questions and Communications section
above Bids containing any exceptions to the SpecificationsScope of Work or Contract Terms and
Conditions or submitting additional Terms and Conditions shall be deemed non-responsive and
rejected Exceptions or additions proposed after bid submission by the successful bidder shall not
be accepted
59 Addenda to the IFB
A FW reserves the right to amend this solicitation at any time prior to the deadline for submitting
Bids If it becomes necessary to revise any part of this IFB notice of the revision will be given
in the form of an Addendum that will be provided to all prospective Bidders who are on record
with FW as having received this solicitation If in the opinion of FW the deadline for the
submission of bids does not provide sufficient time for consideration of any Addendum then
such deadline may be extended at the discretion of FW
B It shall be the responsibility of each Bidder to contact the Purchasing Contact identified on the
cover page to this solicitation prior to submission of a bid hereunder in order to determine
whether any Addenda have been issued in connection with this procurement Notwithstanding
any provision to the contrary the failure of any Bidder to receive any Addenda shall neither
constitute grounds for withdrawal of its bid nor relieve such Bidder from any responsibility for
incorporating the provisions of any Addenda in its proposal
C Acknowledge receipt of each addendum by signing it and submitting it by the bid deadline
Failure to return a signed addendum may result in a bid being determined non-responsive
510 Late Bids
Bids or unsolicited amendments to bids arriving after the bid submission deadline will not be
considered
511 Arrearage
By submitting a Bid in response to this solicitation the individual or firm submitting the bid shall
be deemed to represent that it is not in arrears in the payment of any obligation due and owing FW
the Commonwealth of Virginia or any public body in the Commonwealth of Virginia including but
not limited to any obligation to pay taxes andor employee benefits Bidder further agrees that it
shall make diligent efforts to avoid becoming in arrears during the Term of any Contract awarded
hereunder
512 Contract Award
Contract award will be made to the lowest responsive and responsible bidder based on total cost
Whenever the lowest responsive and responsible bidder is a resident of a state other than Virginia
IFB 21-054
Electric Motor Repairs
22
and such state under its laws allows a resident contractor of that state a percentage preference a like
preference shall be allowed to the lowest responsive and responsible bidder who is a resident of
Virginia and is the next lowest bidder If the lowest bidder is a resident contractor of a state with an
absolute preference the bid preference shall not be considered
513 Public Notice of Award
Public notice of award will be posted on the official FW web site
httpswwwfairfaxwaterorgcontracts
514 Authorization to do Business in Virginia
Each bidder that is organized or authorized to transact business in the Commonwealth of Virginia
pursuant to Title 131 or Title 50 of the Virginia Code shall include with its bid the identification
number issued to it by the Virginia State Corporation Commission Any bidder that is not authorized
to transact business in Virginia as a foreign entity under Title 131 or title 50 of the Virginia Code
or as otherwise required by law shall include in its bid a statement describing why the bidder is not
required to be so authorized Any bidder that fails to provide the required information may not
receive an award
515 Cancellation
FW may cancel this solicitation at any time and for any reason prior to contract award
516 Compliance with Laws Regulations and Codes
The Bidder hereby represents and warrants that
A It is qualified and properly licensed to do business in the Commonwealth of Virginia and that it
will take such action as from time to time hereafter may be necessary to remain so qualified
B It is not in arrears with respect to the payment of any monies due and owing FW the
Commonwealth of Virginia or any department or unit thereof including but not limited to the
payment of taxes and employee benefits and that it shall not become so in arrears during the
term of this Contract
C It shall comply with all federal State and local laws regulations and ordinances applicable to
its activities and obligations under this Contract and
D It shall obtain at its expense all licenses permits insurance and governmental approval if any
necessary to the performance of its obligations under this Contract
517 Debarment Status
By submitting a Bid in response to this solicitation each Bidder certifies that it is not currently
debarred by the federal government the Commonwealth of Virginia or any agency or department
thereof from submitting a bid or proposal in connection with any procurement project and that it is
not an agent of any person or entity that currently is so debarred
IFB 21-054
Electric Motor Repairs
23
518 Duration of Bids
Bids shall be valid for a minimum of 90 days following the deadline for submitting bids If an award
is not made during that period all bids shall be automatically extended for another 90 days Bids
will be automatically renewed until such time as either an award is made or proper notice is given
to FW of Bidders intent to withdraw its bid Bids may only be withdrawn by submitting written
notice at least seven days before the expiration of the then current 90-day period
519 Unit Prices Prevail
In the event that there is a mathematical error on the bid submission form the unit price for each
item shall prevail All costs to provide the goods and services specified in this solicitation shall be
shown on the attached bid form Line items left blank will be interpreted as at no cost to FW
520 Negotiation with Low Bidder
If the lowest bid submitted by a responsive and responsible bidder exceeds available funds for this
procurement then Fairfax Water may in its discretion conduct negotiations with the lowest
responsive and responsible bidder (the ldquoLow Bidderrdquo) in an effort to obtain a contract price that is
within available funds In such event Fairfax Water will notify the Low Bidder verbally or in writing
that its bid exceeds available funds and will schedule a conference with the Low Bidder Fairfax
Water staff and such advisors and consultants as Fairfax Water deems appropriate in order to discuss
possible modifications to the scope of the procurement that may result in a price that is within
available funds The conference and any subsequent negotiations may be conducted in person or by
telephone If during the conference the parties arrive at an acceptable modification to the scope of
the project and a contract price that is within available funds then Fairfax Water may award a
contract to the Low Bidder based upon the newly-modified terms and conditions Otherwise the
Low Bidder will within 15 days after the date of the conference (or such longer or shorter period as
may be specified in writing by Fairfax Water) submit to Fairfax Water a written addendum to its
original Bid Form which describes its proposed modification(s) to the scope of the procurement and
sets forth the Low Bidderrsquos newly adjusted bid price Fairfax Water may conduct further
negotiations with the Low Bidder or request additional clarifications or modifications If the Low
Bidderrsquos proposed modifications are acceptable to Fairfax Water and the associated contract price is
within available funds then Fairfax Water may award a contract to the Low Bidder based upon the
modified terms and conditions If the proposed modifications are not acceptable to Fairfax Water
or the associated price reductions are not within available funds then Fairfax Water will terminate
negotiations and reject all bids
521 References
Each bidder shall include at least three references with their bid submission packet (see Attachment
2 References) References shall be from customers of comparable size and scope of operations as
FW to whom the bidder has supplied the same services within the past 24-months References must
be able to attest without reservation to the fact that the bidder provided the contracted services
without any significant problem of any kind and at any time during the contract period Bidders
shall not list FW as a reference for purposes of this solicitation
IFB 21-054
Electric Motor Repairs
24
522 Insurance Claims against Bidder
In addition to the mandatory insurance requirements listed in Section 614 (Insurance Requirements)
and at the request of FW the apparent low bidder shall submit a list of all insurance claims made
against it within the past 12 months Failure to include this information within ten calendar days of
request by FW may result in rejection of your bid
523 Incorporation by Reference
This solicitation is issued in accordance with and controlled by the Virginia Public Procurement
Act (VPPA) which is incorporated into and made part of the solicitation by reference By submitting
a bid in response to this solicitation all bidders acknowledge the VPPA and agree to be bound by it
A copy of the VPPA is available for inspection at the Purchasing Department at FW It is also
available at this site
httpslawlisvirginiagovvacodepopularnamesvirginia-public-procurement-act
6 CONTRACT TERMS AND CONDITION
61 Term of Contract
The term of this contract shall be from the effective date of the contract award through October 31 2022 with four 1-
year renewal options through October 31 2026
62 Anti-Discrimination
By submitting their bids Bidders certify to FW that they will conform to the provisions of the Federal Civil Rights Act of 1964 as amended as well as the Virginia Fair Employment Contracting Act of 1975 as amended where applicable
the Virginians With Disabilities Act the Americans With Disabilities Act and sect11-51 of the Virginia Public Procurement
Act
A During the performance of the contract the Contractor agrees as follows
1 The Contractor will not discriminate against any employee or applicant for employment because of race
religion color sex national origin or disabilities except where religion sex or national origin is a bona fide
occupational qualification reasonably necessary to the normal operation of the Contractor The Contractor
agrees to post in conspicuous places available to employees and applicants for employment notices setting
forth the provisions of this nondiscrimination clause
2 The Contractor in all solicitations or advertisements for employees placed by or on behalf of the Contractor
will state that such Contractor is an equal opportunity employer
3 Notices advertisements and solicitations placed in accordance with federal law rule or regulation shall be
deemed sufficient for the purpose of meeting these requirements
B The Contractor will include the provisions above in every subcontract or purchase order so that the provisions will
be binding upon each subcontractor or vendor
C Fairfax Water does not discriminate against faith-based organizations on the basis of the organizationrsquos religious
character or impose conditions that (a) restrict the religious character of the faith-based organization except as provided by law or (b) impair diminish or discourage the exercise of religious freedom by the recipients of such
goods services or disbursements
IFB 21-054
Electric Motor Repairs
25
63 Antitrust
By entering into a contract the Contractor conveys sells assigns and transfers to FW all rights title and interest in and
to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the
Commonwealth of Virginia relating to the particular goods or services purchased or acquired by FW
64 Assignment of Interest
The Contractor shall not assign any interest in any resulting Contract and shall not transfer any interest in the same
without prior written consent of FW which FW shall be under no obligation to grant
65 Availability of Funds
It is understood and agreed between the parties herein that FW shall be bound hereunder only to the extent of the funds
available or which may hereafter become available for the purpose of this agreement
66 Compliance with Laws Regulations and Codes
The Bidder hereby represents and warrants that
A It is qualified and properly licensed to do business in the Commonwealth of Virginia and that it will take such action
as from time to time hereafter may be necessary to remain so qualified
B It is not in arrears with respect to the payment of any monies due and owing FW the Commonwealth of Virginia
or any department or unit thereof including but not limited to the payment of taxes and employee benefits and that
it shall not become so in arrears during the term of this Contract
C It shall comply with all federal State and local laws regulations and ordinances applicable to its activities and
obligations under this Contract and
D It shall obtain at its expense all licenses permits insurance and governmental approval if any necessary to the
performance of its obligations under this Contract
67 Contract Formation
A The words ldquoContractrdquo and ldquoPurchase Orderrdquo are used interchangeably unless the context otherwise plainly requires
The documents comprising the Contract shall be accorded the following order of precedence
1 The Contract including any Amendments or Change Orders
2 All Purchase Orders
3 Any Addenda to this RFQ 4 This RFQ (including all Appendices and Attachments hereto) and
5 The Bidderrsquos completed Quote Submission Form (including any drawings and submittals)
B Anything called for by one of the contract documents and not called for by the others shall be of like effect as if
required or called for by all except that a provision clearly designed to negate or alter a provision contained in one
or more of the other contract documents shall have the intended effect
68 Contract Changes Change Orders
A No verbal agreement or conversation with any officer agent or employee of FW either before or after the execution
of any Contract resulting from this solicitation or follow-on negotiations shall affect or modify any of the terms
conditions specifications or obligations contained in the solicitation or resulting Contract No alterations to the
terms and conditions of the Contract shall be valid or binding upon FW unless made in writing and signed by the
purchasing contact identified on the cover page Contract changes shall be in writing and shall be on official FW
Purchasing Department letterhead In any event and in all circumstances the Contractor shall be solely liable and
responsible for any Contract changes deviations etc made without first receiving written authorization to deviate
from the Contract by the FW Project Manager
IFB 21-054
Electric Motor Repairs
26
B Changes can be made to the contract in any of the following ways
1 The parties may agree in writing to modify the scope of the contract An increase or decrease in the price of
the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement
to modify the scope of the contract 2 FW may order changes within the general scope of the contract at any time by Notice to the Contractor
Changes within the scope of the contract include but are not limited to things such as services to be performed
the method of packing or shipment and the place of delivery or installation The Contractor shall comply with
the notice upon receipt The Contractor shall be compensated for any additional costs incurred as the result of
such order and shall give FW a credit for any savings Said compensation shall be determined by one of the
following methods
a By mutual agreement between the parties in writing or
b By agreeing upon a unit price or using a unit price set forth in the contract if the work to be done can be
expressed in units and the Contractor accounts for the number of units of work performed subject to FWrsquos
right to audit the Contractorrsquos records andor to determine the correct number of units independently or
c By ordering the Contractor to proceed with the work and keep a record of all costs incurred and savings realized A markup for overhead and profit may be allowed if provided by the contract The same markup
shall be used for determining a decrease in price as the result of savings realized The Contractor shall
present FW with all vouchers and records of expenses incurred and savings realized FW shall have the
right to audit the records of the Contractor as it deems necessary to determine costs or savings Any claim
for an adjustment in price under this provision must be asserted by Notice to the Purchasing Department
Neither the existence of a claim nor a dispute resolution process litigation or any other provision of this
contract shall excuse the Contractor from promptly complying with the changes ordered by FW or with
the performance of the contract generally
69 Contractorrsquos Responsibilities
A The Contractor shall be responsible for all products andor services as required by this IFB The use of
subcontractors is prohibited unless
1 A request to include a subcontractor is included in the bid and
2 The Bidder receives written approval to use a subcontractor prior to or as part of the formal contract between
the parties
B Even when properly authorized by FW the use of a subcontractor does not relieve the Contractor of liability under
the contract C The Contractor at its sole expense shall be responsible for damage to FW and non-FW property as a result of its
failure or its subcontractorrsquos failure to protect such facilities and utilities
D The Contractor at its sole expense shall immediately repair or replace FW property damaged by (or caused by) the
Contractor or its Subcontractor(s) Replacements will be of equal or better quality than the property damaged
property and all such work must be approved by FW Project Manager
610 Ethics in Public Contracting
Contractor hereby certifies that it has familiarized itself with Article 4 of Title 11 of the Virginia Public Procurement
Act Section 11-72 through 80 Virginia Code Annotated and that all amounts received by it pursuant to a contract
resulting from this solicitation are proper and in accordance therewith
611 Examination of Records
Bidder agrees that in any resulting contract either FW or its duly authorized representative shall have access to and the
right to examine and copy any directly pertinent books documents papers and records of the Contractor involving
transactions related to any resulting contract This obligation shall expire five years after the final payment for the final service performed as a result of any and all contract(s) awarded pursuant to this solicitation or until audited by FW
whichever is sooner Contractor will provide reasonable access to any and all necessary documents and upon demand
IFB 21-054
Electric Motor Repairs
27
provide copies of documents if so required by FW or its representative(s) FW will reimburse the Contractor for any
reasonable expenses it incurs as a result of such a request
612 Governing Law Venue Waiver of Jury Trial
Notwithstanding any provision to the contrary this solicitation and any resulting contract shall be governed in all
respects by the laws of the Commonwealth of Virginia Any dispute arising hereunder which is not otherwise resolved
by the parties shall be resolved by a court of competent jurisdiction in the Commonwealth of Virginia The Contractor
and FW hereby waive any right such party may have to a trial by jury in connection with any such litigation
613 Indemnification and Responsibility for Claims and Liability
With respect to any contract that results from this solicitation Bidder is bound by the following
A The Contractor shall indemnify save harmless and defend FW or any employee of FW against liability for any
suits actions or claims of any character whatsoever arising from or relating to the performance of the Contractor
or its subcontractors under this contract
B FW has no obligation to provide legal counsel or defense or pay attorneys fees to the Contractor or its
subcontractors in the event that a suit or action of any character is brought by any person not party to the contract
against the Contractor or its subcontractors as a result of or relating to the Contractors obligations under this
contract
C FW has no obligation for the payment of any judgments or the settlement of any claims against the Contractor or
its subcontractors as a result of or relating to the Contractors obligations under this contract
D The Contractor shall immediately notify FW of any claim or suit made or filed against the Contractor or its
subcontractors regarding any matter resulting from or related to the Contractors obligations under the contract If
such a claim or suit is brought the Contractor will cooperate assist and consult with FW in the defense or
investigation of any suit or action made or filed against FW as a result of or relating to the Contractors performance
under this contract
E The Contractor shall pay all royalties and license fees necessary for performance of the contract The Contractor
shall defend all suits or claims for infringement of any patent rights or other proprietary rights arising from or related to performance of the resulting contract and shall save FW harmless from any loss including Attorneysrsquo fees arising
out of any such claim
614 Insurance
A In addition to the mandatory insurance requirements listed in this Section and at the request of FW any Bidder may
be required to provide a list of all insurance claims made against it within the past 36 months FW reserves the right
to reject any bid if in FWrsquos opinion the amount or number of claims is deemed to be excessive A Bidderrsquos failure
to comply with this requirement may result in rejection of its bid If no claims have been made then the Bidder shall so state in its bid Fairfax Water may require such information from the Contractor as it deems necessary to assess
the Contractorrsquos financial ability to pay any deductibles with respect to the insurance policies required hereunder
B Before commencing the work the Contractor shall procure and maintain at its own expense minimum insurance in
forms and with insurance companies acceptable to FW to cover loss or liability arising out of the Work All
insurance policies must be underwritten by insurers authorized to conduct business within the Commonwealth of
Virginia and must have a Bests rating of at least A- and a financial size of class VIII or better in the latest edition
of Bests Insurance Reports
C The Contractor shall immediately notify FW of any claim or suit made or filed against the Contractor or its
subcontractors regarding any matter resulting from or related to the Contractors obligations under the contract If such a claim or suit is brought the Contractor will cooperate assist and consult with FW in the defense or
IFB 21-054
Electric Motor Repairs
28
investigation of any suit or action made or filed against FW as a result of or relating to the Contractors performance
under this contract
D With the exception of Workersrsquo Compensation and Employersrsquo Liability Insurance all additional insurance policies
specified herein shall name FW as an additional insured with regard to work performed under any subsequent Contract
E The Contractor will provide FW with copies of certificates of insurance coverage and proof of payment of all
premiums Each certificate of insurance must include (a) an endorsement from the insurer that certifies that the
Contractor maintains the referenced policy in full force and effect (b) where applicable a statement indicating that
FW is included as an additional insured and (c) a provision requiring that not less than 30 days written notice will
be given to FW before any policy or coverage is canceled or modified in any material respect Without limiting the
requirements set forth above the insurance coverages will include a minimum of
1 Workers Compensation and Employers Liability Insurance Statutory requirements and benefits as required
by the Commonwealth of Virginia and 2 Required Commercial General Liability Insurance This insurance must be written on an occurrence basis
and shall be endorsed to include FW as an additional insured and shall provide at a minimum the following
General Aggregate Limit $1000000
(Other than Products-Completed Operations)
Products-Completed Operations Aggregate Limit $ 500000
Personal amp Advertising Injury Limit $ 500000
Each Occurrence Limit $ 500000
For Construction Contracts
Directors amp Officers ndash Errors amp Omissions $2000000
F Business Automobile Liability Insurance This insurance coverage must extend to any motor vehicles or other
motorized equipment regardless of whether it is owned hired or non-owned and must cover Bodily Injury and
Property Damage with a combined single limit of at least $1000000 each accident This insurance must be written
in comprehensive form and must protect the Contractor and FW against claims for injuries to members of the public
andor damage to the property of others arising from the Contractorrsquos use of motor vehicles or other equipment and
must cover both on-site and off-site operations
G Nothing contained herein will be deemed to operate as a waiver of FWrsquos sovereign immunity under the law
615 No Waiver or Estoppel
Neither the inspection by FW nor any of its employees nor any payment of money nor payment for nor acceptance of
any Commodity by FW nor any extension of time shall operate as a waiver of any provision of this Contract or of any
power herein reserved to the Owner or of any right to damage herein provided No waiver of any breach of this Contract
shall be held to be a waiver of any other subsequent breach All remedies provided in this Contract to FW shall be
construed as cumulative and shall be in addition to each and every other remedy herein provided Neither FW nor any
officer employee or authorized representative of FW will be bound precluded or estopped by any action
determination decision acceptance return certificate or payment made or given under or in connection with the
Contract by any officer employee or authorized representative of the Owner at any time either before or after final
completion and acceptance of the Work and payment therefore from (a) showing the true and correct classification amount quality or character of the Commodities delivered or that any determination decision acceptance return
certificate or payment was incorrect or was improperly made in any respect or that the Commodities or any part thereof
do not in fact conform to the requirements of the Contract (b) demanding and recovering from the Contractor any
overpayment made to the Contractor or such damages as FW may sustain by reason of the Contractorrsquos failure to comply
with the requirements of the Contract or (c) both of the foregoing clauses (a) and (b)
616 Partial Invalidity
IFB 21-054
Electric Motor Repairs
29
Neither any payment for nor acceptance of the whole or any part of the services by FW nor any extension of time
shall operate as a waiver of any provision of any Contract resulting from this IFB nor of any power herein reserved to
FW or any right to damages herein provided nor shall any waiver of any breach of any Contract be held to be a waiver
of any other or subsequent breach Failure of FW to require compliance with any term or condition of any Contract shall
not be deemed a waiver of such term or condition or a waiver of the subsequent enforcement thereof
617 Payment Clauses Required in All Contracts
Section sect 22-4352 of the Virginia Public Procurement Act requires the following
A That any contract awarded by FW include the following clauses
1 The Contractor shall take one of the two following actions within seven days after receipt of amounts paid to the contractor by FW for work performed by any subcontractor(s) under the contract
a The Contractor shall pay its subcontractor(s) for the proportionate share of the total payment received from
FW attributable to the work performed by the subcontractor under that contract or
b Notify FW and any subcontractor(s) in writing of his intention to withhold all or a part of the
subcontractors payment with the reason for nonpayment
2 Bidders shall include in their offer submissions either (i) if an individual contractor their social security
numbers and (ii) proprietorships partnerships and corporations to provide their federal employer identification
numbers
3 The contractor shall pay interest to the subcontractor(s) on all amounts owed by the Contractor that remain
unpaid after seven days following receipt by the Contractor of payment from FW for work performed by the
subcontractor under the contract except for amounts withheld as allowed in subdivision 1
4 Unless otherwise provided under the terms of this contract interest shall accrue at the rate of one percent per
month
B The contractor shall include in each of its subcontracts a provision requiring each subcontractor to include or
otherwise be subject to the same payment and interest requirements with respect to each lower-tier subcontractor
C A contractors obligation to pay an interest charge to a subcontractor pursuant to the payment clause in this section
shall not be construed to be an obligation of FW A contract modification shall not be made for the purpose of
providing reimbursement for the interest charge A cost reimbursement claim shall not include any amount for
reimbursement for the interest charge
618 Payment
A Invoices All invoices shall be submitted directly to the FW Accounts Payable department by mail fax or e-mail
Invoices shall include the FW Purchase Order and the Contractorrsquos FEIN Invoices are not to be sent to the contract
Project Manager or other departmental reps Failure to comply may result in late payments for which FW will not
be liable
B Terms All payments will be Net 30 from the date of receipt of a valid invoice at FW Finance Department Payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery
whichever occurs last This shall not affect offers of discounts for payment in less than 30 days however
C Partial Payments Requests for partial payments or advanced payments must be submitted as part of the Price Bid
along with a justification FW reserves the right to accept reject or negotiate requests for partial payments If the
request is rejected the Bidder must waive the requirement in order to remain in consideration
D Refunds If the Contractor is declared to be in default FW will be eligible for a full and immediate refund for all
payments made to the Contractor Partial Payments Requests for partial payments or advanced payments must be
submitted as part of the Price Offer along with a justification FW reserves the right to accept reject or negotiate
requests for partial payments If the request is rejected the Bidder must waive the requirement in order to remain
in consideration
IFB 21-054
Electric Motor Repairs
30
E Unreasonable Charges Under certain emergency procurements and for most time and material purchases final job
costs cannot be accurately determined at the time orders are placed In such cases final payment is contingent on
a determination of reasonableness with respect to all invoiced charges Charges that appear to be unreasonable will
be researched and challenged and that portion of the invoice held in abeyance until a settlement can be reached Upon determining that invoiced charges are not reasonable FW shall promptly notify the Contractor in writing as
to those charges that it considers unreasonable and the basis for the determination
619 Price Firm Period
Bid pricing shall be firm fixed as originally offered and accepted for the first 12 months of the contract
620 Rider Clause
Subject to the mutual agreement between the parties any contract awarded on the basis of this solicitation may be used
by any public entity (to include jurisdictions comprising the Metropolitan Washington Council of Governments) to
enter into a contract for the services described and defined herein For single purchases the contract may be used for
up to 12 months from the actual date of contract award For multi-year contracts the contract may be used throughout
the effective period of the contract Contracts awarded as a result of this solicitation will be subject to these terms and
conditions andor such terms and conditions as may be required by the controlling body for the public agency using the
contract Pricing shall be as offered by the successful Offeror and subsequently accepted by FW
621 Taxes
FW is exempt from Federal Excise Taxes Virginia State Sales and Use Taxes and the District of Columbia Sales Taxes
and Transportation Taxes FWs tax identification number is 54-6025290
622 Termination of Contract
A For Cause In the event that the Contractor (1) fails to deliver any Commodity or Service in accordance with the
time period established therefore in the Contract or (2) fails to furnish any Commodity or Service which conforms
in all respects to the requirements of the Contract then FW without prejudice to any other rights or remedies it may
have at law or in equity (including its right to seek damages from the Contractor) shall have the right to terminate
the Contract and any outstanding Purchase Orders by issuing a written notice of termination to the Contractor Such
notice of termination shall describe in reasonable detail the grounds for the termination and shall take effect
immediately upon receipt by the Contractor
If after issuance of a notice of termination under this Section it is determined for any reason that cause for such
termination did not exist then the rights and obligations of the parties shall be the same as if the notice of termination
had been delivered under the provisions of subsection B (termination for convenience) hereof provided however that the Contractor in such event shall be deemed to have received seven days prior written notice of such
termination Any compensation due the Contractor pursuant to subsection B shall be offset by the cost to FW of
remedying the default by the Contractor The Contractor shall in no event be entitled to receive any consequential
damages or any anticipated profits with respect to Commodities not yet furnished to and accepted by FW as of the
effective date of any such termination
B For Convenience FW shall have the right to terminate the Contract andor any outstanding Purchase Orders issued
hereunder at its own convenience for any reason by giving seven business days prior written notice of termination
to the Contractor In such event the Contractor shall be paid an amount equal to the actual cost of any Commodity
delivered to and accepted by FW and the actual cost of any equipment goods or materials ordered by the Contractor
hereunder in good faith which could not be canceled less the salvage value thereof provided sufficient
substantiation is furnished to FW Any subcontract entered into by the Contractor in connection with the transactions contemplated hereby shall contain a similar termination provision for the benefit of the Contractor and
FW The Contractor shall in no event be entitled to receive anticipated profits on any Commodities not yet furnished
to and accepted by FW as of the effective date of any such termination
IFB 21-054
Electric Motor Repairs
31
623 Virginia Freedom of Information Act
Except as provided herein all proceedings records contracts and other public records relating to procurement
transactions shall be open to the inspection of any citizen any interested person firm or corporation in accordance with
the Virginia Freedom of Information Act
624 Faith-Based Organizations
FW does not discriminate against faith-based organizations
625 Immigration Reform and Control Act of 1986
By entering this Contract the Contractor certifies that it does not and will not during the performance of this Contract
violate the provisions of the Federal Immigration Reform and Control Act of 1986 which prohibits employment of
illegal aliens
626 Severability
In the event that any provision shall be adjudged or decreed to be invalid by a court of competent jurisdiction such ruling
shall not invalidate the entire Agreement but shall pertain only to the provision in question and the remaining provisions shall
continue to be valid binding and in full force and effect
627 Licensure
To the extent required by the Commonwealth of Virginia (see eg 541-1100 et seq of the Code of Virginia) or FW the
Contractor shall be duly licensed to provide the goods and services required to be delivered pursuant to this Contract
628 Authority to Transact Business in Virginia
A Contractor organized as a stock or nonstock corporation limited liability company business trust or limited partnership
or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a
domestic or foreign business entity if so required by Title 131 or Title 50 of the Code of Virginia or as otherwise required
by law Any business entity described herein that enters into a Contract with FW pursuant to the Virginia Public Procurement
Act 22-4300 et seq shall not allow its existence to lapse or its certificate of authority or registration to transact business in
the Commonwealth if so required under Title 131 or Title 50 of the Code of Virginia to be revoked or cancelled at any time during the term of the Contract FW may void any Contract with a business entity if the business entity fails to remain in
compliance with the provisions of this section
629 Drug-free Workplace to be Maintained by Contractor
During the performance of this contract the contractor agrees to (i) provide a drug-free workplace for the contractors
employees (ii) post in conspicuous places available to employees and applicants for employment a statement notifying
employees that the unlawful manufacture sale distribution dispensation possession or use of a controlled substance or
marijuana is prohibited in the contractors workplace and specifying the actions that will be taken against employees for violations of such prohibition (iii) state in all solicitations or advertisements for employees placed by or on behalf of the
contractor that the contractor maintains a drug-free workplace and (iv) include the provisions of the foregoing clauses in
every subcontract or purchase order of over $10000 so that the provisions will be binding upon each subcontractor or vendor
630 Employment Discrimination by Contractor Prohibited Required Contract Provisions
The following provision is required to be in every contract of more than $10000 (Virginia Public Procurement Act sect 22-
4311)
A During the performance of any ensuing contract the Contractor agrees as follows
IFB 21-054
Electric Motor Repairs
32
1 The contractor will not discriminate against any employee or applicant for employment because of race
religion color sex national origin age disability or other basis prohibited by state law relating to
discrimination in employment except where there is a bona fide occupational qualification reasonably
necessary to the normal operation of the contractor The contractor agrees to post in conspicuous places
available to employees and applicants for employment notices setting forth the provisions of this nondiscrimination clause
2 The contractor in all solicitations or advertisements for employees placed by or on behalf of the contractor
will state that such contractor is an equal opportunity employer
3 Notices advertisements and solicitations placed in accordance with federal law rule or regulation shall be
deemed sufficient for the purpose of meeting the requirements of this section
B The contractor will include the provisions of the foregoing paragraphs 1 2 and 3 in every subcontract or purchase
order of over $10000 so that the provisions will be binding upon each subcontractor or vendor
631 Counterparts
This Contract and any amendments or renewals hereto may be executed in a number of counterparts and each
counterpart signature when taken with the other counterpart signatures is treated as if executed upon one original of
this Contract or any amendment or renewal A signature by any party to this Contract provided by facsimile or
electronic mail is binding upon that party as if it were the original
632 Survival of Terms
Upon discharge of this Agreement Sections (Notice Hold Harmless Warranties Governing LawForum Contractual
Disputes) of these Terms and Conditions continue and survive in full force and effect
633 Non-Waiver
No waiver of any provision of this Agreement shall constitute a waiver of any other provision nor shall any waiver of this Agreement constitute a continuing waiver unless otherwise expressly provided
634 Contractual Disputes
A Contractual claims whether for money or for other relief will be submitted in writing not later than 60 days after
final payment provided however that written notice of the Contractorrsquos intention to file such claim must
1 Be delivered to the attention of FWrsquos Procurement Representative assigned to this contract not later than five
days after the occurrence or of the beginning of the Work upon which the claim is based and
2 Contain a reasonably detailed description of the basis of the claim otherwise the claim will be deemed to have been waived FW will make a written decision upon any such claim within 60 days after submittal of the claim
The Contractor will not institute legal action prior to receipt of FWrsquos decision on the claim unless FW fails to
render such decision within 90 days after submittal of the claim The decision of FW will be final unless the
Contractor initiates legal action as provided in Section 22-4364 of the Virginia Code Failure of FW to render
a decision within 90 days will not result in the Contractor being awarded the relief claimed nor will it result in
any other relief or penalty The sole result of FWrsquos failure to render a decision within the time allotted will be
the Contractorrsquos right to immediately institute legal action No administrative appeals procedure pursuant to
Section 22-4365 of the Virginia Code has been established for contractual claims under this Agreement
B No claim of any nature will be made against FW by or on behalf of a subcontractor unless the Consultant has first
(a) evaluated such claim thoroughly and determined it to be meritorious (b) issued a written notice to the
subcontractor finding the subcontractorrsquos claim to be meritorious and setting forth any additional compensation or additional days to be paid or granted to the subcontractor on account of such claim and (c) paid the subcontractor
in full for such claim In presenting such a claim the Consultant will provide FW with a copy of the written notice
to the subcontractor and with evidence of payment in full of the subcontractorrsquos claim No such claim will exceed
the amount actually paid to the subcontractor
IFB 21-054
Electric Motor Repairs
33
ATTACHMENT 1
BID SUBMISSION FORM
COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE E-MAIL
FAX FED ID
VIRGINA STATE CORPORATION COMMISSION (SCC) REGISTRATION INFORMATION
The bidder
1048709 is a corporation or other business entity with the following SCC identification number
-OR-
1048709 is not a corporation limited liability company limited partnership registered limited liability partnership or business trust
-OR-
1048709 is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees agents offices facilities or inventories in Virginia (not counting any employees or agents in Virginia
who merely solicit orders that require acceptance outside Virginia before they become contracts and not counting any
incidental presence of the offeror in Virginia that is needed in order to assemble maintain and repair goods in accordance with
the contracts by which such goods were sold and shipped into Virginia from offerorrsquos out-of-state location) -OR-
1048709 is an out-of-state business entity that is including with this proposal an opinion of legal counsel which accurately and
completely discloses the undersigned offerorrsquos current contacts with Virginia and describes why those contacts do not constitute
the transaction of business in Virginia within the meaning of sect 131-757 or other similar provisions in Titles 131 or 50 of the
Code of Virginia
1048709 Please check this box if you have not completed any of the foregoing options but currently have pending before the SCC an
application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number once issued (Fairfax Water reserves the right to determine in its sole discretion
whether to allow such waiver)
IFB 21-054
Electric Motor Repairs
34
COMPANY
PART 1 ndash Hypothetical Electric Motor Repair Pricing
Repair scenarios immediately follow the signature section of the Bid Submission Form See Section 56 of the
solicitation for detailed instructions on how to complete the Bid Form and on how to bid the hypothetical repair scenarios To be deemed responsive and eligible for contract award the Bidder shall bid on all four scenarios and
shall include the separate price for each scenario in their Bid Submission Packet
HYPOTHETICAL REPAIR PRICING SCHEDULE
Repair 1A
Foxmill Pumping Station Pump Motor 5 Motor Evaluation Report Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1A $_______________________
Repair 1B
Corbalis Treatment Plant Finished Water P1 Inboard Bearing Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1B $_______________________
Repair 1C
Corbalis Plate Settler Feed Pump 2 ndash Motor Evaluation Report Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1C $_______________________
Repair 1D
Griffith Finished Water Pumping Station Pump Motor 3 Motor Evaluation Report
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1D $_______________________
PART 1 HYPOTHETICAL REPAIRS 1A ndash 1D TOTAL COST $_______________________
IFB 21-054
Electric Motor Repairs
35
COMPANY
PART 2 Discounts Offered by Motor Horse Power
1 Discount off Vaughenrsquos Guide for motors greater than 60 hp up to 600 hp (includes all makes amp
models AC amp DC high amp low voltage high amp low RPM single amp three phase)
2 Discount off Vaughenrsquos Guide for motors greater than 600 hp (includes all makes amp models AC amp
DC high amp low voltage high amp low RPM single amp three phase)
Date of Vaughenrsquos Pricing Guide
PART 3 Labor Rates
Labor rates bid in this section shall directly correlate to the labor rates quoted in Part 1 and shall include
all direct and indirect overhead costs including but not limited to travel to and from the jobsite general
and administrative costs etc Labor rates will only be paid on the basis of time at the FW job site or as
documented for work done at the ManufacturerrsquosContractorrsquos site
3 FW Onsite Labor ndash Regular Time (MondayndashFriday 730 am through 500 pm) $___________hour
4 FW Onsite Labor-Overtime $___________hour (Monday-Friday 500 pm through 730 am weekends and holidays)
5 In Shop Labor ndash Regular Time (MondayndashFriday 730 am through 500 pm) $___________hour
6 In Shop Labor ndash Overtime $___________hour
(Monday-Friday 500 pm through 730 am weekends and holidays)
PART 4 Contact Person
List a contact personrsquos name and telephone number for normal FW working hours 730 amndash500 pm
Monday-Friday Answering machines are unacceptable as a point of contact For emergency calls outside
normal FW working hours (nights andor weekends) list a contact personrsquos name and telephone number
or have a voice mail paging system or answering service Bidders using a voice mail paging system or
answering service in lieu of a contact person shall be required to initiate a call back to the sender within
(30) thirty minutes
IFB 21-054
Electric Motor Repairs
36
COMPANY
Type of answering system used by your firm (check one)
Voice Mail Paging System Answering Service
Contact for Normal Working Hours
Name(s) __________________________________________
__________________________________________
Telephone __________________________________________
__________________________________________
Contact for Emergency Calls (outside normal FW working hours)
Name(s) __________________________________________
__________________________________________
Telephone __________________________________________
__________________________________________
PART 5 Repair Facility Capabilities
Please check the following for Repair Facility capabilities
Facility capable of performing all balance work (no subcontracting)
Facility capable of starting 3 phase 4160 volt 3050 HP vertical motor
Facility capable of starting 3 phase 4160 volt 1800 HP horizontal motor
Facility allows for Owner personnel to safely witness testing
Repair Facility Address
IFB 21-054
Electric Motor Repairs
37
Submittals to be included in Bid Packet
1 Attachment 2 ndash Bidder Reference Form
2 Subcontractor List with Subcontractor References if applicable
3 Attachment 9 IRS Form W-9
4 Acknowledgement Page(s) for all Addendum if applicable
bull PAYMENT TERMS FWrsquos minimum payment term is Net 30 days All
bids will be interpreted as Net 30 unless otherwise specified herein By submitting an offer to sell in
response to this solicitation all bidders acknowledge and agree to this requirement
By my signature I certify that I am acting as an agent or in the case of an LLP the Partner or Managing
Partner for the firm identified on this Bid Submission Form and that I am fully authorized to bind the
firm to the specifications terms and conditions of this solicitation as well as any addenda thereto
Company Name
Signature Printed Name
Title Date
[HYPOTHETICHAL REPAIR SCENARIOS IMMEDIATELY FOLLOW THIS PAGE]
IFB 21-054
Electric Motor Repairs
38
BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1A FOXMILL PUMPING STATION PUMP MOTOR 5 SERVICE Reason for Service Motor Evaluation Report
Motor Description General Electric Model 5kb3396448501 Sn Wwh-283004190 Type (Kv) Induction Custom-8000 Vertical Motor 70000 Hp 3 Phase 60 Hertz 4000 Volts Frame 8339p30 887 Rpm 1 Pick up motor from the Foxmill Pump Station Herndon
2 Check all mechanical tolerances and fits using precision measurement tools and provide report highlight any
out of tolerance measurements 3 Check out electrical components using electrical test methods Meggar Surge Pi And Hi Pot 4 Dynamically balance rotors in the presence of the FW representative 5 Clean and degrease motor components 6 Reassemble unit and perform motor testing and final report 7 Ship unit to FW Foxmill PS 8 Provide 1 Year Warranty
CONTINUES ON NEXT PAGE
FOXMILL 5 SAP 350261
MFR GENERAL ELECTRIC
SN WWH-283004189
FRAME 8339P30 TYPE INDUCTION PH 3
DISGN CODE HP 700 VOLTS 4000
HZ 60 RPM 887 AMPS 920 RISE 30deg
B
DUTY Cont CLASS INS F AMPS
Y
TEMP AMB 40deg SF
ENCLOSURE TEWAC
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
550
IFB 21-054
Electric Motor Repairs
39
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1A ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
40
COMPANY BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1B CORBALIS FINISHED WATER P1 MOTOR SERVICE Reason for Service Inboard Bearing
Motor Description Horizontal Motor 1750 Horsepower 3 Phase 60 Hertz 900 Rpm 4000 Volts 21120-17 Frame Ideal Electric Serial 981097-01 Synchronous 1 Pick up motor from Corbalis Water Treatment Plant Herndon
2 Check all mechanical tolerances and fits using precision measurement tools and provide report highlight any
out of tolerance measurements
3 Check out electrical components using electrical test methods Meggar Surge Pi and Hi pot
4 Dynamically balance rotors in the presence of the FW representative
5 Clean and degrease motor components
6 Reassemble unit and perform motor testing and final report
7 Ship unit to FW Corbalis Water Treatment Plant
8 Provide 1 Year Warranty
CONTINUES ON NEXT PAGE
FW 1 SAP 350109
MFR IDEAL ELECTRIC
SN 981097-01 FRAME 21120-17 TYPE SMB PH 3
DISGN CODE HP 1750 VOLTS 4000
HZ 60 RPM 900 AMPS 195 RISE 85deg
B DET
DUTY CONT CLASS INS F AMPS
Y
TEMP AMB 40deg SF 15 ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
41
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1B ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
42
COMPANY BID SUBMISSION PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1C
CORBALIS PLATE SETTLER FEED PUMP 2 FLYGHT MOTOR Reason for Service Motor Evaluation Report Service
Motor Description FLYGT 45kW-60hp RPM 1170 Volts 460 AMPS 73 Model CP3300091-0258 Serial 3300091-0720003 1 Pick Up motor from the Corbalis Water Treatment Plant Herndon
2 Inspect test run and disassemble
3 Perform electrical test and mechanical checks
4 Clean and bake
5 Rewind stator install thermal protectors VPI in Epoxy Resin
6 Fabricate new SS shaft
7 Balance rotor and impeller in the presence of FW representative
8 Replace lower bearing housing and install new bearings and new mechanical seals
9 Replace o-rings and gaskets Replace lifting chain (SS Grade)
10 Install new stationary and rotating wear rings replace retaining rings
11 Replace hardware reassemble unit and perform motor testing and final report
12 Paint
CONTINUES ON NEXT PAGE
Plate Settler Feed Pump 2 SAP 360128
MFR FLYGHT
SN 3300091-0720003
FRAME TYPE
PH
DISGN CODE HP 60 VOLTS 460
HZ
RPM 1170 AMPS 73 RISE
B
DUTY
CLASS INS
AMPS
Y
TEMP AMB
SF
ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
43
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1C ndash CONTINUED
13 Ship unit to FW Corbalis Water Treatment Plant
14 Provide 1 Year Warranty
15 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
44
COMPANY BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1D
GRIFFITH PUMPING STATION PUMP MOTOR 3 SERVICE Reason for Service Motor Evaluation Report Motor has excessive clearance in lower guide bearing Lower Guide bearing is NU style bearing Bearing Skidding is present in Bearing
Motor Description Vertical Motor Type MIBA-V TEWAC 720 RPM 1800 HP 3 Phase 60 Hz 4000 Volts 1 Pick Up motor from Griffith Pump Station Lorton
2 Check All Mechanical Tolerances Fits Using Precision Measurement Tools And Provide Report Hi Lite Any Out
Of Tolerance Measurements 3 Check Out Electrical Components Using Electrical Test Methods Meggar Surge Pi And Hi Pot
4 Dynamically Balance Rotors with FW Rep Present At API 610 4WN
5 Clean And Degrease Motor Components
6 Reassemble Unit and Perform Motor Testing and vibration analysis with FW rep present and provide Final Report
7 Ship Unit to FW Griffith PS
8 Provide 2 Year Warranty
CONTINUES ON NEXT PAGE
FWP3 MFR IDEAL
SN 001077-03 FRAME TYPE IMV PH 3
DISGN CODE HP 1800 VOLTS 4000
HZ 60 RPM 715 AMPS 238 RISE 80 C B RES
DUTY CONT CLASS INS F AMPS 274 105 C
Y RES
TEMP AMB 40 C SF 115 ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
45
COMPANY
BID SUBMISSION PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1D ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
46
ATTACHMENT 2
REFERENCES
BIDDERrsquoS NAME
1 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
2 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
3 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
IFB 21-054
Electric Motor Repairs
47
ATTACHMENT 2
REFERENCES CONTINUED
BIDDERS NAME ______________________________
4 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
5 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
IFB 21-054
Electric Motor Repairs
48
ATTACHMENT 3 OPERATING DATA SHEET
ISSUED TO DATE ISSUED Fairfax Water Work Order FW Electrical Supervisor Phone Conditioned Based Maintenance Supervisor Phone Return date requested A Equipment Specifications
1 Equipment Name
2 SAP ID Number
3 Manufacturer
4 Serial Number
5 Horsepower
6 Voltage B Work Requested
1 Reconditioning and Testing
2 Rewind
3 Other (describe) C If motor failure is involved state conditions under which failure occurred D Special Insulation Requirements
1 Moisture
2 Abrasion E Type of Housing Paint and Color
Paint furnished by customer Yes No
IFB 21-054
Electric Motor Repairs
49
ATTACHMENT 4
INSPECTION DATA SHEET ndashPAGE 1 OF 2 Company Performing Work Motor SN SAP ID A Initial Inspection and Tests
1 Insulation Resistance
Voltage Applied v Ambient Temp oC Machine Temp oC
1 min 10 min PI A to GND
B to GND
C to GND
2 Surge Test Test Voltagehelliphelliphellip V Pass ___ Fail ___ 3 Growler Test Pass ___ Fail ___ 4 Motor Shaft Run out In
5 Rotor Endplay In
6 Shaft Diameter In
B Disassembly
1 End Bells Marked
2 Fan Orientation Marked C Component Inspection
1 General Condition of Rotor (include probable cause of major damage)
a Rotor Iron
b Rotor Windings Rotor bars
c Retaining Rings
IFB 21-054
Electric Motor Repairs
50
ATTACHMENT 4 INSPECTION DATA SHEET ndashPAGE 2 OF 2
Company Performing Work Motor SN SAP ID
2 General Condition of Stator (include probable cause of major damage)
a Stator Iron b End Lacings and Support systems
c Wedges
d Windings
e RTDThermocouple Condition
3 General Condition of Shaft Keyways
4 General Condition of Bearings
5 General Condition of Motor Housing
6 Other
7 Core loss preceding winding removal watts
8 Core loss following winding removal watts
9 Recommended Repairs Signature Printed Name Title Date
IFB 21-054
Electric Motor Repairs
51
ATTACHMENT 5 Page 1 of 5
WORK PERFORMED DATA SHEET Company Performing Work Motor SN SAP ID A Describe work performed on rotor B Describe work performed on stator C Describe work performed on shaft D Describe work performed on bearings
Replaced bearings Yes No Manufacturer Type Code
E Other F Was motor vacuum-pressure impregnated Yes No
Resin used
Number of VPI and bake cycles G Was motor treated for abrasion protection Yes No
Treatment used
IFB 21-054
Electric Motor Repairs
52
ATTACHMENT 5 Page 2 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID H Varnish used for non-VPI applications
Number of dip and bake cycles I Final Tests
1 Insulation Resistance
Voltage Applied v Ambient Temp oC Machine Temp oC
1 min 10 min PI
A to GND
B to GND
C to GND
2 Phase Balance
Voltage Applied Vac A amps B amps C amps
3 High Potential Applied Leakage Time
Phase Voltage Current Duration
A
B
C
OR (if cant be separated)
ALL
IFB 21-054
Electric Motor Repairs
53
ATTACHMENT 5 Page 3 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
4 Winding Resistance
A-B milliohms A-N milliohms
B-C milliohms OR B-N milliohms C-A milliohms C-N milliohms
5 Dynamic Balance
RPM Vibration DE ODE Initial Final
6 No-Load Run
Phase Bearing Current Temperature Vibration_________
Ia Ib Ic Inboard Outboard RPM Inboard Outboard
15 Min 30 Min 45 Min
60 Min Acceleration time (Seconds) Peak starting current (Amper) ( IFL)
7 Miscellaneous
Direction of Rotation Viewed from End
End Play (Sleeve Bearing Only) in
IFB 21-054
Electric Motor Repairs
54
ATTACHMENT 5 Page 4 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
Inboard Bearing Journal Dia in
Inboard Bearing ID in
Outboard Bearing Journal Dia in
Outboard Bearing ID in
8 High FrequencySurge Comparison Tests (New Coils Only)
Voltage Applied v
Results
9 Air Gap Measurements
A minimum of sixteen (16) readings should be taken from each end using the following method
1 Mark position on stator at 12 oclock 3 oclock 6 oclock and 9 oclock 2 Mark position on rotor at 12 oclock 3 Take air gap readings at 12 3 6 and 9 from both ends pinion end (DE) opposite end (ODE)
Record readings [Eight (8) readings] 4 Rotate rotor to 3 oclock position 5 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings [Eight (8)
readings] 6 Rotate rotor to 6 oclock position 7 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings [Eight (8)
readings] 8 Rotate rotor to 9 oclock position 9 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings (Eight (8)
readings) 10 Calculate average readings and overall average air gap The acceptable tolerance between
average readings and the overall average gap is plusmn5
IFB 21-054
Electric Motor Repairs
55
ATTACHMENT 5 Page 5 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
DRIVE END
OPPOSITE DRIVE END
IFB 21-054
Electric Motor Repairs
56
ATTACHMENT 6 WAIVER OF SPECIFICATIONRELEASE OF HOLD POINT
Company Requesting Waiver of SpecificationRelease of Hold Point Person Making RequestDate Contact Info FW Equipment Name FW SAP EQUIPMENT Number Manufacturer Serial Number Horsepower Voltage Request for Waiver of Specification
Request for Release of Hold Point
Item Description FW Authorized Action APPROVED BY Printed Name and Title Date
IFB 21-054
Electric Motor Repairs
57
ATTACHMENT 7
RECOMMENDED CLEARANCES SLEEVE BEARINGS
ROUND BORES ONLY Company Performing Work Motor SN SAP ID Shaft Size Clearance for Clearance for Journal Diameter Horizontal Shaft Vertical Shaft (In inches) (In Inches) (In Inches) (In Inches) 1 004 +001 -000 004 +001 -000 2 004 +001 -000 004 +001 -000 3 006 +002 -000 006 +001 -000 4 008 +002 -000 007 +001 -000 5 010 +002 -000 007 +002 -000 6 012 +002 -000 007 +002 -000 7 014 +002 -000 007 +002 -000 8 016 +002 -000 007 +002 -000 9 018 +002 -000 007 +002 -000 10 020 +002 -000 007 +002 -000 11 020 +002 -000 007 +002 -000 12 021 +002 -000 007 +002 -000 13 021 +002 -000 007 +002 -000 14 022 +002 -000 007 +002 -000 15 022 +002 -000 008 +002 -000 16 023 +002 -000 008 +002 -000 17 023 +002 -000 008 +002 -000 18 024 +002 -000 008 +002 -000 19 024 +002 -000 008 +002 -000 20 025 +002 -000 008 +002 -000
IFB 21-054
Electric Motor Repairs
58
ATTACHMENT 8 Company Performing Work Motor SN SAP ID
DYNAMIC BALANCE CERTIFICATE
Balance Machine Model No ______________ Last Calibration Date ________ Balance Machine Serial No __________________________ Weight __________________ ldquoIn Servicerdquo Speed (RPM) ________ Balance Speed (RPM) __________________________
Certified by Printed Name and Title
Radius of permanent balance weight (in) _____________ IB _____________OB As Found Balance (ozin) _____________________IB ___________________OB As Left Balance (ozin) ______________________IB ___________________OB Calculated acceptance limit per journal (4WN) ___________IB __________OB If ozin value is not available for ldquoAs Found Balancerdquo and ldquoAs Left Balancerdquo use the mils value
Vendor _______________________________ Balance Date _________Time____ Equipment balanced __________________________________________________
IFB 21-054
Electric Motor Repairs
2
M Specifications ndash The term ldquoSpecificationsrdquo describes the physical or functional characteristics or
the nature of a good service or construction item required It may include a description of any
requirement for inspecting testing or preparing a good services or construction item for delivery
N Work ndash The word ldquoWorkrdquo shall include all material labor equipment and tools appliances
machinery transportation and appurtenances necessary to perform and complete the Contract and
any such additional items not specifically indicated or described which can be reasonably inferred
as belonging to the item described or indicated or as required by industry practice custom or usage
to complete the project as proposed by the Bidder and accepted by FW
4 SPECIFICATIONSSCOPE OF WORK
41 General Requirements and Technical Specifications Description
A Overview
The purpose of this motor repair and rewind specification is to define minimum technical
requirements required by the Owner applicable to reconditioning and repair of three phase
induction and synchronous motors 60 hp and larger This specification shall apply to routine
reconditioning and repair procedures It is not the intent of the specification to define
requirements for specialty motors requiring uncommon reconditioning and repair procedures
or to provide lesser guidance than industry best practice on all motor repairs Situations where
there is conflict between specialty motors or special situations and a disparity exists between
this specification and industry recognized standards shall be addressed on a case by case basis
B FW Option for DC or AC High Potential Testing
Fairfax Water reserves the option whether DC or AC High Potential Testing is used on
existing windings during reconditioning
C Industry Standards Applicable to the Work
1 Industry standards include
a ANSIEASA AR100 (latest edition) ldquoRecommended Practice for the Repair of
Rotating Electrical Apparatusrdquo
b IEEE Std 1068 (latest edition) ldquoIEEE Standard for the Repair and Rewinding of AC
Electric Motors in the Petroleum Chemical and Process Industriesrdquo
c ISO 1940-1 (latest edition) ldquoMechanical Vibration ndash Balance Quality Requirements
for Rotors in a Constant (Rigid) State ndash Part 1 Specification and Verification of
Balance Tolerancerdquo
2 References to appropriate definitions components and relevant standards are found in the
above standards Additional acceptable standards include ABFMA API EASA (including
Tech Notes) IEC IEEE and NEMA where applicable where the procedures and tolerances
exceed those in the above listed standards and do not conflict with best practices or this
IFB 21-054
Electric Motor Repairs
3
specification The Contractor shall consult with and defer to the FW Project Manager for
any deviation from this specification
42 Written Quotes and Required Documentation for all Future Work
A Written Quotes for All Future Work
1 The Contractor shall submit a written quote to the FW Project Manager within 3 business
days of receiving the electric motor in their shop The contractor may submit a written
request to extend the 3-day timeframe to the FW Project Manager The written request
shall include a verifiable reason for the delay FW reserves the right to decline the
request if the delay cannot be documented and verified
2 The written quote shall include at a minimum the following
a The complete scope of work to repair the motor
b All labor hours by type quantity unit cost and extended cost
c All materials listed by manufacturer and manufacturer part number quantity unit
cost and extended cost
d Total number of calendar days required to complete the repair after receipt of written
order to proceed
e The motor serial number and the FW Work Order Number listed on Attachment 3
f The cost of equipment rental subcontractors or any materials not included in the
Vaughenrsquos Pricing Guide needed to fulfill the requirements of the repair
g The Contractor may include written recommendations for substitutions that will
increase motor life reduce costs or reduce the delivery lead-time as separate options
on their quote Contractor shall not proceed with any proposed options without the
express written consent of FW
3 Pricing for all future repairs and parts shall be based on the Vaughenrsquos Price Guide and
the labor rates awarded In the event the Contractor must provide materials or equipment
rental not included in the pricing guide then compensation will be based on the
Contractorrsquos actual cost to supply the materials or equipment rental In these
circumstances the Contractor shall include a copy of their supplierrsquos invoice with all
invoices submitted to FW
B Operating Data Sheet (Attachment 3)
This sheet will be completed by the FW Project Manager requesting the work and will be
sent with the motor to the repair facility
C Inspection Data Sheet (Attachment 4)
This sheet shall be completed by the Contractor documenting the results of inspections and
tests performed prior to reconditioning or repair procedures Upon completion of the work
the Contractor shall distribute one copy each of this sheet to the FW Electrical Supervisor and
IFB 21-054
Electric Motor Repairs
4
the Conditioned Based Maintenance Supervisor identified on the Operating Data Sheet
(Attachment 3) that was submitted to the Contractor when work was requested
D Work Performed Data Sheet (Attachment 5)
This sheet shall be completed by the Contractor documenting the work performed Upon
completion of the work the Contractor shall distribute one copy each to the FW Electrical
Supervisor and the Conditioned Based Maintenance Supervisor identified on the Operating Data
Sheet (Attachment 3) that was submitted to the contractor when work was requested
E Waiver of SpecificationRelease of Hold Point (Attachment 6)
This sheet will be issued to the Contractor by the FW Project Manager authorizing the
Contractor to deviate from these specifications and to allow the Contractor to proceed beyond
a hold point (see Section 32 paragraph G below) Approval to deviate from the specification
or proceed beyond a hold point may be issued verbally by the FW Project Manager Whenever
a verbal authorization is issued to the Contractor the ldquoWaiver of SpecificationRelease Hold
Pointrdquo sheet will be forwarded to the Contractor within five working days
F Recommended Clearances ndash Sleeve Bearings Round Bores Only (Attachment 7)
If the Contractor is re-babbitting the motor babbitt bearings the Contractor shall adhere to the
clearances shown on Attachment 7
G Dynamic Balance Certificate (Attachment 8) ndash All final balancing of the rotating element
shall be conducted in the presence of FWrsquos Condition Based Maintenance Supervisor the
FW Project Manager or their designated representative
H Hold Points
The points defined within the specification as ldquoHold Pointsrdquo are situations that warrant
individual technical evaluation as to the method of repair quality of substituted materials or
components or alternate procedures other than as specified herein Should such situations
develop during the progress of the work no further work shall proceed without consent of the
FW Project Manager
43 Technical Specification
A Motor Reconditioning
1 The routine reconditioning of a motor shall consist only of the following steps
a Initial inspection and tests
b Disassembly
c Component inspection
d Cleaning and baking
e Varnish treatment and bake cycle
f Reassembly and testing
IFB 21-054
Electric Motor Repairs
5
g Painting
2 A routine reconditioning contains no major repairs Major repairs include but may not
be limited to
a Stator rewind
b Core restacking
c Lead replacement
d Securing loose rotor bars and retaining rings
e Shaft straightening
f Bearing repair or replacement
g Shaft journal repairs
h Exciter package repairs
MOTOR RECONDITIONING HOLD POINT
bull If at any point during a reconditioning major repairs are deemed
necessary the Ownerrsquos representative as shown on Attachment 3
(Operating Data Sheet) shall be contacted for approval (See Section
23B for major repair work specifications and procedures)
bull Data required by the Owner as a result of inspections and tests
performed during reconditioning are outlined in Attachment 5
(Inspections Data Sheet)
3 Initial Inspection and Tests
a The motor shall be subjected to an insulation resistance test with polarization index as
outlined in IEEE Std 43 (Sections 53 and 54) The insulation resistance test shall be
performed for ten minutes as follows (IEEE Std 43-2013 Table 1 and Section 53)
1) Motors up to 600 volts -use 500 VDC
2) 24 KV motors -use 2500 VDC
3) 41 KV motors -use 5000 VDC
b The polarization index shall be the ratio of the 10-minute resistance measurement and
the 1-minute measurement Insulation resistance findings must be temperature
corrected to the lsquoThermosettingrsquo value per IEEE 43 Section 63 and Figure 5 with
acceptable tolerance as found in Table 4 for further electrical testing
c Motor shaft run out shall be measured Run out measurements shall be made with a
stationary indicator and keyways shall be inspected in accordance with the method
described in ANSIEASA AR100 Section 2 and Tables 2-1 to 2-6
d Rotor end play shall be measured per IEEE Std 1068 Section 52 (incoming tests) and
ANSIEASA AR100 Section 2 (Mechanical)
IFB 21-054
Electric Motor Repairs
6
e Mounting surfaces including Rabbet fits shall be inspected per ANSIEASA AR100
Section 2 and Tables 2-8 to 2-10
4 Disassembly
a Upon completion of initial inspection and testing the motor shall be disassembled
Disassembly shall be performed per the procedure in IEEE Std 1068 Section 6 The
following precautions shall be taken prior to disassembly
1) Stencil identification and orientation on end bells- drive end (DE) and opposite
drive end (ODE)
2) Mark proper fan orientation
3) The coupling shall only be removed at the request of FW or if it is required in order
to complete disassembly of the motor The Contractor shall request approval from
the FW Project Manager prior to removing the coupling
5 Component Inspection (IEEE Std 1068 Section 62 for guidance)
a Rotor ndash The rotor shall be inspected for signs of physical damage Retaining rings shall
be checked for evidence of overheating and arcing Additionally the rotor shall be
tested for loose bars and open circuits by use of a growler or sonic test method The
rotor will be balanced prior to reassembly as per Section 43A8f Rotor inspection
and additional methods are found in ANSIEASA AR100 Section 38 and IEEE Std
1068 Section 62e) and Section 632
b Stator ndash The stator shall be inspected for evidence of insulation faults loose coils in
slots loose wedges loose ties and blocking signs of overheating and iron damage
Tightening of loose wedges loose coils blocking and repair of ties shall be performed
as needed Stator RTDrsquos thermocouples and thermistors shall be resistance or
continuity checked as needed Stator inspection shall be performed per the procedure
outlined in IEEE Std 1068 Sections 62 and 631
c Shafts ndash The shaft shall be inspected for straightness keyway condition bearing journal
and imperfections per ANSIEASA AR100 Section 2 and IEEE Std 1068 Section
6322 and additional sections as appropriate based on the construction of the rotor
SHAFT INSPECTION HOLD POINT
bull Should shaft run out exceed the following tolerances Owner
approval will be required before further action is taken
RPM Run Out
Less than 1800 0002 inch
More than 1800 0001 inch
bull Measurements shall be taken at the end of the keyway extension
Keyways shall be machined to accept key steel to an interference fit
IFB 21-054
Electric Motor Repairs
7
Journal run out and shaft imperfections shall be corrected by
welding for direct coupled machines only or by providing a new
shaft
d Bearings
1) Roller and ball bearing fits shall be measured and compared with tolerances
specified by the motor manufacturer Bearings shall be replaced with SKF brand
bearings When replacing roller bearings that require periodic greasing shielded
pre-greased bearings shall be used where possible Otherwise the bearing shall be
replaced with the same style bearing as the original (eg shielded sealed open
covered roller etc) Reference ANSIEASA AR100 Section 2 and Tables 2-13
and 2-14 for fit guidance Reference ABFMA 7 and 20 for all other tolerances
Inspection guidance and terminology are found in IEEE Std 1068 Section 62
2) No substitute bearing types will be allowed without the Ownerrsquos consent
3) No knurling peening or adhesive shall be used as a means of retaining bearings on
a shaft or housing
4) Sleeve bearings shall be re-babbitted as needed uniform in diameter smooth
internally suitably grooved for proper distribution of lubricant and fitted within
tolerances specified by the motor manufacturer If manufacturerrsquos bearing data is
not available the maximum clearance between the bore of the bearing and the
diameter of the shaft journal shall be determined by referring to Attachment 7 Re-
babbetting shall be spun-cast and adherence greater than 98
BEARINGS HOLD POINT
bull The Contractor shall report any bearing requiring repair or
replacement on the written repair quote and on the Work
Performed Sheet (Attachment 5)
e Motor Housing The motor housing and end bells shall be inspected for cracks or other
damage Reference ANSIEASA AR100 Section 2 and IEEE Std 1068 Section 62 for
guidance
6 Cleaning and Baking
a The stator shall be steam cleaned Any solvents or soaps required shall be compatible
with the motor insulation system No steel wool or similar metallic pads shall be used
for cleaning the stator windings or rotor of the motor The stator shall be baked at a
temperature of 250 degrees F ndash 300 degrees F for a period of two to three hours or
until sufficiently dry The stator shall then be cooled down to 170 degrees F ndash 150
degrees F prior to varnish treatment The oven shall be equipped with a water fire
suppression system and a temperature recording chart meter
IFB 21-054
Electric Motor Repairs
8
CLEANING AND BAKING HOLD POINT
bull Should an alternative to baking be necessary Owner approval will
be required before further action is taken
b The rotor shall be cleaned as needed with a suitable solvent and oven dried
7 Varnish Treatment and Bake Cycle (Reference IEEE Std 1068 Section 8
a Random wound stators shall be subjected to two dip and bake cycles using a polyester
or epoxy resin for rewinds and a single dip and bake for reconditioning Bake cycle
time and temperature shall be in accordance with the resin manufacturerrsquos
recommendation Resin shall be capable of Class H operation
b If moisture protection is specified on Attachment 3 the windings shall be given three
vacuum-pressure impregnation treatments for rewinds and one for reconditioning
c If abrasion protection is specified on Attachment 3 a coat of polyurethane resin or
silicone rubber shall be applied in addition to the resin treatment described in 43A7a
and 43A7b Cooling passages shall not be blocked
d Form wound stators shall be subjected to one dip and bake cycle for reconditioning and
two for rewinds as outlined in 43A7a The stator shall be inspected prior to and
immediately after dipping to ensure the cooling vents are clear
8 Reassembly and Testing
All work and final test results shall be recorded on the Work Performed Report
(Attachment 5) The following tests shall be performed on the reconditioned motor
(reference IEEE Std 1068 Section 813 for guidance on final testing with additional
tolerance guidance in ANSIEASA AR100)
a Insulation resistance ndash An insulation resistance test shall be performed as outlined in
Section 43A3a for ten minutes The acceptance value of resistance measured in
megohms corrected to 40 C shall be no less than 1 megohm per KV where KV is equal
to rating of motor in kilovolts Insulation resistance findings shall be temperature
corrected to the lsquoThermosettingrsquo value per IEEE 43 Section 63 and Figure 5 with
acceptable tolerance as found in Table 4 for further electrical testing
INSULATION RESISTANCE TESTING HOLD POINT
bull Owner shall be notified if this reading is below 10 megohms for
motors under 1000 volts and random wound motors and below 100
megohms for motors over 1000 volts and form wound motors
b Polarization Index A polarization index shall be calculated The index is the ratio of
the 10-minute insulation resistance measurement and the 1-minute measure The
IFB 21-054
Electric Motor Repairs
9
minimum acceptable PI shall be 20 when the insulation resistance is below 5000
megohms at one minute and no less than 10 over 5000 megohms at one minute
POLARIZATION INDEX HOLD POINT
bull Owner shall be notified if this reading is below 20 when the insulation resistance
is below 5000 megohms after 1 minute between 1 and 2 when the insulation
resistance is over 5000 megohms or below 10 at any time
c Phase Balance A phase balance test shall be performed at 20 rated voltage The
maximum unbalance in line currents shall be 5
d High Potential An AC high potential test shall be performed for a duration of one
minute Applied test voltage shall be as follows
1) Reconditioned coils 06 (2E+1000)vac
096(2E+1000)vac
2) New coils (2E+1000)vac
17(2E+1000)vac
Where E equals phase to phase operating voltage
e Winding Resistance Winding resistances and ambient temperature of the equipment
shall be measured and recorded Winding resistance shall be normalized to 25C per
IEEE 112 and IEEE 1068
f Dynamic Balance Rotors shall be dynamically balanced per API 610 4WN and in the
presence of the FW Condition Based Maintenance Supervisor and the FW Electrical
Supervisor or their designated representative (Note API 610 4WN is lower than ISO
19401 G 10 and is equivalent to ISO 1940 G07)
g No Load Run The motor shall be run at rated voltage non-loaded until bearing
temperatures stabilize (no change by more than 2 degrees over 20 minutes) bolted to
metal bed plate during which the following parameters shall be measured and recorded
at 10-minute intervals
1) Load Current
2) Bearing Temperature
3) Overall vibration maximum amplitude at any RPM shall be as identified in IEEE
1068 Tables 11 and 12
4) RPM
5) Rotation shall be compared with original direction
6) In addition the uncoupled acceleration time and peak starting currents shall be
recorded on the work sheet for across-the-line starts For any motor that FW
designates that is not to be started across-the-line but only by reduced voltage
means shall not be started across-the-line but shall be started for the shop tests
IFB 21-054
Electric Motor Repairs
10
using reduced voltage starters that limit the motor current to no more than 5 times
full load nameplate current
h Miscellaneous
1) Direction of rotation shall be marked on the motor and recorded
2) End play for sleeve bearing applications shall be measured and recorded
3) Bearing and bearing journal data shall be measured and recorded
4) Magnetic center shall be marked
i Surge Comparison Tests The voltage levels shall be at 2E + 1000 volts AC for the
high frequencysurge comparison test
j Air gap shall be measured and recorded at 1200 300 600 and 900 orsquoclock
positions according to the instructions given on Attachment 5
9 Painting The motor shall be painted with paint specified on Attachment 3 Shaft
extensions shall be sprayed with a preservative Reference IEEE 1068 Section 810
B Major Repair
1 In cases where major repair is necessary the Contractor shall perform the following
procedures as outlined in Section 43A1 Motor Reconditioning as well as the major
repair
a Initial inspection and tests
b Disassembly
c Component inspection
d Cleaning and baking
e Varnish treatment and bake cycle
f Reassembly and testing
g Painting
2 Data required by the Owner from results of inspections and tests performed during a major
repair is outlined on Attachment 5 Inspection Data Sheet The items listed shall apply as
the individual case dictates upon Ownerrsquos approval
3 Stator Rewind
a All winding data shall be recorded prior to stripping stator conductors ie wire size
number of turns pitch winding connections etc
b A core loss test shall be recorded on Attachment 4 Following winding removal a
second test shall be performed
IFB 21-054
Electric Motor Repairs
11
STATOR REWIND HOLD POINT
bull Should the measured core losses in watts per pound or the core loss
test exceeds 6 watts per pound at 1T when tested per IEEE Std 422
or hot spots greater than 10C or an increase of the second test
exceed those of the first the Contractor shall notify FW prior to
further repair activity
c Only if necessary the old windings shall be burned out of the stator in a burnout oven
with adequate temperature controls in order to provide uniform heating and cooling
thus preventing warping and cracking of the frame deterioration of the core plate
treatment on the laminations and impairment of the magnetic qualities of the core The
oven shall be equipped with a water fire suppression system and a temperature
recording chart meter The temperature used for roasting shall not exceed 700 degrees
Fahrenheit Additional stripping methods are found in IEEE Std 1068 Section 82
STATOR STRIPPING METHOD HOLD POINT
bull Stripping methods other than burnout oven may be applied with
Owner consent
d After the windings have been removed the stator laminations shall be thoroughly
cleaned by blowing out with compressed air and removing any foreign matter by hand
The stator slots shall be clean and free of sharp edges or particles
e Laminations shall be inspected for damage Any minor iron damage shall be corrected
by hand filing and separating laminations to eliminate shorts All burrs and rough edges
shall be corrected prior to the rewinding procedure Corrections shall be made
regardless of whether the imperfections existed originally in the stator iron or were
caused by the stripping operation
STATOR DAMAGED LAMININATIONS OR IRON
REPLACEMENT HOLD POINT
bull Should major core damage require restacking of laminations a
digital photo of the damaged area shall be submitted to the Owner
or Owner inspection will be required prior to repairing damaged
laminations or iron replacement
f The repaired stator shall be loop checked and hot spots greater than 10C shall be
corrected
g The suspected cause of iron damage shall be listed on Attachment 4
IFB 21-054
Electric Motor Repairs
12
STATOR MOTOR LEAD REPLACEMENT HOLD POINT
bull Should motor lead replacement be required FW shall be notified
prior to replacement concerning lead length designations
termination hardware etc
h The stator shall be rewound in accordance with Section 43C Winding Materials and
Insulation Requirements
i Where slot space permits coil copper size shall be increased with prior approval of
FW Electrical Supervisor when doing so will increase the motor efficiency and the
increased starting current can be accommodated by the motor controller
j Coils shall be securely tied to surge rings and adjacent coils Surge rings shall be rigid
k The stator coils shall fit in the stator iron parallel to the slot Where extra room exists
between the coil and the iron either a slot cell (if originally designed with one) or side
filler shall be used to make a more intimate fit between the coil and the iron
l The connections between coils and groups shall be horseshoed (eg U-shaped) to
permit continuous taping over all brazed joints
m The coil extensions shall be tied to one or more surge rings and shall be suitably blocked
between coils on both the inside and outside of the coil extensions
n The jumpers shall be uniformly laid and placed around the periphery of the connection
o Motors with form wound coils shall not be converted to random wound
p Tie cord used to secure the wires in the end turns shall be at a minimum 100 lb test
Dacron stranded cord
q Motor stators containing stator RTDrsquos thermocouples or thermistors shall be rewound
with devices rated the same RTDrsquos are to be 3-lead and added to old motors at a
minimum of two per phase Owner shall indicate if a greater quantity is desired When
possible the Contractor shall arrange RTDs in the same position as the original
winding or evenly spaced if unknown or new
4 Rotor Repair
ROTOR REPAIR HOLD POINT
bull Any repair activity involved with securing loose rotor bars and retaining
rings shall be brought to the attention of the Owner prior to beginning
the activity
IFB 21-054
Electric Motor Repairs
13
5 Shaft Straightening
SHAFT STRAIGHTENING HOLD POINT
bull Any shaft straightening procedure shall be brought to the attention of
the Owner prior to beginning the activity Shafts shall be straightened
by heating or jacking to meet the following run out requirements
RPM Run Out
Less than 1800 0002 in
More than 1800 0001 in
C Winding Materials and Insulation Requirements
1 Winding Materials
a Magnet wire in coils shall be copper
b Form wound coils shall not be converted to random wound
c Lacings and ties shall be made with glass cord or tape or woven Dacron tape
d Wedges fillers blocks and winding material shall be suitable for Class ldquoHrdquo operation
e Shrink tapes are not acceptable
2 Insulation Requirements
a Form Wound Coils
1) All materials in the insulation system shall be rated for Class ldquoHrdquo operation
2) Strand insulation shall consist of fiberglass Dacron-glass wrap or mica tape applied
over epoxy or polyester resins Class ldquoHrdquo enamel or Kapton applied to the wire as
dictated by the volts per turn rating of the coil Reference IEEE Std 1068 Section
853
3) Ground wall insulation shall consist of Nomexreg such as Nomex-Milar-Nomex or
Dacron-glass backed mica paper or an equivalent mica flaked tape Ground
insulation shall be compatible with epoxy or polyester resin used during vacuum-
pressure impregnation
4) Nomex or polyester glass armor tape shall be applied on the outside of the coil for
mechanical protection
5) For sealed coil applications a partially cured epoxy coated polyester or polyester
glass tape shall be applied to the outside of the coil in addition to the requirements
stated above Lead areas shall be sealed with compatible epoxy putty
IFB 21-054
Electric Motor Repairs
14
b Random Wound Coils
1) All materials in the insulation system shall be rated for Class ldquoHrdquo operation
2) Minimum thickness for stator slot insulation material shall be 015 inches
3) All ground wall insulating material shall extend beyond the edge of the stator iron
in a uniform manner and shall be cuffed
4) Slot separators shall be used between coils in all stator slots
5) Phase insulation in the winding end turns shall be resin treated glass cloth or
equivalent to provide positive separation between phases in the event of varnish
degradation caused by excessive temperature above the motor rating
6) Sleeving used on stator connections shall be acrylic coated fiberglass or equivalent
rate 4000 volts or higher
7) Leads shall be GE Vulkaflex or equivalent for open enclosure motors and silicone
rubber covered with glass braid or equivalent for totally enclosed motors
8) Stator shall be subjected to two dip and bake cycles as outlined in Section 23A7
or as directed by Owner
44 Repair Facility Requirements
A Repair Facility Capabilities
1 Facility shall be capable of performing all balance work (no subcontracting will be
authorized)
2 Facility shall be capable of starting 3-phase 4160 volt 3050 HP vertical motor
3 Facility shall be capable of starting 3-phase 4160 volt 1800 HP horizontal motor
4 Facility shall allow for FW staff to safely witness testing
B Repair Facility Location
The Contractorrsquos repair facility shall be located within a four-hour drive from FWrsquos main office
located at 8570 Executive Park Avenue Fairfax Virginia 22031 Fairfax County Virginia
45 Future Work Time of Performance
A All motor repairs shall be performed and completed in accordance with the delivery lead time
included in the written quote Failure of the Contractor to perform within the stated deadlines
may jeopardize FWrsquos ability to provide water to its customers and may result in FW terminating
the contract with the Contractor for cause
B By submitting a proposal in response to this solicitation Contractor agrees without exception
that for all future work quoted they shall meet the delivery lead times as specified in their written
quote Contractor further attests that they shall provide FW expedited services as required to
complete all future work without additional cost (See Section 47)
IFB 21-054
Electric Motor Repairs
15
46 Transportation
The Contractor shall furnish all transportation services to pick up and return motors to the
designated FW facility All deliveries to FW shall be FOB Destination Transportation costs shall
be included in the Contractorrsquos labor rates or listed separately Fairfax Water will not pay any
additional or separate charges for transportation not included on the bid price
47 Priority Customer
The Contractor understands and acknowledges that FW provides services that are essential to the
health and welfare of the public Failure of the Contractor to perform the services described herein
in a timely manner may jeopardize FWrsquos ability to provide essential services which may affect the
health and welfare of the public served by FW In the event of material shortages at any level of the
production to delivery chain the Contractor agrees and affirms that FW shall be given the earliest
possible notice and the highest priority for allocation of all goods and services specified herein To
the extent that the Contractor must prioritize and allocate delivery among its customers the
requirements of FW shall be honored before goods and services are provided to any customer with
no obligations with regard to the public health and welfare To the extent that availability of repair
parts or Contractor staffing including subcontractor staffing is insufficient to meet the requirements
of all the Contractorrsquos customers who are responsible for the health and welfare of the public the
goods shall be allocated in a manner deemed to be fair and reasonable to all such clients
48 Time Is Of The Essence
Time is of the essence Repair services shall be performed within the time specified on the
Contractorrsquos Bid Submission Form or otherwise set forth on the applicable Purchase Order
Notwithstanding the foregoing the Contractor shall not be deemed to have breached the terms and
conditions of the Contract Documents to the extent any delay is due to circumstances beyond its
reasonable control and without the fault or negligence of the Contractor provided that the Contractor
first shall have provided Fairfax Water with written notice (to include facsimile or e-mail) of any
such delay within five days after the occurrence of events or circumstances causing the delay
49 Use of Subcontractors
A The Contractor shall be responsible for all products and services described and defined herein
The use of any subcontractor is prohibited unless the Contractor proposes to use a subcontractor
at the time of bid submission Approval to use a subcontractor shall be in written form and be a
part of the resultant contract (See Section 55 for subcontractor submittal requirements)
B Even when properly authorized by FW the use of a subcontractor does not relieve the Contractor
of liability under the contract
C The Contractor at its sole expense shall be responsible for damage to FW and non-FW property
as a result of its failure or its subcontractorrsquos failure to protect such facilities and utilities
D The Contractor at its sole expense shall immediately repair or replace FW property damaged
by (or caused by) the Contractor or its Subcontractor(s) Replacements will be of equal or better
IFB 21-054
Electric Motor Repairs
16
quality than the property damaged property and all such work must be approved by FW Project
Manager
410 Delays
A By the Contractor After issuing a written warning to the Contractor FW may declare the
Contractor in default for unacceptable delays If such a declaration is made FW reserves the
unilateral right to cure the default by any means available to FW including but not limited to
contracting with another supplier to complete the repairs Any additional repair costs incurred
by FW as a result of unacceptable delays on the part of the Contractor may be passed onto the
Contractor This is not a limitation of FWrsquos legal rights to recover damages due to Contractor
default in any other way
B By FW The Contractor shall not be responsible for delays caused by FW its agents or other
FW Contractors To the extent that the Contractor is unable to proceed due to the actions or
inactionrsquos of FW its agents employees or other FW Contractors the Contractor shall be granted
an extension to the delivery schedule equal to the documented amount of time the Contractor
was prevented from performing work The Contractor shall not be eligible for damages as a
result of FW delays
411 Site Safety and Access
A The Contractor shall schedule and coordinate the Work and install temporary facilities as
required to maintain continuous operation and access to existing equipment in the area of Work
The Contractor shall not commence retrofit work until authorized by the FW Project Manager
The Contractor is advised that FW may at its sole discretion delay or stop work as required to
ensure continuous and reliable operation of the facility especially during peak flow events
B The Contractor shall secure the Site and all areas of Work to prevent access and the potential for
injury to its employees FW employees its agents and others by construction and installation of
temporary guard-rails fencing barricades highway cones warning signstape etc andor other
appropriate means and as directed by the FW Project Manager Such hazards include but are
not limited to mechanical hazards electrical hazards surface irregularities or construction tools
and equipment
C FW shall have the right to deny access to the Site or require the Contractor to remove from the
Site any individual who has exhibited violent abusive or threatening behavior or conduct
D FW may limit restrict or prohibit access to areas of the Site on a permanent or temporary basis
When access to such restricted areas is required by the Contractor to perform the Work the
Contractor shall obtain permission from the FW Project Manager and shall comply with such
conditions or limitations to access as may be imposed by the FW Project Manager
E FW may restrict parking or require parking permits for vehicles to be brought onto the plant The
Contractor shall be responsible for arranging transportation for its personnel to reach the job sites
from whatever parking area is provided by FW
IFB 21-054
Electric Motor Repairs
17
412 Superintendence by Contractor
A The Contractor shall have a competent Field Supervisor satisfactory to FW on the job site at all
times during the progress of the Work The Contractor shall be responsible for coordinating all
portions of the Work under contract except where otherwise specified in the contract documents
and for all safety and worker health programs and practices The Contractor shall notify the
Project Manager in writing of any proposed change in superintendent including the reason
therefore prior to making such change
B The Contractor shall at all times enforce strict discipline and good order among the workers on
the project The Contractor shall not employ on the Project any unfit person anyone not skilled
in the work assigned to him or anyone who will not work in harmony with those employed by
the Contractor subcontractors FW or FWrsquos separate Contractors and their subcontractors
C FW may in writing require the Contractor to remove from FW property any employee FW
deems to be incompetent careless not working in harmony with others on the site or otherwise
objectionable
5 INSTRUCTIONS TO BIDDERS
51 Questions and Communications
A All contact between prospective bidders and FW with respect to this solicitation will be formally
held at scheduled meetings or in writing issued by the Procurement Office Questions and
comments regarding the meaning or interpretation of any aspect of this solicitation must be
submitted in writing to the Procurement Contact identified on the cover page to this solicitation
and must be received on or before the deadline for submitting questions Only written questions
will be accepted Questions or comments that are submitted after the deadline set forth on the
cover page to this solicitation will not be answered
B FW will respond to all questions and comments that are received by the deadline and that are
deemed to address a matter that is relevant and substantive in nature within a reasonable period
of time in the form of a written Addendum Oral communications between FW and any bidder
regarding the interpretation or meaning of any aspect of this IFB are not authorized and may not
be relied upon for any purpose
52 Instructions for Submitting Bids
The deadline for submitting bids and the location of the bid opening is shown on the cover page All
bids must be submitted in a sealed package(s) no other form of submission will be accepted (ie
email facsimile etc) Bids will be opened immediately following the deadline for submitting bids
Bids will be opened in accordance with the provisions of the Virginia Public Procurement Act
IFB 21-054
Electric Motor Repairs
18
Bid packages must be identified on the outside as follows
From _____________________________________________ ______________________
Name of Bidder Due Date
_____________________________________________ ______________________
Street IFB No
_____________________________________________ ______________________
City State Zip Code IFB Title
Attn Tammy Spinks
53 Virtual Bid Opening
A Virtual Bid Opening will be held immediately after the bid submission deadline Attendees may
access the Virtual Bid Opening using the following information
Microsoft Teams meeting
Join on your computer or mobile app
Click here to join the meeting
Or call in (audio only)
+1 571-348-5786544174819 United States Arlington
Phone Conference ID 544 174 819
54 Familiarity with Specifications
A Each Bidder shall bear responsibility for thoroughly examining this solicitation in its entirety
In the event that a bidder has any questions or comments regarding the proper meaning or intent
of any aspect of this solicitation then the bidder shall submit all such questions and comments
in writing to the Procurement Contact identified on the cover sheet of this solicitation
B The submission of a bid by a bidder in response to this solicitation shall be deemed to constitute
a representation on the part of such Bidder that it has thoroughly examined this solicitation and
has submitted any and all questions and comments it may have regarding the meaning or
interpretation of this solicitation to Fairfax Water in the manner prescribed herein
55 Bid Submission Packet
A Attachment 1 is the Bid Submission Form It must be completed and signed by an agent who is
fully authorized to bind the individual or organization submitting the offer to sell to the
specifications terms and conditions contained herein as well as any addenda to this solicitation
B Attachment 2 is the Reference Form Each bidder shall include at least three references with
their bid submission packet References shall be from customers of comparable size and scope
of operations as FW to whom the bidder has supplied the same services within the past 24-
months References must be able to attest without reservation to the fact that the bidder provided
the contracted services without any significant problem of any kind and at any time during the
contract period Bidders shall not list FW as a reference for purposes of this solicitation
IFB 21-054
Electric Motor Repairs
19
C Subcontractor List and Subcontractor Reference List Submittals
1 The Contractor shall include a list of all proposed subcontractors with their bid submission
packet The Subcontractor List shall specify the type of work and percentage of work the
Contractor shall rely on the subcontractor to perform
2 The Contractor shall include a separate list of references for each proposed subcontractor
with three references from the subcontractorrsquos customers that are of comparable size and
scope of operations as FW to whom the subcontractor has supplied the same services within
the past 24-months References must be able to attest without reservation to the fact that the
subcontractor provided the services without any significant problem of any kind and at any
time during the contract period The subcontractor reference list shall not list FW as a
reference for purposes of this solicitation
D Attachment 9 is the IRS Form W-9 Request for Taxpayer Identification Number and
Certification Each bidder shall include a completed form with their bid submission packet
E In addition to the mandatory insurance requirements listed in Subsection 614 (Insurance
Requirements) and at the request of FW the Contractor shall submit a list of all insurance claims
made against it within the past 12 months Failure to include this information within ten calendar
days of request by FW may result in rejection of your bid
56 Directions for Completing the Bid Form and Bidding each Hypothetical Electric Motor Repair
A The Bid Submission Form is broken down into five sections
Part 1 ndash Hypothetical Electric Motor Repair Pricing
Part 2 ndash Vaughenrsquos Pricing Guide Discounts Offered by Motor horse power
Part 3 ndash Labor Rates
Part 4 ndash Contact Person
Part 5 ndash Repair Facility Capabilities and Location Certification
B Bidders shall fill in all blanks provided on the Bid Form for all sections paying particular attention
to the instructions given for Part 1 and Part 3 Failure to complete all sections of the Bid Submission
Form may deem your bid as non-responsive Failure to include the separate pricing sheets for
each scenario in your bid submission packet will cause FW to deem the bid as non-response
and it will not be eligible for contract award All transportation shall be bid as FOB Destination
Include all necessary costs in your bid submission Failure to include the cost of shipping and
handling will be interpreted as included in the unit price for each item FW will not pay for shipping
and handling charges not included in your bid
C Directions for bidding each hypothetical electric motor repair
1 Bidders shall attach a separate and detailed price sheet for each sample scenario to their bid
form The price sheet shall be on the bidderrsquos company letterhead and labeled with the
applicable hypothetical scenario title The price sheet shall be signed by the bidder and
IFB 21-054
Electric Motor Repairs
20
include the bidderrsquos printed name title and date All repair work and parts shall be based on
the Vaughenrsquos Pricing Guide less any discount offered
2 The bidderrsquos separate price sheet shall include at a minimum the following
b Parts shall be bid by quantity unit cost and total cost
c Labor shall be bid by labor type and hourly rate and the extended total cost
d Transportation shall be included in the labor rate or listed separately
3 Bidders shall report their total material costs less any discount offered the total number of
manhours needed to complete the repair and the total cost for all labor categories for each
scenario in the appropriate spaces in PART 1 Sample Repair Pricing Schedule on the Bid
Submission Form
4 Bidders shall report the aggregate cost of all four repair scenarios in PART 1 Sample Repair
Pricing Schedule on the Bid Submission Form in the appropriate space
5 In the event of a mathematical error on the Sample Repair Pricing Schedule unit prices from
each detailed price sheet scenario shall prevail
6 Bidders shall record any discount offered and utilized in pricing each scenario by motor horse
power in PART 2 ndash Discounts Offered on the Bid Submission Form
7 All four hypothetical repair scenarios shall be bid and the bidderrsquos separate price sheet shall be
included with their Bid Submission Form Bidders who fail to bid all four hypothetical repairs
or fail to include each hypothetical repairs separate price sheet will be deemed non-responsive
and their bid will not be eligible for award
57 Proprietary Information
A Except as provided herein or as otherwise set forth in sect22-4342 of the Virginia Public
Procurement Act (Va Code Ann sect22-4300 et seq the ldquoActrdquo) all proceedings records
contracts and other public records relating to procurement transactions shall be open to
inspection in accordance with the Virginia Freedom of Information Act (Va Code Ann sect22-
3700 et seq the ldquoVirginia FOIArdquo)
B A Bidder Offeror or Contractor shall have the right to identify data or other materials submitted
in connection with this procurement as trade secrets or proprietary information which shall not
be subject to inspection pursuant to either sect22-4342 of the Act or the Virginia FOIA by
submitting to Fairfax Water prior to or at the time of submission of its proposal or bid a separate
written notice on its letterhead stationery setting forth the following (i) a statement indicating
that the Bidder Offeror or Contractor wishes to invoke the protections of this section (ii) an
identification of the data or other materials for which protection is sought and (iii) a statement
with regard to why protection is necessary
IFB 21-054
Electric Motor Repairs
21
58 ExceptionsAdditions
No exceptions or additions to the SpecificationsScope of Work or Contract Terms and Conditions
shall be permitted Any questions or concerns regarding any part of the IFB shall be submitted to
the Procurement Contact prior to the date specified in the Questions and Communications section
above Bids containing any exceptions to the SpecificationsScope of Work or Contract Terms and
Conditions or submitting additional Terms and Conditions shall be deemed non-responsive and
rejected Exceptions or additions proposed after bid submission by the successful bidder shall not
be accepted
59 Addenda to the IFB
A FW reserves the right to amend this solicitation at any time prior to the deadline for submitting
Bids If it becomes necessary to revise any part of this IFB notice of the revision will be given
in the form of an Addendum that will be provided to all prospective Bidders who are on record
with FW as having received this solicitation If in the opinion of FW the deadline for the
submission of bids does not provide sufficient time for consideration of any Addendum then
such deadline may be extended at the discretion of FW
B It shall be the responsibility of each Bidder to contact the Purchasing Contact identified on the
cover page to this solicitation prior to submission of a bid hereunder in order to determine
whether any Addenda have been issued in connection with this procurement Notwithstanding
any provision to the contrary the failure of any Bidder to receive any Addenda shall neither
constitute grounds for withdrawal of its bid nor relieve such Bidder from any responsibility for
incorporating the provisions of any Addenda in its proposal
C Acknowledge receipt of each addendum by signing it and submitting it by the bid deadline
Failure to return a signed addendum may result in a bid being determined non-responsive
510 Late Bids
Bids or unsolicited amendments to bids arriving after the bid submission deadline will not be
considered
511 Arrearage
By submitting a Bid in response to this solicitation the individual or firm submitting the bid shall
be deemed to represent that it is not in arrears in the payment of any obligation due and owing FW
the Commonwealth of Virginia or any public body in the Commonwealth of Virginia including but
not limited to any obligation to pay taxes andor employee benefits Bidder further agrees that it
shall make diligent efforts to avoid becoming in arrears during the Term of any Contract awarded
hereunder
512 Contract Award
Contract award will be made to the lowest responsive and responsible bidder based on total cost
Whenever the lowest responsive and responsible bidder is a resident of a state other than Virginia
IFB 21-054
Electric Motor Repairs
22
and such state under its laws allows a resident contractor of that state a percentage preference a like
preference shall be allowed to the lowest responsive and responsible bidder who is a resident of
Virginia and is the next lowest bidder If the lowest bidder is a resident contractor of a state with an
absolute preference the bid preference shall not be considered
513 Public Notice of Award
Public notice of award will be posted on the official FW web site
httpswwwfairfaxwaterorgcontracts
514 Authorization to do Business in Virginia
Each bidder that is organized or authorized to transact business in the Commonwealth of Virginia
pursuant to Title 131 or Title 50 of the Virginia Code shall include with its bid the identification
number issued to it by the Virginia State Corporation Commission Any bidder that is not authorized
to transact business in Virginia as a foreign entity under Title 131 or title 50 of the Virginia Code
or as otherwise required by law shall include in its bid a statement describing why the bidder is not
required to be so authorized Any bidder that fails to provide the required information may not
receive an award
515 Cancellation
FW may cancel this solicitation at any time and for any reason prior to contract award
516 Compliance with Laws Regulations and Codes
The Bidder hereby represents and warrants that
A It is qualified and properly licensed to do business in the Commonwealth of Virginia and that it
will take such action as from time to time hereafter may be necessary to remain so qualified
B It is not in arrears with respect to the payment of any monies due and owing FW the
Commonwealth of Virginia or any department or unit thereof including but not limited to the
payment of taxes and employee benefits and that it shall not become so in arrears during the
term of this Contract
C It shall comply with all federal State and local laws regulations and ordinances applicable to
its activities and obligations under this Contract and
D It shall obtain at its expense all licenses permits insurance and governmental approval if any
necessary to the performance of its obligations under this Contract
517 Debarment Status
By submitting a Bid in response to this solicitation each Bidder certifies that it is not currently
debarred by the federal government the Commonwealth of Virginia or any agency or department
thereof from submitting a bid or proposal in connection with any procurement project and that it is
not an agent of any person or entity that currently is so debarred
IFB 21-054
Electric Motor Repairs
23
518 Duration of Bids
Bids shall be valid for a minimum of 90 days following the deadline for submitting bids If an award
is not made during that period all bids shall be automatically extended for another 90 days Bids
will be automatically renewed until such time as either an award is made or proper notice is given
to FW of Bidders intent to withdraw its bid Bids may only be withdrawn by submitting written
notice at least seven days before the expiration of the then current 90-day period
519 Unit Prices Prevail
In the event that there is a mathematical error on the bid submission form the unit price for each
item shall prevail All costs to provide the goods and services specified in this solicitation shall be
shown on the attached bid form Line items left blank will be interpreted as at no cost to FW
520 Negotiation with Low Bidder
If the lowest bid submitted by a responsive and responsible bidder exceeds available funds for this
procurement then Fairfax Water may in its discretion conduct negotiations with the lowest
responsive and responsible bidder (the ldquoLow Bidderrdquo) in an effort to obtain a contract price that is
within available funds In such event Fairfax Water will notify the Low Bidder verbally or in writing
that its bid exceeds available funds and will schedule a conference with the Low Bidder Fairfax
Water staff and such advisors and consultants as Fairfax Water deems appropriate in order to discuss
possible modifications to the scope of the procurement that may result in a price that is within
available funds The conference and any subsequent negotiations may be conducted in person or by
telephone If during the conference the parties arrive at an acceptable modification to the scope of
the project and a contract price that is within available funds then Fairfax Water may award a
contract to the Low Bidder based upon the newly-modified terms and conditions Otherwise the
Low Bidder will within 15 days after the date of the conference (or such longer or shorter period as
may be specified in writing by Fairfax Water) submit to Fairfax Water a written addendum to its
original Bid Form which describes its proposed modification(s) to the scope of the procurement and
sets forth the Low Bidderrsquos newly adjusted bid price Fairfax Water may conduct further
negotiations with the Low Bidder or request additional clarifications or modifications If the Low
Bidderrsquos proposed modifications are acceptable to Fairfax Water and the associated contract price is
within available funds then Fairfax Water may award a contract to the Low Bidder based upon the
modified terms and conditions If the proposed modifications are not acceptable to Fairfax Water
or the associated price reductions are not within available funds then Fairfax Water will terminate
negotiations and reject all bids
521 References
Each bidder shall include at least three references with their bid submission packet (see Attachment
2 References) References shall be from customers of comparable size and scope of operations as
FW to whom the bidder has supplied the same services within the past 24-months References must
be able to attest without reservation to the fact that the bidder provided the contracted services
without any significant problem of any kind and at any time during the contract period Bidders
shall not list FW as a reference for purposes of this solicitation
IFB 21-054
Electric Motor Repairs
24
522 Insurance Claims against Bidder
In addition to the mandatory insurance requirements listed in Section 614 (Insurance Requirements)
and at the request of FW the apparent low bidder shall submit a list of all insurance claims made
against it within the past 12 months Failure to include this information within ten calendar days of
request by FW may result in rejection of your bid
523 Incorporation by Reference
This solicitation is issued in accordance with and controlled by the Virginia Public Procurement
Act (VPPA) which is incorporated into and made part of the solicitation by reference By submitting
a bid in response to this solicitation all bidders acknowledge the VPPA and agree to be bound by it
A copy of the VPPA is available for inspection at the Purchasing Department at FW It is also
available at this site
httpslawlisvirginiagovvacodepopularnamesvirginia-public-procurement-act
6 CONTRACT TERMS AND CONDITION
61 Term of Contract
The term of this contract shall be from the effective date of the contract award through October 31 2022 with four 1-
year renewal options through October 31 2026
62 Anti-Discrimination
By submitting their bids Bidders certify to FW that they will conform to the provisions of the Federal Civil Rights Act of 1964 as amended as well as the Virginia Fair Employment Contracting Act of 1975 as amended where applicable
the Virginians With Disabilities Act the Americans With Disabilities Act and sect11-51 of the Virginia Public Procurement
Act
A During the performance of the contract the Contractor agrees as follows
1 The Contractor will not discriminate against any employee or applicant for employment because of race
religion color sex national origin or disabilities except where religion sex or national origin is a bona fide
occupational qualification reasonably necessary to the normal operation of the Contractor The Contractor
agrees to post in conspicuous places available to employees and applicants for employment notices setting
forth the provisions of this nondiscrimination clause
2 The Contractor in all solicitations or advertisements for employees placed by or on behalf of the Contractor
will state that such Contractor is an equal opportunity employer
3 Notices advertisements and solicitations placed in accordance with federal law rule or regulation shall be
deemed sufficient for the purpose of meeting these requirements
B The Contractor will include the provisions above in every subcontract or purchase order so that the provisions will
be binding upon each subcontractor or vendor
C Fairfax Water does not discriminate against faith-based organizations on the basis of the organizationrsquos religious
character or impose conditions that (a) restrict the religious character of the faith-based organization except as provided by law or (b) impair diminish or discourage the exercise of religious freedom by the recipients of such
goods services or disbursements
IFB 21-054
Electric Motor Repairs
25
63 Antitrust
By entering into a contract the Contractor conveys sells assigns and transfers to FW all rights title and interest in and
to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the
Commonwealth of Virginia relating to the particular goods or services purchased or acquired by FW
64 Assignment of Interest
The Contractor shall not assign any interest in any resulting Contract and shall not transfer any interest in the same
without prior written consent of FW which FW shall be under no obligation to grant
65 Availability of Funds
It is understood and agreed between the parties herein that FW shall be bound hereunder only to the extent of the funds
available or which may hereafter become available for the purpose of this agreement
66 Compliance with Laws Regulations and Codes
The Bidder hereby represents and warrants that
A It is qualified and properly licensed to do business in the Commonwealth of Virginia and that it will take such action
as from time to time hereafter may be necessary to remain so qualified
B It is not in arrears with respect to the payment of any monies due and owing FW the Commonwealth of Virginia
or any department or unit thereof including but not limited to the payment of taxes and employee benefits and that
it shall not become so in arrears during the term of this Contract
C It shall comply with all federal State and local laws regulations and ordinances applicable to its activities and
obligations under this Contract and
D It shall obtain at its expense all licenses permits insurance and governmental approval if any necessary to the
performance of its obligations under this Contract
67 Contract Formation
A The words ldquoContractrdquo and ldquoPurchase Orderrdquo are used interchangeably unless the context otherwise plainly requires
The documents comprising the Contract shall be accorded the following order of precedence
1 The Contract including any Amendments or Change Orders
2 All Purchase Orders
3 Any Addenda to this RFQ 4 This RFQ (including all Appendices and Attachments hereto) and
5 The Bidderrsquos completed Quote Submission Form (including any drawings and submittals)
B Anything called for by one of the contract documents and not called for by the others shall be of like effect as if
required or called for by all except that a provision clearly designed to negate or alter a provision contained in one
or more of the other contract documents shall have the intended effect
68 Contract Changes Change Orders
A No verbal agreement or conversation with any officer agent or employee of FW either before or after the execution
of any Contract resulting from this solicitation or follow-on negotiations shall affect or modify any of the terms
conditions specifications or obligations contained in the solicitation or resulting Contract No alterations to the
terms and conditions of the Contract shall be valid or binding upon FW unless made in writing and signed by the
purchasing contact identified on the cover page Contract changes shall be in writing and shall be on official FW
Purchasing Department letterhead In any event and in all circumstances the Contractor shall be solely liable and
responsible for any Contract changes deviations etc made without first receiving written authorization to deviate
from the Contract by the FW Project Manager
IFB 21-054
Electric Motor Repairs
26
B Changes can be made to the contract in any of the following ways
1 The parties may agree in writing to modify the scope of the contract An increase or decrease in the price of
the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement
to modify the scope of the contract 2 FW may order changes within the general scope of the contract at any time by Notice to the Contractor
Changes within the scope of the contract include but are not limited to things such as services to be performed
the method of packing or shipment and the place of delivery or installation The Contractor shall comply with
the notice upon receipt The Contractor shall be compensated for any additional costs incurred as the result of
such order and shall give FW a credit for any savings Said compensation shall be determined by one of the
following methods
a By mutual agreement between the parties in writing or
b By agreeing upon a unit price or using a unit price set forth in the contract if the work to be done can be
expressed in units and the Contractor accounts for the number of units of work performed subject to FWrsquos
right to audit the Contractorrsquos records andor to determine the correct number of units independently or
c By ordering the Contractor to proceed with the work and keep a record of all costs incurred and savings realized A markup for overhead and profit may be allowed if provided by the contract The same markup
shall be used for determining a decrease in price as the result of savings realized The Contractor shall
present FW with all vouchers and records of expenses incurred and savings realized FW shall have the
right to audit the records of the Contractor as it deems necessary to determine costs or savings Any claim
for an adjustment in price under this provision must be asserted by Notice to the Purchasing Department
Neither the existence of a claim nor a dispute resolution process litigation or any other provision of this
contract shall excuse the Contractor from promptly complying with the changes ordered by FW or with
the performance of the contract generally
69 Contractorrsquos Responsibilities
A The Contractor shall be responsible for all products andor services as required by this IFB The use of
subcontractors is prohibited unless
1 A request to include a subcontractor is included in the bid and
2 The Bidder receives written approval to use a subcontractor prior to or as part of the formal contract between
the parties
B Even when properly authorized by FW the use of a subcontractor does not relieve the Contractor of liability under
the contract C The Contractor at its sole expense shall be responsible for damage to FW and non-FW property as a result of its
failure or its subcontractorrsquos failure to protect such facilities and utilities
D The Contractor at its sole expense shall immediately repair or replace FW property damaged by (or caused by) the
Contractor or its Subcontractor(s) Replacements will be of equal or better quality than the property damaged
property and all such work must be approved by FW Project Manager
610 Ethics in Public Contracting
Contractor hereby certifies that it has familiarized itself with Article 4 of Title 11 of the Virginia Public Procurement
Act Section 11-72 through 80 Virginia Code Annotated and that all amounts received by it pursuant to a contract
resulting from this solicitation are proper and in accordance therewith
611 Examination of Records
Bidder agrees that in any resulting contract either FW or its duly authorized representative shall have access to and the
right to examine and copy any directly pertinent books documents papers and records of the Contractor involving
transactions related to any resulting contract This obligation shall expire five years after the final payment for the final service performed as a result of any and all contract(s) awarded pursuant to this solicitation or until audited by FW
whichever is sooner Contractor will provide reasonable access to any and all necessary documents and upon demand
IFB 21-054
Electric Motor Repairs
27
provide copies of documents if so required by FW or its representative(s) FW will reimburse the Contractor for any
reasonable expenses it incurs as a result of such a request
612 Governing Law Venue Waiver of Jury Trial
Notwithstanding any provision to the contrary this solicitation and any resulting contract shall be governed in all
respects by the laws of the Commonwealth of Virginia Any dispute arising hereunder which is not otherwise resolved
by the parties shall be resolved by a court of competent jurisdiction in the Commonwealth of Virginia The Contractor
and FW hereby waive any right such party may have to a trial by jury in connection with any such litigation
613 Indemnification and Responsibility for Claims and Liability
With respect to any contract that results from this solicitation Bidder is bound by the following
A The Contractor shall indemnify save harmless and defend FW or any employee of FW against liability for any
suits actions or claims of any character whatsoever arising from or relating to the performance of the Contractor
or its subcontractors under this contract
B FW has no obligation to provide legal counsel or defense or pay attorneys fees to the Contractor or its
subcontractors in the event that a suit or action of any character is brought by any person not party to the contract
against the Contractor or its subcontractors as a result of or relating to the Contractors obligations under this
contract
C FW has no obligation for the payment of any judgments or the settlement of any claims against the Contractor or
its subcontractors as a result of or relating to the Contractors obligations under this contract
D The Contractor shall immediately notify FW of any claim or suit made or filed against the Contractor or its
subcontractors regarding any matter resulting from or related to the Contractors obligations under the contract If
such a claim or suit is brought the Contractor will cooperate assist and consult with FW in the defense or
investigation of any suit or action made or filed against FW as a result of or relating to the Contractors performance
under this contract
E The Contractor shall pay all royalties and license fees necessary for performance of the contract The Contractor
shall defend all suits or claims for infringement of any patent rights or other proprietary rights arising from or related to performance of the resulting contract and shall save FW harmless from any loss including Attorneysrsquo fees arising
out of any such claim
614 Insurance
A In addition to the mandatory insurance requirements listed in this Section and at the request of FW any Bidder may
be required to provide a list of all insurance claims made against it within the past 36 months FW reserves the right
to reject any bid if in FWrsquos opinion the amount or number of claims is deemed to be excessive A Bidderrsquos failure
to comply with this requirement may result in rejection of its bid If no claims have been made then the Bidder shall so state in its bid Fairfax Water may require such information from the Contractor as it deems necessary to assess
the Contractorrsquos financial ability to pay any deductibles with respect to the insurance policies required hereunder
B Before commencing the work the Contractor shall procure and maintain at its own expense minimum insurance in
forms and with insurance companies acceptable to FW to cover loss or liability arising out of the Work All
insurance policies must be underwritten by insurers authorized to conduct business within the Commonwealth of
Virginia and must have a Bests rating of at least A- and a financial size of class VIII or better in the latest edition
of Bests Insurance Reports
C The Contractor shall immediately notify FW of any claim or suit made or filed against the Contractor or its
subcontractors regarding any matter resulting from or related to the Contractors obligations under the contract If such a claim or suit is brought the Contractor will cooperate assist and consult with FW in the defense or
IFB 21-054
Electric Motor Repairs
28
investigation of any suit or action made or filed against FW as a result of or relating to the Contractors performance
under this contract
D With the exception of Workersrsquo Compensation and Employersrsquo Liability Insurance all additional insurance policies
specified herein shall name FW as an additional insured with regard to work performed under any subsequent Contract
E The Contractor will provide FW with copies of certificates of insurance coverage and proof of payment of all
premiums Each certificate of insurance must include (a) an endorsement from the insurer that certifies that the
Contractor maintains the referenced policy in full force and effect (b) where applicable a statement indicating that
FW is included as an additional insured and (c) a provision requiring that not less than 30 days written notice will
be given to FW before any policy or coverage is canceled or modified in any material respect Without limiting the
requirements set forth above the insurance coverages will include a minimum of
1 Workers Compensation and Employers Liability Insurance Statutory requirements and benefits as required
by the Commonwealth of Virginia and 2 Required Commercial General Liability Insurance This insurance must be written on an occurrence basis
and shall be endorsed to include FW as an additional insured and shall provide at a minimum the following
General Aggregate Limit $1000000
(Other than Products-Completed Operations)
Products-Completed Operations Aggregate Limit $ 500000
Personal amp Advertising Injury Limit $ 500000
Each Occurrence Limit $ 500000
For Construction Contracts
Directors amp Officers ndash Errors amp Omissions $2000000
F Business Automobile Liability Insurance This insurance coverage must extend to any motor vehicles or other
motorized equipment regardless of whether it is owned hired or non-owned and must cover Bodily Injury and
Property Damage with a combined single limit of at least $1000000 each accident This insurance must be written
in comprehensive form and must protect the Contractor and FW against claims for injuries to members of the public
andor damage to the property of others arising from the Contractorrsquos use of motor vehicles or other equipment and
must cover both on-site and off-site operations
G Nothing contained herein will be deemed to operate as a waiver of FWrsquos sovereign immunity under the law
615 No Waiver or Estoppel
Neither the inspection by FW nor any of its employees nor any payment of money nor payment for nor acceptance of
any Commodity by FW nor any extension of time shall operate as a waiver of any provision of this Contract or of any
power herein reserved to the Owner or of any right to damage herein provided No waiver of any breach of this Contract
shall be held to be a waiver of any other subsequent breach All remedies provided in this Contract to FW shall be
construed as cumulative and shall be in addition to each and every other remedy herein provided Neither FW nor any
officer employee or authorized representative of FW will be bound precluded or estopped by any action
determination decision acceptance return certificate or payment made or given under or in connection with the
Contract by any officer employee or authorized representative of the Owner at any time either before or after final
completion and acceptance of the Work and payment therefore from (a) showing the true and correct classification amount quality or character of the Commodities delivered or that any determination decision acceptance return
certificate or payment was incorrect or was improperly made in any respect or that the Commodities or any part thereof
do not in fact conform to the requirements of the Contract (b) demanding and recovering from the Contractor any
overpayment made to the Contractor or such damages as FW may sustain by reason of the Contractorrsquos failure to comply
with the requirements of the Contract or (c) both of the foregoing clauses (a) and (b)
616 Partial Invalidity
IFB 21-054
Electric Motor Repairs
29
Neither any payment for nor acceptance of the whole or any part of the services by FW nor any extension of time
shall operate as a waiver of any provision of any Contract resulting from this IFB nor of any power herein reserved to
FW or any right to damages herein provided nor shall any waiver of any breach of any Contract be held to be a waiver
of any other or subsequent breach Failure of FW to require compliance with any term or condition of any Contract shall
not be deemed a waiver of such term or condition or a waiver of the subsequent enforcement thereof
617 Payment Clauses Required in All Contracts
Section sect 22-4352 of the Virginia Public Procurement Act requires the following
A That any contract awarded by FW include the following clauses
1 The Contractor shall take one of the two following actions within seven days after receipt of amounts paid to the contractor by FW for work performed by any subcontractor(s) under the contract
a The Contractor shall pay its subcontractor(s) for the proportionate share of the total payment received from
FW attributable to the work performed by the subcontractor under that contract or
b Notify FW and any subcontractor(s) in writing of his intention to withhold all or a part of the
subcontractors payment with the reason for nonpayment
2 Bidders shall include in their offer submissions either (i) if an individual contractor their social security
numbers and (ii) proprietorships partnerships and corporations to provide their federal employer identification
numbers
3 The contractor shall pay interest to the subcontractor(s) on all amounts owed by the Contractor that remain
unpaid after seven days following receipt by the Contractor of payment from FW for work performed by the
subcontractor under the contract except for amounts withheld as allowed in subdivision 1
4 Unless otherwise provided under the terms of this contract interest shall accrue at the rate of one percent per
month
B The contractor shall include in each of its subcontracts a provision requiring each subcontractor to include or
otherwise be subject to the same payment and interest requirements with respect to each lower-tier subcontractor
C A contractors obligation to pay an interest charge to a subcontractor pursuant to the payment clause in this section
shall not be construed to be an obligation of FW A contract modification shall not be made for the purpose of
providing reimbursement for the interest charge A cost reimbursement claim shall not include any amount for
reimbursement for the interest charge
618 Payment
A Invoices All invoices shall be submitted directly to the FW Accounts Payable department by mail fax or e-mail
Invoices shall include the FW Purchase Order and the Contractorrsquos FEIN Invoices are not to be sent to the contract
Project Manager or other departmental reps Failure to comply may result in late payments for which FW will not
be liable
B Terms All payments will be Net 30 from the date of receipt of a valid invoice at FW Finance Department Payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery
whichever occurs last This shall not affect offers of discounts for payment in less than 30 days however
C Partial Payments Requests for partial payments or advanced payments must be submitted as part of the Price Bid
along with a justification FW reserves the right to accept reject or negotiate requests for partial payments If the
request is rejected the Bidder must waive the requirement in order to remain in consideration
D Refunds If the Contractor is declared to be in default FW will be eligible for a full and immediate refund for all
payments made to the Contractor Partial Payments Requests for partial payments or advanced payments must be
submitted as part of the Price Offer along with a justification FW reserves the right to accept reject or negotiate
requests for partial payments If the request is rejected the Bidder must waive the requirement in order to remain
in consideration
IFB 21-054
Electric Motor Repairs
30
E Unreasonable Charges Under certain emergency procurements and for most time and material purchases final job
costs cannot be accurately determined at the time orders are placed In such cases final payment is contingent on
a determination of reasonableness with respect to all invoiced charges Charges that appear to be unreasonable will
be researched and challenged and that portion of the invoice held in abeyance until a settlement can be reached Upon determining that invoiced charges are not reasonable FW shall promptly notify the Contractor in writing as
to those charges that it considers unreasonable and the basis for the determination
619 Price Firm Period
Bid pricing shall be firm fixed as originally offered and accepted for the first 12 months of the contract
620 Rider Clause
Subject to the mutual agreement between the parties any contract awarded on the basis of this solicitation may be used
by any public entity (to include jurisdictions comprising the Metropolitan Washington Council of Governments) to
enter into a contract for the services described and defined herein For single purchases the contract may be used for
up to 12 months from the actual date of contract award For multi-year contracts the contract may be used throughout
the effective period of the contract Contracts awarded as a result of this solicitation will be subject to these terms and
conditions andor such terms and conditions as may be required by the controlling body for the public agency using the
contract Pricing shall be as offered by the successful Offeror and subsequently accepted by FW
621 Taxes
FW is exempt from Federal Excise Taxes Virginia State Sales and Use Taxes and the District of Columbia Sales Taxes
and Transportation Taxes FWs tax identification number is 54-6025290
622 Termination of Contract
A For Cause In the event that the Contractor (1) fails to deliver any Commodity or Service in accordance with the
time period established therefore in the Contract or (2) fails to furnish any Commodity or Service which conforms
in all respects to the requirements of the Contract then FW without prejudice to any other rights or remedies it may
have at law or in equity (including its right to seek damages from the Contractor) shall have the right to terminate
the Contract and any outstanding Purchase Orders by issuing a written notice of termination to the Contractor Such
notice of termination shall describe in reasonable detail the grounds for the termination and shall take effect
immediately upon receipt by the Contractor
If after issuance of a notice of termination under this Section it is determined for any reason that cause for such
termination did not exist then the rights and obligations of the parties shall be the same as if the notice of termination
had been delivered under the provisions of subsection B (termination for convenience) hereof provided however that the Contractor in such event shall be deemed to have received seven days prior written notice of such
termination Any compensation due the Contractor pursuant to subsection B shall be offset by the cost to FW of
remedying the default by the Contractor The Contractor shall in no event be entitled to receive any consequential
damages or any anticipated profits with respect to Commodities not yet furnished to and accepted by FW as of the
effective date of any such termination
B For Convenience FW shall have the right to terminate the Contract andor any outstanding Purchase Orders issued
hereunder at its own convenience for any reason by giving seven business days prior written notice of termination
to the Contractor In such event the Contractor shall be paid an amount equal to the actual cost of any Commodity
delivered to and accepted by FW and the actual cost of any equipment goods or materials ordered by the Contractor
hereunder in good faith which could not be canceled less the salvage value thereof provided sufficient
substantiation is furnished to FW Any subcontract entered into by the Contractor in connection with the transactions contemplated hereby shall contain a similar termination provision for the benefit of the Contractor and
FW The Contractor shall in no event be entitled to receive anticipated profits on any Commodities not yet furnished
to and accepted by FW as of the effective date of any such termination
IFB 21-054
Electric Motor Repairs
31
623 Virginia Freedom of Information Act
Except as provided herein all proceedings records contracts and other public records relating to procurement
transactions shall be open to the inspection of any citizen any interested person firm or corporation in accordance with
the Virginia Freedom of Information Act
624 Faith-Based Organizations
FW does not discriminate against faith-based organizations
625 Immigration Reform and Control Act of 1986
By entering this Contract the Contractor certifies that it does not and will not during the performance of this Contract
violate the provisions of the Federal Immigration Reform and Control Act of 1986 which prohibits employment of
illegal aliens
626 Severability
In the event that any provision shall be adjudged or decreed to be invalid by a court of competent jurisdiction such ruling
shall not invalidate the entire Agreement but shall pertain only to the provision in question and the remaining provisions shall
continue to be valid binding and in full force and effect
627 Licensure
To the extent required by the Commonwealth of Virginia (see eg 541-1100 et seq of the Code of Virginia) or FW the
Contractor shall be duly licensed to provide the goods and services required to be delivered pursuant to this Contract
628 Authority to Transact Business in Virginia
A Contractor organized as a stock or nonstock corporation limited liability company business trust or limited partnership
or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a
domestic or foreign business entity if so required by Title 131 or Title 50 of the Code of Virginia or as otherwise required
by law Any business entity described herein that enters into a Contract with FW pursuant to the Virginia Public Procurement
Act 22-4300 et seq shall not allow its existence to lapse or its certificate of authority or registration to transact business in
the Commonwealth if so required under Title 131 or Title 50 of the Code of Virginia to be revoked or cancelled at any time during the term of the Contract FW may void any Contract with a business entity if the business entity fails to remain in
compliance with the provisions of this section
629 Drug-free Workplace to be Maintained by Contractor
During the performance of this contract the contractor agrees to (i) provide a drug-free workplace for the contractors
employees (ii) post in conspicuous places available to employees and applicants for employment a statement notifying
employees that the unlawful manufacture sale distribution dispensation possession or use of a controlled substance or
marijuana is prohibited in the contractors workplace and specifying the actions that will be taken against employees for violations of such prohibition (iii) state in all solicitations or advertisements for employees placed by or on behalf of the
contractor that the contractor maintains a drug-free workplace and (iv) include the provisions of the foregoing clauses in
every subcontract or purchase order of over $10000 so that the provisions will be binding upon each subcontractor or vendor
630 Employment Discrimination by Contractor Prohibited Required Contract Provisions
The following provision is required to be in every contract of more than $10000 (Virginia Public Procurement Act sect 22-
4311)
A During the performance of any ensuing contract the Contractor agrees as follows
IFB 21-054
Electric Motor Repairs
32
1 The contractor will not discriminate against any employee or applicant for employment because of race
religion color sex national origin age disability or other basis prohibited by state law relating to
discrimination in employment except where there is a bona fide occupational qualification reasonably
necessary to the normal operation of the contractor The contractor agrees to post in conspicuous places
available to employees and applicants for employment notices setting forth the provisions of this nondiscrimination clause
2 The contractor in all solicitations or advertisements for employees placed by or on behalf of the contractor
will state that such contractor is an equal opportunity employer
3 Notices advertisements and solicitations placed in accordance with federal law rule or regulation shall be
deemed sufficient for the purpose of meeting the requirements of this section
B The contractor will include the provisions of the foregoing paragraphs 1 2 and 3 in every subcontract or purchase
order of over $10000 so that the provisions will be binding upon each subcontractor or vendor
631 Counterparts
This Contract and any amendments or renewals hereto may be executed in a number of counterparts and each
counterpart signature when taken with the other counterpart signatures is treated as if executed upon one original of
this Contract or any amendment or renewal A signature by any party to this Contract provided by facsimile or
electronic mail is binding upon that party as if it were the original
632 Survival of Terms
Upon discharge of this Agreement Sections (Notice Hold Harmless Warranties Governing LawForum Contractual
Disputes) of these Terms and Conditions continue and survive in full force and effect
633 Non-Waiver
No waiver of any provision of this Agreement shall constitute a waiver of any other provision nor shall any waiver of this Agreement constitute a continuing waiver unless otherwise expressly provided
634 Contractual Disputes
A Contractual claims whether for money or for other relief will be submitted in writing not later than 60 days after
final payment provided however that written notice of the Contractorrsquos intention to file such claim must
1 Be delivered to the attention of FWrsquos Procurement Representative assigned to this contract not later than five
days after the occurrence or of the beginning of the Work upon which the claim is based and
2 Contain a reasonably detailed description of the basis of the claim otherwise the claim will be deemed to have been waived FW will make a written decision upon any such claim within 60 days after submittal of the claim
The Contractor will not institute legal action prior to receipt of FWrsquos decision on the claim unless FW fails to
render such decision within 90 days after submittal of the claim The decision of FW will be final unless the
Contractor initiates legal action as provided in Section 22-4364 of the Virginia Code Failure of FW to render
a decision within 90 days will not result in the Contractor being awarded the relief claimed nor will it result in
any other relief or penalty The sole result of FWrsquos failure to render a decision within the time allotted will be
the Contractorrsquos right to immediately institute legal action No administrative appeals procedure pursuant to
Section 22-4365 of the Virginia Code has been established for contractual claims under this Agreement
B No claim of any nature will be made against FW by or on behalf of a subcontractor unless the Consultant has first
(a) evaluated such claim thoroughly and determined it to be meritorious (b) issued a written notice to the
subcontractor finding the subcontractorrsquos claim to be meritorious and setting forth any additional compensation or additional days to be paid or granted to the subcontractor on account of such claim and (c) paid the subcontractor
in full for such claim In presenting such a claim the Consultant will provide FW with a copy of the written notice
to the subcontractor and with evidence of payment in full of the subcontractorrsquos claim No such claim will exceed
the amount actually paid to the subcontractor
IFB 21-054
Electric Motor Repairs
33
ATTACHMENT 1
BID SUBMISSION FORM
COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE E-MAIL
FAX FED ID
VIRGINA STATE CORPORATION COMMISSION (SCC) REGISTRATION INFORMATION
The bidder
1048709 is a corporation or other business entity with the following SCC identification number
-OR-
1048709 is not a corporation limited liability company limited partnership registered limited liability partnership or business trust
-OR-
1048709 is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees agents offices facilities or inventories in Virginia (not counting any employees or agents in Virginia
who merely solicit orders that require acceptance outside Virginia before they become contracts and not counting any
incidental presence of the offeror in Virginia that is needed in order to assemble maintain and repair goods in accordance with
the contracts by which such goods were sold and shipped into Virginia from offerorrsquos out-of-state location) -OR-
1048709 is an out-of-state business entity that is including with this proposal an opinion of legal counsel which accurately and
completely discloses the undersigned offerorrsquos current contacts with Virginia and describes why those contacts do not constitute
the transaction of business in Virginia within the meaning of sect 131-757 or other similar provisions in Titles 131 or 50 of the
Code of Virginia
1048709 Please check this box if you have not completed any of the foregoing options but currently have pending before the SCC an
application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number once issued (Fairfax Water reserves the right to determine in its sole discretion
whether to allow such waiver)
IFB 21-054
Electric Motor Repairs
34
COMPANY
PART 1 ndash Hypothetical Electric Motor Repair Pricing
Repair scenarios immediately follow the signature section of the Bid Submission Form See Section 56 of the
solicitation for detailed instructions on how to complete the Bid Form and on how to bid the hypothetical repair scenarios To be deemed responsive and eligible for contract award the Bidder shall bid on all four scenarios and
shall include the separate price for each scenario in their Bid Submission Packet
HYPOTHETICAL REPAIR PRICING SCHEDULE
Repair 1A
Foxmill Pumping Station Pump Motor 5 Motor Evaluation Report Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1A $_______________________
Repair 1B
Corbalis Treatment Plant Finished Water P1 Inboard Bearing Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1B $_______________________
Repair 1C
Corbalis Plate Settler Feed Pump 2 ndash Motor Evaluation Report Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1C $_______________________
Repair 1D
Griffith Finished Water Pumping Station Pump Motor 3 Motor Evaluation Report
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1D $_______________________
PART 1 HYPOTHETICAL REPAIRS 1A ndash 1D TOTAL COST $_______________________
IFB 21-054
Electric Motor Repairs
35
COMPANY
PART 2 Discounts Offered by Motor Horse Power
1 Discount off Vaughenrsquos Guide for motors greater than 60 hp up to 600 hp (includes all makes amp
models AC amp DC high amp low voltage high amp low RPM single amp three phase)
2 Discount off Vaughenrsquos Guide for motors greater than 600 hp (includes all makes amp models AC amp
DC high amp low voltage high amp low RPM single amp three phase)
Date of Vaughenrsquos Pricing Guide
PART 3 Labor Rates
Labor rates bid in this section shall directly correlate to the labor rates quoted in Part 1 and shall include
all direct and indirect overhead costs including but not limited to travel to and from the jobsite general
and administrative costs etc Labor rates will only be paid on the basis of time at the FW job site or as
documented for work done at the ManufacturerrsquosContractorrsquos site
3 FW Onsite Labor ndash Regular Time (MondayndashFriday 730 am through 500 pm) $___________hour
4 FW Onsite Labor-Overtime $___________hour (Monday-Friday 500 pm through 730 am weekends and holidays)
5 In Shop Labor ndash Regular Time (MondayndashFriday 730 am through 500 pm) $___________hour
6 In Shop Labor ndash Overtime $___________hour
(Monday-Friday 500 pm through 730 am weekends and holidays)
PART 4 Contact Person
List a contact personrsquos name and telephone number for normal FW working hours 730 amndash500 pm
Monday-Friday Answering machines are unacceptable as a point of contact For emergency calls outside
normal FW working hours (nights andor weekends) list a contact personrsquos name and telephone number
or have a voice mail paging system or answering service Bidders using a voice mail paging system or
answering service in lieu of a contact person shall be required to initiate a call back to the sender within
(30) thirty minutes
IFB 21-054
Electric Motor Repairs
36
COMPANY
Type of answering system used by your firm (check one)
Voice Mail Paging System Answering Service
Contact for Normal Working Hours
Name(s) __________________________________________
__________________________________________
Telephone __________________________________________
__________________________________________
Contact for Emergency Calls (outside normal FW working hours)
Name(s) __________________________________________
__________________________________________
Telephone __________________________________________
__________________________________________
PART 5 Repair Facility Capabilities
Please check the following for Repair Facility capabilities
Facility capable of performing all balance work (no subcontracting)
Facility capable of starting 3 phase 4160 volt 3050 HP vertical motor
Facility capable of starting 3 phase 4160 volt 1800 HP horizontal motor
Facility allows for Owner personnel to safely witness testing
Repair Facility Address
IFB 21-054
Electric Motor Repairs
37
Submittals to be included in Bid Packet
1 Attachment 2 ndash Bidder Reference Form
2 Subcontractor List with Subcontractor References if applicable
3 Attachment 9 IRS Form W-9
4 Acknowledgement Page(s) for all Addendum if applicable
bull PAYMENT TERMS FWrsquos minimum payment term is Net 30 days All
bids will be interpreted as Net 30 unless otherwise specified herein By submitting an offer to sell in
response to this solicitation all bidders acknowledge and agree to this requirement
By my signature I certify that I am acting as an agent or in the case of an LLP the Partner or Managing
Partner for the firm identified on this Bid Submission Form and that I am fully authorized to bind the
firm to the specifications terms and conditions of this solicitation as well as any addenda thereto
Company Name
Signature Printed Name
Title Date
[HYPOTHETICHAL REPAIR SCENARIOS IMMEDIATELY FOLLOW THIS PAGE]
IFB 21-054
Electric Motor Repairs
38
BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1A FOXMILL PUMPING STATION PUMP MOTOR 5 SERVICE Reason for Service Motor Evaluation Report
Motor Description General Electric Model 5kb3396448501 Sn Wwh-283004190 Type (Kv) Induction Custom-8000 Vertical Motor 70000 Hp 3 Phase 60 Hertz 4000 Volts Frame 8339p30 887 Rpm 1 Pick up motor from the Foxmill Pump Station Herndon
2 Check all mechanical tolerances and fits using precision measurement tools and provide report highlight any
out of tolerance measurements 3 Check out electrical components using electrical test methods Meggar Surge Pi And Hi Pot 4 Dynamically balance rotors in the presence of the FW representative 5 Clean and degrease motor components 6 Reassemble unit and perform motor testing and final report 7 Ship unit to FW Foxmill PS 8 Provide 1 Year Warranty
CONTINUES ON NEXT PAGE
FOXMILL 5 SAP 350261
MFR GENERAL ELECTRIC
SN WWH-283004189
FRAME 8339P30 TYPE INDUCTION PH 3
DISGN CODE HP 700 VOLTS 4000
HZ 60 RPM 887 AMPS 920 RISE 30deg
B
DUTY Cont CLASS INS F AMPS
Y
TEMP AMB 40deg SF
ENCLOSURE TEWAC
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
550
IFB 21-054
Electric Motor Repairs
39
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1A ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
40
COMPANY BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1B CORBALIS FINISHED WATER P1 MOTOR SERVICE Reason for Service Inboard Bearing
Motor Description Horizontal Motor 1750 Horsepower 3 Phase 60 Hertz 900 Rpm 4000 Volts 21120-17 Frame Ideal Electric Serial 981097-01 Synchronous 1 Pick up motor from Corbalis Water Treatment Plant Herndon
2 Check all mechanical tolerances and fits using precision measurement tools and provide report highlight any
out of tolerance measurements
3 Check out electrical components using electrical test methods Meggar Surge Pi and Hi pot
4 Dynamically balance rotors in the presence of the FW representative
5 Clean and degrease motor components
6 Reassemble unit and perform motor testing and final report
7 Ship unit to FW Corbalis Water Treatment Plant
8 Provide 1 Year Warranty
CONTINUES ON NEXT PAGE
FW 1 SAP 350109
MFR IDEAL ELECTRIC
SN 981097-01 FRAME 21120-17 TYPE SMB PH 3
DISGN CODE HP 1750 VOLTS 4000
HZ 60 RPM 900 AMPS 195 RISE 85deg
B DET
DUTY CONT CLASS INS F AMPS
Y
TEMP AMB 40deg SF 15 ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
41
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1B ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
42
COMPANY BID SUBMISSION PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1C
CORBALIS PLATE SETTLER FEED PUMP 2 FLYGHT MOTOR Reason for Service Motor Evaluation Report Service
Motor Description FLYGT 45kW-60hp RPM 1170 Volts 460 AMPS 73 Model CP3300091-0258 Serial 3300091-0720003 1 Pick Up motor from the Corbalis Water Treatment Plant Herndon
2 Inspect test run and disassemble
3 Perform electrical test and mechanical checks
4 Clean and bake
5 Rewind stator install thermal protectors VPI in Epoxy Resin
6 Fabricate new SS shaft
7 Balance rotor and impeller in the presence of FW representative
8 Replace lower bearing housing and install new bearings and new mechanical seals
9 Replace o-rings and gaskets Replace lifting chain (SS Grade)
10 Install new stationary and rotating wear rings replace retaining rings
11 Replace hardware reassemble unit and perform motor testing and final report
12 Paint
CONTINUES ON NEXT PAGE
Plate Settler Feed Pump 2 SAP 360128
MFR FLYGHT
SN 3300091-0720003
FRAME TYPE
PH
DISGN CODE HP 60 VOLTS 460
HZ
RPM 1170 AMPS 73 RISE
B
DUTY
CLASS INS
AMPS
Y
TEMP AMB
SF
ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
43
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1C ndash CONTINUED
13 Ship unit to FW Corbalis Water Treatment Plant
14 Provide 1 Year Warranty
15 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
44
COMPANY BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1D
GRIFFITH PUMPING STATION PUMP MOTOR 3 SERVICE Reason for Service Motor Evaluation Report Motor has excessive clearance in lower guide bearing Lower Guide bearing is NU style bearing Bearing Skidding is present in Bearing
Motor Description Vertical Motor Type MIBA-V TEWAC 720 RPM 1800 HP 3 Phase 60 Hz 4000 Volts 1 Pick Up motor from Griffith Pump Station Lorton
2 Check All Mechanical Tolerances Fits Using Precision Measurement Tools And Provide Report Hi Lite Any Out
Of Tolerance Measurements 3 Check Out Electrical Components Using Electrical Test Methods Meggar Surge Pi And Hi Pot
4 Dynamically Balance Rotors with FW Rep Present At API 610 4WN
5 Clean And Degrease Motor Components
6 Reassemble Unit and Perform Motor Testing and vibration analysis with FW rep present and provide Final Report
7 Ship Unit to FW Griffith PS
8 Provide 2 Year Warranty
CONTINUES ON NEXT PAGE
FWP3 MFR IDEAL
SN 001077-03 FRAME TYPE IMV PH 3
DISGN CODE HP 1800 VOLTS 4000
HZ 60 RPM 715 AMPS 238 RISE 80 C B RES
DUTY CONT CLASS INS F AMPS 274 105 C
Y RES
TEMP AMB 40 C SF 115 ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
45
COMPANY
BID SUBMISSION PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1D ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
46
ATTACHMENT 2
REFERENCES
BIDDERrsquoS NAME
1 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
2 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
3 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
IFB 21-054
Electric Motor Repairs
47
ATTACHMENT 2
REFERENCES CONTINUED
BIDDERS NAME ______________________________
4 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
5 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
IFB 21-054
Electric Motor Repairs
48
ATTACHMENT 3 OPERATING DATA SHEET
ISSUED TO DATE ISSUED Fairfax Water Work Order FW Electrical Supervisor Phone Conditioned Based Maintenance Supervisor Phone Return date requested A Equipment Specifications
1 Equipment Name
2 SAP ID Number
3 Manufacturer
4 Serial Number
5 Horsepower
6 Voltage B Work Requested
1 Reconditioning and Testing
2 Rewind
3 Other (describe) C If motor failure is involved state conditions under which failure occurred D Special Insulation Requirements
1 Moisture
2 Abrasion E Type of Housing Paint and Color
Paint furnished by customer Yes No
IFB 21-054
Electric Motor Repairs
49
ATTACHMENT 4
INSPECTION DATA SHEET ndashPAGE 1 OF 2 Company Performing Work Motor SN SAP ID A Initial Inspection and Tests
1 Insulation Resistance
Voltage Applied v Ambient Temp oC Machine Temp oC
1 min 10 min PI A to GND
B to GND
C to GND
2 Surge Test Test Voltagehelliphelliphellip V Pass ___ Fail ___ 3 Growler Test Pass ___ Fail ___ 4 Motor Shaft Run out In
5 Rotor Endplay In
6 Shaft Diameter In
B Disassembly
1 End Bells Marked
2 Fan Orientation Marked C Component Inspection
1 General Condition of Rotor (include probable cause of major damage)
a Rotor Iron
b Rotor Windings Rotor bars
c Retaining Rings
IFB 21-054
Electric Motor Repairs
50
ATTACHMENT 4 INSPECTION DATA SHEET ndashPAGE 2 OF 2
Company Performing Work Motor SN SAP ID
2 General Condition of Stator (include probable cause of major damage)
a Stator Iron b End Lacings and Support systems
c Wedges
d Windings
e RTDThermocouple Condition
3 General Condition of Shaft Keyways
4 General Condition of Bearings
5 General Condition of Motor Housing
6 Other
7 Core loss preceding winding removal watts
8 Core loss following winding removal watts
9 Recommended Repairs Signature Printed Name Title Date
IFB 21-054
Electric Motor Repairs
51
ATTACHMENT 5 Page 1 of 5
WORK PERFORMED DATA SHEET Company Performing Work Motor SN SAP ID A Describe work performed on rotor B Describe work performed on stator C Describe work performed on shaft D Describe work performed on bearings
Replaced bearings Yes No Manufacturer Type Code
E Other F Was motor vacuum-pressure impregnated Yes No
Resin used
Number of VPI and bake cycles G Was motor treated for abrasion protection Yes No
Treatment used
IFB 21-054
Electric Motor Repairs
52
ATTACHMENT 5 Page 2 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID H Varnish used for non-VPI applications
Number of dip and bake cycles I Final Tests
1 Insulation Resistance
Voltage Applied v Ambient Temp oC Machine Temp oC
1 min 10 min PI
A to GND
B to GND
C to GND
2 Phase Balance
Voltage Applied Vac A amps B amps C amps
3 High Potential Applied Leakage Time
Phase Voltage Current Duration
A
B
C
OR (if cant be separated)
ALL
IFB 21-054
Electric Motor Repairs
53
ATTACHMENT 5 Page 3 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
4 Winding Resistance
A-B milliohms A-N milliohms
B-C milliohms OR B-N milliohms C-A milliohms C-N milliohms
5 Dynamic Balance
RPM Vibration DE ODE Initial Final
6 No-Load Run
Phase Bearing Current Temperature Vibration_________
Ia Ib Ic Inboard Outboard RPM Inboard Outboard
15 Min 30 Min 45 Min
60 Min Acceleration time (Seconds) Peak starting current (Amper) ( IFL)
7 Miscellaneous
Direction of Rotation Viewed from End
End Play (Sleeve Bearing Only) in
IFB 21-054
Electric Motor Repairs
54
ATTACHMENT 5 Page 4 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
Inboard Bearing Journal Dia in
Inboard Bearing ID in
Outboard Bearing Journal Dia in
Outboard Bearing ID in
8 High FrequencySurge Comparison Tests (New Coils Only)
Voltage Applied v
Results
9 Air Gap Measurements
A minimum of sixteen (16) readings should be taken from each end using the following method
1 Mark position on stator at 12 oclock 3 oclock 6 oclock and 9 oclock 2 Mark position on rotor at 12 oclock 3 Take air gap readings at 12 3 6 and 9 from both ends pinion end (DE) opposite end (ODE)
Record readings [Eight (8) readings] 4 Rotate rotor to 3 oclock position 5 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings [Eight (8)
readings] 6 Rotate rotor to 6 oclock position 7 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings [Eight (8)
readings] 8 Rotate rotor to 9 oclock position 9 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings (Eight (8)
readings) 10 Calculate average readings and overall average air gap The acceptable tolerance between
average readings and the overall average gap is plusmn5
IFB 21-054
Electric Motor Repairs
55
ATTACHMENT 5 Page 5 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
DRIVE END
OPPOSITE DRIVE END
IFB 21-054
Electric Motor Repairs
56
ATTACHMENT 6 WAIVER OF SPECIFICATIONRELEASE OF HOLD POINT
Company Requesting Waiver of SpecificationRelease of Hold Point Person Making RequestDate Contact Info FW Equipment Name FW SAP EQUIPMENT Number Manufacturer Serial Number Horsepower Voltage Request for Waiver of Specification
Request for Release of Hold Point
Item Description FW Authorized Action APPROVED BY Printed Name and Title Date
IFB 21-054
Electric Motor Repairs
57
ATTACHMENT 7
RECOMMENDED CLEARANCES SLEEVE BEARINGS
ROUND BORES ONLY Company Performing Work Motor SN SAP ID Shaft Size Clearance for Clearance for Journal Diameter Horizontal Shaft Vertical Shaft (In inches) (In Inches) (In Inches) (In Inches) 1 004 +001 -000 004 +001 -000 2 004 +001 -000 004 +001 -000 3 006 +002 -000 006 +001 -000 4 008 +002 -000 007 +001 -000 5 010 +002 -000 007 +002 -000 6 012 +002 -000 007 +002 -000 7 014 +002 -000 007 +002 -000 8 016 +002 -000 007 +002 -000 9 018 +002 -000 007 +002 -000 10 020 +002 -000 007 +002 -000 11 020 +002 -000 007 +002 -000 12 021 +002 -000 007 +002 -000 13 021 +002 -000 007 +002 -000 14 022 +002 -000 007 +002 -000 15 022 +002 -000 008 +002 -000 16 023 +002 -000 008 +002 -000 17 023 +002 -000 008 +002 -000 18 024 +002 -000 008 +002 -000 19 024 +002 -000 008 +002 -000 20 025 +002 -000 008 +002 -000
IFB 21-054
Electric Motor Repairs
58
ATTACHMENT 8 Company Performing Work Motor SN SAP ID
DYNAMIC BALANCE CERTIFICATE
Balance Machine Model No ______________ Last Calibration Date ________ Balance Machine Serial No __________________________ Weight __________________ ldquoIn Servicerdquo Speed (RPM) ________ Balance Speed (RPM) __________________________
Certified by Printed Name and Title
Radius of permanent balance weight (in) _____________ IB _____________OB As Found Balance (ozin) _____________________IB ___________________OB As Left Balance (ozin) ______________________IB ___________________OB Calculated acceptance limit per journal (4WN) ___________IB __________OB If ozin value is not available for ldquoAs Found Balancerdquo and ldquoAs Left Balancerdquo use the mils value
Vendor _______________________________ Balance Date _________Time____ Equipment balanced __________________________________________________
IFB 21-054
Electric Motor Repairs
3
specification The Contractor shall consult with and defer to the FW Project Manager for
any deviation from this specification
42 Written Quotes and Required Documentation for all Future Work
A Written Quotes for All Future Work
1 The Contractor shall submit a written quote to the FW Project Manager within 3 business
days of receiving the electric motor in their shop The contractor may submit a written
request to extend the 3-day timeframe to the FW Project Manager The written request
shall include a verifiable reason for the delay FW reserves the right to decline the
request if the delay cannot be documented and verified
2 The written quote shall include at a minimum the following
a The complete scope of work to repair the motor
b All labor hours by type quantity unit cost and extended cost
c All materials listed by manufacturer and manufacturer part number quantity unit
cost and extended cost
d Total number of calendar days required to complete the repair after receipt of written
order to proceed
e The motor serial number and the FW Work Order Number listed on Attachment 3
f The cost of equipment rental subcontractors or any materials not included in the
Vaughenrsquos Pricing Guide needed to fulfill the requirements of the repair
g The Contractor may include written recommendations for substitutions that will
increase motor life reduce costs or reduce the delivery lead-time as separate options
on their quote Contractor shall not proceed with any proposed options without the
express written consent of FW
3 Pricing for all future repairs and parts shall be based on the Vaughenrsquos Price Guide and
the labor rates awarded In the event the Contractor must provide materials or equipment
rental not included in the pricing guide then compensation will be based on the
Contractorrsquos actual cost to supply the materials or equipment rental In these
circumstances the Contractor shall include a copy of their supplierrsquos invoice with all
invoices submitted to FW
B Operating Data Sheet (Attachment 3)
This sheet will be completed by the FW Project Manager requesting the work and will be
sent with the motor to the repair facility
C Inspection Data Sheet (Attachment 4)
This sheet shall be completed by the Contractor documenting the results of inspections and
tests performed prior to reconditioning or repair procedures Upon completion of the work
the Contractor shall distribute one copy each of this sheet to the FW Electrical Supervisor and
IFB 21-054
Electric Motor Repairs
4
the Conditioned Based Maintenance Supervisor identified on the Operating Data Sheet
(Attachment 3) that was submitted to the Contractor when work was requested
D Work Performed Data Sheet (Attachment 5)
This sheet shall be completed by the Contractor documenting the work performed Upon
completion of the work the Contractor shall distribute one copy each to the FW Electrical
Supervisor and the Conditioned Based Maintenance Supervisor identified on the Operating Data
Sheet (Attachment 3) that was submitted to the contractor when work was requested
E Waiver of SpecificationRelease of Hold Point (Attachment 6)
This sheet will be issued to the Contractor by the FW Project Manager authorizing the
Contractor to deviate from these specifications and to allow the Contractor to proceed beyond
a hold point (see Section 32 paragraph G below) Approval to deviate from the specification
or proceed beyond a hold point may be issued verbally by the FW Project Manager Whenever
a verbal authorization is issued to the Contractor the ldquoWaiver of SpecificationRelease Hold
Pointrdquo sheet will be forwarded to the Contractor within five working days
F Recommended Clearances ndash Sleeve Bearings Round Bores Only (Attachment 7)
If the Contractor is re-babbitting the motor babbitt bearings the Contractor shall adhere to the
clearances shown on Attachment 7
G Dynamic Balance Certificate (Attachment 8) ndash All final balancing of the rotating element
shall be conducted in the presence of FWrsquos Condition Based Maintenance Supervisor the
FW Project Manager or their designated representative
H Hold Points
The points defined within the specification as ldquoHold Pointsrdquo are situations that warrant
individual technical evaluation as to the method of repair quality of substituted materials or
components or alternate procedures other than as specified herein Should such situations
develop during the progress of the work no further work shall proceed without consent of the
FW Project Manager
43 Technical Specification
A Motor Reconditioning
1 The routine reconditioning of a motor shall consist only of the following steps
a Initial inspection and tests
b Disassembly
c Component inspection
d Cleaning and baking
e Varnish treatment and bake cycle
f Reassembly and testing
IFB 21-054
Electric Motor Repairs
5
g Painting
2 A routine reconditioning contains no major repairs Major repairs include but may not
be limited to
a Stator rewind
b Core restacking
c Lead replacement
d Securing loose rotor bars and retaining rings
e Shaft straightening
f Bearing repair or replacement
g Shaft journal repairs
h Exciter package repairs
MOTOR RECONDITIONING HOLD POINT
bull If at any point during a reconditioning major repairs are deemed
necessary the Ownerrsquos representative as shown on Attachment 3
(Operating Data Sheet) shall be contacted for approval (See Section
23B for major repair work specifications and procedures)
bull Data required by the Owner as a result of inspections and tests
performed during reconditioning are outlined in Attachment 5
(Inspections Data Sheet)
3 Initial Inspection and Tests
a The motor shall be subjected to an insulation resistance test with polarization index as
outlined in IEEE Std 43 (Sections 53 and 54) The insulation resistance test shall be
performed for ten minutes as follows (IEEE Std 43-2013 Table 1 and Section 53)
1) Motors up to 600 volts -use 500 VDC
2) 24 KV motors -use 2500 VDC
3) 41 KV motors -use 5000 VDC
b The polarization index shall be the ratio of the 10-minute resistance measurement and
the 1-minute measurement Insulation resistance findings must be temperature
corrected to the lsquoThermosettingrsquo value per IEEE 43 Section 63 and Figure 5 with
acceptable tolerance as found in Table 4 for further electrical testing
c Motor shaft run out shall be measured Run out measurements shall be made with a
stationary indicator and keyways shall be inspected in accordance with the method
described in ANSIEASA AR100 Section 2 and Tables 2-1 to 2-6
d Rotor end play shall be measured per IEEE Std 1068 Section 52 (incoming tests) and
ANSIEASA AR100 Section 2 (Mechanical)
IFB 21-054
Electric Motor Repairs
6
e Mounting surfaces including Rabbet fits shall be inspected per ANSIEASA AR100
Section 2 and Tables 2-8 to 2-10
4 Disassembly
a Upon completion of initial inspection and testing the motor shall be disassembled
Disassembly shall be performed per the procedure in IEEE Std 1068 Section 6 The
following precautions shall be taken prior to disassembly
1) Stencil identification and orientation on end bells- drive end (DE) and opposite
drive end (ODE)
2) Mark proper fan orientation
3) The coupling shall only be removed at the request of FW or if it is required in order
to complete disassembly of the motor The Contractor shall request approval from
the FW Project Manager prior to removing the coupling
5 Component Inspection (IEEE Std 1068 Section 62 for guidance)
a Rotor ndash The rotor shall be inspected for signs of physical damage Retaining rings shall
be checked for evidence of overheating and arcing Additionally the rotor shall be
tested for loose bars and open circuits by use of a growler or sonic test method The
rotor will be balanced prior to reassembly as per Section 43A8f Rotor inspection
and additional methods are found in ANSIEASA AR100 Section 38 and IEEE Std
1068 Section 62e) and Section 632
b Stator ndash The stator shall be inspected for evidence of insulation faults loose coils in
slots loose wedges loose ties and blocking signs of overheating and iron damage
Tightening of loose wedges loose coils blocking and repair of ties shall be performed
as needed Stator RTDrsquos thermocouples and thermistors shall be resistance or
continuity checked as needed Stator inspection shall be performed per the procedure
outlined in IEEE Std 1068 Sections 62 and 631
c Shafts ndash The shaft shall be inspected for straightness keyway condition bearing journal
and imperfections per ANSIEASA AR100 Section 2 and IEEE Std 1068 Section
6322 and additional sections as appropriate based on the construction of the rotor
SHAFT INSPECTION HOLD POINT
bull Should shaft run out exceed the following tolerances Owner
approval will be required before further action is taken
RPM Run Out
Less than 1800 0002 inch
More than 1800 0001 inch
bull Measurements shall be taken at the end of the keyway extension
Keyways shall be machined to accept key steel to an interference fit
IFB 21-054
Electric Motor Repairs
7
Journal run out and shaft imperfections shall be corrected by
welding for direct coupled machines only or by providing a new
shaft
d Bearings
1) Roller and ball bearing fits shall be measured and compared with tolerances
specified by the motor manufacturer Bearings shall be replaced with SKF brand
bearings When replacing roller bearings that require periodic greasing shielded
pre-greased bearings shall be used where possible Otherwise the bearing shall be
replaced with the same style bearing as the original (eg shielded sealed open
covered roller etc) Reference ANSIEASA AR100 Section 2 and Tables 2-13
and 2-14 for fit guidance Reference ABFMA 7 and 20 for all other tolerances
Inspection guidance and terminology are found in IEEE Std 1068 Section 62
2) No substitute bearing types will be allowed without the Ownerrsquos consent
3) No knurling peening or adhesive shall be used as a means of retaining bearings on
a shaft or housing
4) Sleeve bearings shall be re-babbitted as needed uniform in diameter smooth
internally suitably grooved for proper distribution of lubricant and fitted within
tolerances specified by the motor manufacturer If manufacturerrsquos bearing data is
not available the maximum clearance between the bore of the bearing and the
diameter of the shaft journal shall be determined by referring to Attachment 7 Re-
babbetting shall be spun-cast and adherence greater than 98
BEARINGS HOLD POINT
bull The Contractor shall report any bearing requiring repair or
replacement on the written repair quote and on the Work
Performed Sheet (Attachment 5)
e Motor Housing The motor housing and end bells shall be inspected for cracks or other
damage Reference ANSIEASA AR100 Section 2 and IEEE Std 1068 Section 62 for
guidance
6 Cleaning and Baking
a The stator shall be steam cleaned Any solvents or soaps required shall be compatible
with the motor insulation system No steel wool or similar metallic pads shall be used
for cleaning the stator windings or rotor of the motor The stator shall be baked at a
temperature of 250 degrees F ndash 300 degrees F for a period of two to three hours or
until sufficiently dry The stator shall then be cooled down to 170 degrees F ndash 150
degrees F prior to varnish treatment The oven shall be equipped with a water fire
suppression system and a temperature recording chart meter
IFB 21-054
Electric Motor Repairs
8
CLEANING AND BAKING HOLD POINT
bull Should an alternative to baking be necessary Owner approval will
be required before further action is taken
b The rotor shall be cleaned as needed with a suitable solvent and oven dried
7 Varnish Treatment and Bake Cycle (Reference IEEE Std 1068 Section 8
a Random wound stators shall be subjected to two dip and bake cycles using a polyester
or epoxy resin for rewinds and a single dip and bake for reconditioning Bake cycle
time and temperature shall be in accordance with the resin manufacturerrsquos
recommendation Resin shall be capable of Class H operation
b If moisture protection is specified on Attachment 3 the windings shall be given three
vacuum-pressure impregnation treatments for rewinds and one for reconditioning
c If abrasion protection is specified on Attachment 3 a coat of polyurethane resin or
silicone rubber shall be applied in addition to the resin treatment described in 43A7a
and 43A7b Cooling passages shall not be blocked
d Form wound stators shall be subjected to one dip and bake cycle for reconditioning and
two for rewinds as outlined in 43A7a The stator shall be inspected prior to and
immediately after dipping to ensure the cooling vents are clear
8 Reassembly and Testing
All work and final test results shall be recorded on the Work Performed Report
(Attachment 5) The following tests shall be performed on the reconditioned motor
(reference IEEE Std 1068 Section 813 for guidance on final testing with additional
tolerance guidance in ANSIEASA AR100)
a Insulation resistance ndash An insulation resistance test shall be performed as outlined in
Section 43A3a for ten minutes The acceptance value of resistance measured in
megohms corrected to 40 C shall be no less than 1 megohm per KV where KV is equal
to rating of motor in kilovolts Insulation resistance findings shall be temperature
corrected to the lsquoThermosettingrsquo value per IEEE 43 Section 63 and Figure 5 with
acceptable tolerance as found in Table 4 for further electrical testing
INSULATION RESISTANCE TESTING HOLD POINT
bull Owner shall be notified if this reading is below 10 megohms for
motors under 1000 volts and random wound motors and below 100
megohms for motors over 1000 volts and form wound motors
b Polarization Index A polarization index shall be calculated The index is the ratio of
the 10-minute insulation resistance measurement and the 1-minute measure The
IFB 21-054
Electric Motor Repairs
9
minimum acceptable PI shall be 20 when the insulation resistance is below 5000
megohms at one minute and no less than 10 over 5000 megohms at one minute
POLARIZATION INDEX HOLD POINT
bull Owner shall be notified if this reading is below 20 when the insulation resistance
is below 5000 megohms after 1 minute between 1 and 2 when the insulation
resistance is over 5000 megohms or below 10 at any time
c Phase Balance A phase balance test shall be performed at 20 rated voltage The
maximum unbalance in line currents shall be 5
d High Potential An AC high potential test shall be performed for a duration of one
minute Applied test voltage shall be as follows
1) Reconditioned coils 06 (2E+1000)vac
096(2E+1000)vac
2) New coils (2E+1000)vac
17(2E+1000)vac
Where E equals phase to phase operating voltage
e Winding Resistance Winding resistances and ambient temperature of the equipment
shall be measured and recorded Winding resistance shall be normalized to 25C per
IEEE 112 and IEEE 1068
f Dynamic Balance Rotors shall be dynamically balanced per API 610 4WN and in the
presence of the FW Condition Based Maintenance Supervisor and the FW Electrical
Supervisor or their designated representative (Note API 610 4WN is lower than ISO
19401 G 10 and is equivalent to ISO 1940 G07)
g No Load Run The motor shall be run at rated voltage non-loaded until bearing
temperatures stabilize (no change by more than 2 degrees over 20 minutes) bolted to
metal bed plate during which the following parameters shall be measured and recorded
at 10-minute intervals
1) Load Current
2) Bearing Temperature
3) Overall vibration maximum amplitude at any RPM shall be as identified in IEEE
1068 Tables 11 and 12
4) RPM
5) Rotation shall be compared with original direction
6) In addition the uncoupled acceleration time and peak starting currents shall be
recorded on the work sheet for across-the-line starts For any motor that FW
designates that is not to be started across-the-line but only by reduced voltage
means shall not be started across-the-line but shall be started for the shop tests
IFB 21-054
Electric Motor Repairs
10
using reduced voltage starters that limit the motor current to no more than 5 times
full load nameplate current
h Miscellaneous
1) Direction of rotation shall be marked on the motor and recorded
2) End play for sleeve bearing applications shall be measured and recorded
3) Bearing and bearing journal data shall be measured and recorded
4) Magnetic center shall be marked
i Surge Comparison Tests The voltage levels shall be at 2E + 1000 volts AC for the
high frequencysurge comparison test
j Air gap shall be measured and recorded at 1200 300 600 and 900 orsquoclock
positions according to the instructions given on Attachment 5
9 Painting The motor shall be painted with paint specified on Attachment 3 Shaft
extensions shall be sprayed with a preservative Reference IEEE 1068 Section 810
B Major Repair
1 In cases where major repair is necessary the Contractor shall perform the following
procedures as outlined in Section 43A1 Motor Reconditioning as well as the major
repair
a Initial inspection and tests
b Disassembly
c Component inspection
d Cleaning and baking
e Varnish treatment and bake cycle
f Reassembly and testing
g Painting
2 Data required by the Owner from results of inspections and tests performed during a major
repair is outlined on Attachment 5 Inspection Data Sheet The items listed shall apply as
the individual case dictates upon Ownerrsquos approval
3 Stator Rewind
a All winding data shall be recorded prior to stripping stator conductors ie wire size
number of turns pitch winding connections etc
b A core loss test shall be recorded on Attachment 4 Following winding removal a
second test shall be performed
IFB 21-054
Electric Motor Repairs
11
STATOR REWIND HOLD POINT
bull Should the measured core losses in watts per pound or the core loss
test exceeds 6 watts per pound at 1T when tested per IEEE Std 422
or hot spots greater than 10C or an increase of the second test
exceed those of the first the Contractor shall notify FW prior to
further repair activity
c Only if necessary the old windings shall be burned out of the stator in a burnout oven
with adequate temperature controls in order to provide uniform heating and cooling
thus preventing warping and cracking of the frame deterioration of the core plate
treatment on the laminations and impairment of the magnetic qualities of the core The
oven shall be equipped with a water fire suppression system and a temperature
recording chart meter The temperature used for roasting shall not exceed 700 degrees
Fahrenheit Additional stripping methods are found in IEEE Std 1068 Section 82
STATOR STRIPPING METHOD HOLD POINT
bull Stripping methods other than burnout oven may be applied with
Owner consent
d After the windings have been removed the stator laminations shall be thoroughly
cleaned by blowing out with compressed air and removing any foreign matter by hand
The stator slots shall be clean and free of sharp edges or particles
e Laminations shall be inspected for damage Any minor iron damage shall be corrected
by hand filing and separating laminations to eliminate shorts All burrs and rough edges
shall be corrected prior to the rewinding procedure Corrections shall be made
regardless of whether the imperfections existed originally in the stator iron or were
caused by the stripping operation
STATOR DAMAGED LAMININATIONS OR IRON
REPLACEMENT HOLD POINT
bull Should major core damage require restacking of laminations a
digital photo of the damaged area shall be submitted to the Owner
or Owner inspection will be required prior to repairing damaged
laminations or iron replacement
f The repaired stator shall be loop checked and hot spots greater than 10C shall be
corrected
g The suspected cause of iron damage shall be listed on Attachment 4
IFB 21-054
Electric Motor Repairs
12
STATOR MOTOR LEAD REPLACEMENT HOLD POINT
bull Should motor lead replacement be required FW shall be notified
prior to replacement concerning lead length designations
termination hardware etc
h The stator shall be rewound in accordance with Section 43C Winding Materials and
Insulation Requirements
i Where slot space permits coil copper size shall be increased with prior approval of
FW Electrical Supervisor when doing so will increase the motor efficiency and the
increased starting current can be accommodated by the motor controller
j Coils shall be securely tied to surge rings and adjacent coils Surge rings shall be rigid
k The stator coils shall fit in the stator iron parallel to the slot Where extra room exists
between the coil and the iron either a slot cell (if originally designed with one) or side
filler shall be used to make a more intimate fit between the coil and the iron
l The connections between coils and groups shall be horseshoed (eg U-shaped) to
permit continuous taping over all brazed joints
m The coil extensions shall be tied to one or more surge rings and shall be suitably blocked
between coils on both the inside and outside of the coil extensions
n The jumpers shall be uniformly laid and placed around the periphery of the connection
o Motors with form wound coils shall not be converted to random wound
p Tie cord used to secure the wires in the end turns shall be at a minimum 100 lb test
Dacron stranded cord
q Motor stators containing stator RTDrsquos thermocouples or thermistors shall be rewound
with devices rated the same RTDrsquos are to be 3-lead and added to old motors at a
minimum of two per phase Owner shall indicate if a greater quantity is desired When
possible the Contractor shall arrange RTDs in the same position as the original
winding or evenly spaced if unknown or new
4 Rotor Repair
ROTOR REPAIR HOLD POINT
bull Any repair activity involved with securing loose rotor bars and retaining
rings shall be brought to the attention of the Owner prior to beginning
the activity
IFB 21-054
Electric Motor Repairs
13
5 Shaft Straightening
SHAFT STRAIGHTENING HOLD POINT
bull Any shaft straightening procedure shall be brought to the attention of
the Owner prior to beginning the activity Shafts shall be straightened
by heating or jacking to meet the following run out requirements
RPM Run Out
Less than 1800 0002 in
More than 1800 0001 in
C Winding Materials and Insulation Requirements
1 Winding Materials
a Magnet wire in coils shall be copper
b Form wound coils shall not be converted to random wound
c Lacings and ties shall be made with glass cord or tape or woven Dacron tape
d Wedges fillers blocks and winding material shall be suitable for Class ldquoHrdquo operation
e Shrink tapes are not acceptable
2 Insulation Requirements
a Form Wound Coils
1) All materials in the insulation system shall be rated for Class ldquoHrdquo operation
2) Strand insulation shall consist of fiberglass Dacron-glass wrap or mica tape applied
over epoxy or polyester resins Class ldquoHrdquo enamel or Kapton applied to the wire as
dictated by the volts per turn rating of the coil Reference IEEE Std 1068 Section
853
3) Ground wall insulation shall consist of Nomexreg such as Nomex-Milar-Nomex or
Dacron-glass backed mica paper or an equivalent mica flaked tape Ground
insulation shall be compatible with epoxy or polyester resin used during vacuum-
pressure impregnation
4) Nomex or polyester glass armor tape shall be applied on the outside of the coil for
mechanical protection
5) For sealed coil applications a partially cured epoxy coated polyester or polyester
glass tape shall be applied to the outside of the coil in addition to the requirements
stated above Lead areas shall be sealed with compatible epoxy putty
IFB 21-054
Electric Motor Repairs
14
b Random Wound Coils
1) All materials in the insulation system shall be rated for Class ldquoHrdquo operation
2) Minimum thickness for stator slot insulation material shall be 015 inches
3) All ground wall insulating material shall extend beyond the edge of the stator iron
in a uniform manner and shall be cuffed
4) Slot separators shall be used between coils in all stator slots
5) Phase insulation in the winding end turns shall be resin treated glass cloth or
equivalent to provide positive separation between phases in the event of varnish
degradation caused by excessive temperature above the motor rating
6) Sleeving used on stator connections shall be acrylic coated fiberglass or equivalent
rate 4000 volts or higher
7) Leads shall be GE Vulkaflex or equivalent for open enclosure motors and silicone
rubber covered with glass braid or equivalent for totally enclosed motors
8) Stator shall be subjected to two dip and bake cycles as outlined in Section 23A7
or as directed by Owner
44 Repair Facility Requirements
A Repair Facility Capabilities
1 Facility shall be capable of performing all balance work (no subcontracting will be
authorized)
2 Facility shall be capable of starting 3-phase 4160 volt 3050 HP vertical motor
3 Facility shall be capable of starting 3-phase 4160 volt 1800 HP horizontal motor
4 Facility shall allow for FW staff to safely witness testing
B Repair Facility Location
The Contractorrsquos repair facility shall be located within a four-hour drive from FWrsquos main office
located at 8570 Executive Park Avenue Fairfax Virginia 22031 Fairfax County Virginia
45 Future Work Time of Performance
A All motor repairs shall be performed and completed in accordance with the delivery lead time
included in the written quote Failure of the Contractor to perform within the stated deadlines
may jeopardize FWrsquos ability to provide water to its customers and may result in FW terminating
the contract with the Contractor for cause
B By submitting a proposal in response to this solicitation Contractor agrees without exception
that for all future work quoted they shall meet the delivery lead times as specified in their written
quote Contractor further attests that they shall provide FW expedited services as required to
complete all future work without additional cost (See Section 47)
IFB 21-054
Electric Motor Repairs
15
46 Transportation
The Contractor shall furnish all transportation services to pick up and return motors to the
designated FW facility All deliveries to FW shall be FOB Destination Transportation costs shall
be included in the Contractorrsquos labor rates or listed separately Fairfax Water will not pay any
additional or separate charges for transportation not included on the bid price
47 Priority Customer
The Contractor understands and acknowledges that FW provides services that are essential to the
health and welfare of the public Failure of the Contractor to perform the services described herein
in a timely manner may jeopardize FWrsquos ability to provide essential services which may affect the
health and welfare of the public served by FW In the event of material shortages at any level of the
production to delivery chain the Contractor agrees and affirms that FW shall be given the earliest
possible notice and the highest priority for allocation of all goods and services specified herein To
the extent that the Contractor must prioritize and allocate delivery among its customers the
requirements of FW shall be honored before goods and services are provided to any customer with
no obligations with regard to the public health and welfare To the extent that availability of repair
parts or Contractor staffing including subcontractor staffing is insufficient to meet the requirements
of all the Contractorrsquos customers who are responsible for the health and welfare of the public the
goods shall be allocated in a manner deemed to be fair and reasonable to all such clients
48 Time Is Of The Essence
Time is of the essence Repair services shall be performed within the time specified on the
Contractorrsquos Bid Submission Form or otherwise set forth on the applicable Purchase Order
Notwithstanding the foregoing the Contractor shall not be deemed to have breached the terms and
conditions of the Contract Documents to the extent any delay is due to circumstances beyond its
reasonable control and without the fault or negligence of the Contractor provided that the Contractor
first shall have provided Fairfax Water with written notice (to include facsimile or e-mail) of any
such delay within five days after the occurrence of events or circumstances causing the delay
49 Use of Subcontractors
A The Contractor shall be responsible for all products and services described and defined herein
The use of any subcontractor is prohibited unless the Contractor proposes to use a subcontractor
at the time of bid submission Approval to use a subcontractor shall be in written form and be a
part of the resultant contract (See Section 55 for subcontractor submittal requirements)
B Even when properly authorized by FW the use of a subcontractor does not relieve the Contractor
of liability under the contract
C The Contractor at its sole expense shall be responsible for damage to FW and non-FW property
as a result of its failure or its subcontractorrsquos failure to protect such facilities and utilities
D The Contractor at its sole expense shall immediately repair or replace FW property damaged
by (or caused by) the Contractor or its Subcontractor(s) Replacements will be of equal or better
IFB 21-054
Electric Motor Repairs
16
quality than the property damaged property and all such work must be approved by FW Project
Manager
410 Delays
A By the Contractor After issuing a written warning to the Contractor FW may declare the
Contractor in default for unacceptable delays If such a declaration is made FW reserves the
unilateral right to cure the default by any means available to FW including but not limited to
contracting with another supplier to complete the repairs Any additional repair costs incurred
by FW as a result of unacceptable delays on the part of the Contractor may be passed onto the
Contractor This is not a limitation of FWrsquos legal rights to recover damages due to Contractor
default in any other way
B By FW The Contractor shall not be responsible for delays caused by FW its agents or other
FW Contractors To the extent that the Contractor is unable to proceed due to the actions or
inactionrsquos of FW its agents employees or other FW Contractors the Contractor shall be granted
an extension to the delivery schedule equal to the documented amount of time the Contractor
was prevented from performing work The Contractor shall not be eligible for damages as a
result of FW delays
411 Site Safety and Access
A The Contractor shall schedule and coordinate the Work and install temporary facilities as
required to maintain continuous operation and access to existing equipment in the area of Work
The Contractor shall not commence retrofit work until authorized by the FW Project Manager
The Contractor is advised that FW may at its sole discretion delay or stop work as required to
ensure continuous and reliable operation of the facility especially during peak flow events
B The Contractor shall secure the Site and all areas of Work to prevent access and the potential for
injury to its employees FW employees its agents and others by construction and installation of
temporary guard-rails fencing barricades highway cones warning signstape etc andor other
appropriate means and as directed by the FW Project Manager Such hazards include but are
not limited to mechanical hazards electrical hazards surface irregularities or construction tools
and equipment
C FW shall have the right to deny access to the Site or require the Contractor to remove from the
Site any individual who has exhibited violent abusive or threatening behavior or conduct
D FW may limit restrict or prohibit access to areas of the Site on a permanent or temporary basis
When access to such restricted areas is required by the Contractor to perform the Work the
Contractor shall obtain permission from the FW Project Manager and shall comply with such
conditions or limitations to access as may be imposed by the FW Project Manager
E FW may restrict parking or require parking permits for vehicles to be brought onto the plant The
Contractor shall be responsible for arranging transportation for its personnel to reach the job sites
from whatever parking area is provided by FW
IFB 21-054
Electric Motor Repairs
17
412 Superintendence by Contractor
A The Contractor shall have a competent Field Supervisor satisfactory to FW on the job site at all
times during the progress of the Work The Contractor shall be responsible for coordinating all
portions of the Work under contract except where otherwise specified in the contract documents
and for all safety and worker health programs and practices The Contractor shall notify the
Project Manager in writing of any proposed change in superintendent including the reason
therefore prior to making such change
B The Contractor shall at all times enforce strict discipline and good order among the workers on
the project The Contractor shall not employ on the Project any unfit person anyone not skilled
in the work assigned to him or anyone who will not work in harmony with those employed by
the Contractor subcontractors FW or FWrsquos separate Contractors and their subcontractors
C FW may in writing require the Contractor to remove from FW property any employee FW
deems to be incompetent careless not working in harmony with others on the site or otherwise
objectionable
5 INSTRUCTIONS TO BIDDERS
51 Questions and Communications
A All contact between prospective bidders and FW with respect to this solicitation will be formally
held at scheduled meetings or in writing issued by the Procurement Office Questions and
comments regarding the meaning or interpretation of any aspect of this solicitation must be
submitted in writing to the Procurement Contact identified on the cover page to this solicitation
and must be received on or before the deadline for submitting questions Only written questions
will be accepted Questions or comments that are submitted after the deadline set forth on the
cover page to this solicitation will not be answered
B FW will respond to all questions and comments that are received by the deadline and that are
deemed to address a matter that is relevant and substantive in nature within a reasonable period
of time in the form of a written Addendum Oral communications between FW and any bidder
regarding the interpretation or meaning of any aspect of this IFB are not authorized and may not
be relied upon for any purpose
52 Instructions for Submitting Bids
The deadline for submitting bids and the location of the bid opening is shown on the cover page All
bids must be submitted in a sealed package(s) no other form of submission will be accepted (ie
email facsimile etc) Bids will be opened immediately following the deadline for submitting bids
Bids will be opened in accordance with the provisions of the Virginia Public Procurement Act
IFB 21-054
Electric Motor Repairs
18
Bid packages must be identified on the outside as follows
From _____________________________________________ ______________________
Name of Bidder Due Date
_____________________________________________ ______________________
Street IFB No
_____________________________________________ ______________________
City State Zip Code IFB Title
Attn Tammy Spinks
53 Virtual Bid Opening
A Virtual Bid Opening will be held immediately after the bid submission deadline Attendees may
access the Virtual Bid Opening using the following information
Microsoft Teams meeting
Join on your computer or mobile app
Click here to join the meeting
Or call in (audio only)
+1 571-348-5786544174819 United States Arlington
Phone Conference ID 544 174 819
54 Familiarity with Specifications
A Each Bidder shall bear responsibility for thoroughly examining this solicitation in its entirety
In the event that a bidder has any questions or comments regarding the proper meaning or intent
of any aspect of this solicitation then the bidder shall submit all such questions and comments
in writing to the Procurement Contact identified on the cover sheet of this solicitation
B The submission of a bid by a bidder in response to this solicitation shall be deemed to constitute
a representation on the part of such Bidder that it has thoroughly examined this solicitation and
has submitted any and all questions and comments it may have regarding the meaning or
interpretation of this solicitation to Fairfax Water in the manner prescribed herein
55 Bid Submission Packet
A Attachment 1 is the Bid Submission Form It must be completed and signed by an agent who is
fully authorized to bind the individual or organization submitting the offer to sell to the
specifications terms and conditions contained herein as well as any addenda to this solicitation
B Attachment 2 is the Reference Form Each bidder shall include at least three references with
their bid submission packet References shall be from customers of comparable size and scope
of operations as FW to whom the bidder has supplied the same services within the past 24-
months References must be able to attest without reservation to the fact that the bidder provided
the contracted services without any significant problem of any kind and at any time during the
contract period Bidders shall not list FW as a reference for purposes of this solicitation
IFB 21-054
Electric Motor Repairs
19
C Subcontractor List and Subcontractor Reference List Submittals
1 The Contractor shall include a list of all proposed subcontractors with their bid submission
packet The Subcontractor List shall specify the type of work and percentage of work the
Contractor shall rely on the subcontractor to perform
2 The Contractor shall include a separate list of references for each proposed subcontractor
with three references from the subcontractorrsquos customers that are of comparable size and
scope of operations as FW to whom the subcontractor has supplied the same services within
the past 24-months References must be able to attest without reservation to the fact that the
subcontractor provided the services without any significant problem of any kind and at any
time during the contract period The subcontractor reference list shall not list FW as a
reference for purposes of this solicitation
D Attachment 9 is the IRS Form W-9 Request for Taxpayer Identification Number and
Certification Each bidder shall include a completed form with their bid submission packet
E In addition to the mandatory insurance requirements listed in Subsection 614 (Insurance
Requirements) and at the request of FW the Contractor shall submit a list of all insurance claims
made against it within the past 12 months Failure to include this information within ten calendar
days of request by FW may result in rejection of your bid
56 Directions for Completing the Bid Form and Bidding each Hypothetical Electric Motor Repair
A The Bid Submission Form is broken down into five sections
Part 1 ndash Hypothetical Electric Motor Repair Pricing
Part 2 ndash Vaughenrsquos Pricing Guide Discounts Offered by Motor horse power
Part 3 ndash Labor Rates
Part 4 ndash Contact Person
Part 5 ndash Repair Facility Capabilities and Location Certification
B Bidders shall fill in all blanks provided on the Bid Form for all sections paying particular attention
to the instructions given for Part 1 and Part 3 Failure to complete all sections of the Bid Submission
Form may deem your bid as non-responsive Failure to include the separate pricing sheets for
each scenario in your bid submission packet will cause FW to deem the bid as non-response
and it will not be eligible for contract award All transportation shall be bid as FOB Destination
Include all necessary costs in your bid submission Failure to include the cost of shipping and
handling will be interpreted as included in the unit price for each item FW will not pay for shipping
and handling charges not included in your bid
C Directions for bidding each hypothetical electric motor repair
1 Bidders shall attach a separate and detailed price sheet for each sample scenario to their bid
form The price sheet shall be on the bidderrsquos company letterhead and labeled with the
applicable hypothetical scenario title The price sheet shall be signed by the bidder and
IFB 21-054
Electric Motor Repairs
20
include the bidderrsquos printed name title and date All repair work and parts shall be based on
the Vaughenrsquos Pricing Guide less any discount offered
2 The bidderrsquos separate price sheet shall include at a minimum the following
b Parts shall be bid by quantity unit cost and total cost
c Labor shall be bid by labor type and hourly rate and the extended total cost
d Transportation shall be included in the labor rate or listed separately
3 Bidders shall report their total material costs less any discount offered the total number of
manhours needed to complete the repair and the total cost for all labor categories for each
scenario in the appropriate spaces in PART 1 Sample Repair Pricing Schedule on the Bid
Submission Form
4 Bidders shall report the aggregate cost of all four repair scenarios in PART 1 Sample Repair
Pricing Schedule on the Bid Submission Form in the appropriate space
5 In the event of a mathematical error on the Sample Repair Pricing Schedule unit prices from
each detailed price sheet scenario shall prevail
6 Bidders shall record any discount offered and utilized in pricing each scenario by motor horse
power in PART 2 ndash Discounts Offered on the Bid Submission Form
7 All four hypothetical repair scenarios shall be bid and the bidderrsquos separate price sheet shall be
included with their Bid Submission Form Bidders who fail to bid all four hypothetical repairs
or fail to include each hypothetical repairs separate price sheet will be deemed non-responsive
and their bid will not be eligible for award
57 Proprietary Information
A Except as provided herein or as otherwise set forth in sect22-4342 of the Virginia Public
Procurement Act (Va Code Ann sect22-4300 et seq the ldquoActrdquo) all proceedings records
contracts and other public records relating to procurement transactions shall be open to
inspection in accordance with the Virginia Freedom of Information Act (Va Code Ann sect22-
3700 et seq the ldquoVirginia FOIArdquo)
B A Bidder Offeror or Contractor shall have the right to identify data or other materials submitted
in connection with this procurement as trade secrets or proprietary information which shall not
be subject to inspection pursuant to either sect22-4342 of the Act or the Virginia FOIA by
submitting to Fairfax Water prior to or at the time of submission of its proposal or bid a separate
written notice on its letterhead stationery setting forth the following (i) a statement indicating
that the Bidder Offeror or Contractor wishes to invoke the protections of this section (ii) an
identification of the data or other materials for which protection is sought and (iii) a statement
with regard to why protection is necessary
IFB 21-054
Electric Motor Repairs
21
58 ExceptionsAdditions
No exceptions or additions to the SpecificationsScope of Work or Contract Terms and Conditions
shall be permitted Any questions or concerns regarding any part of the IFB shall be submitted to
the Procurement Contact prior to the date specified in the Questions and Communications section
above Bids containing any exceptions to the SpecificationsScope of Work or Contract Terms and
Conditions or submitting additional Terms and Conditions shall be deemed non-responsive and
rejected Exceptions or additions proposed after bid submission by the successful bidder shall not
be accepted
59 Addenda to the IFB
A FW reserves the right to amend this solicitation at any time prior to the deadline for submitting
Bids If it becomes necessary to revise any part of this IFB notice of the revision will be given
in the form of an Addendum that will be provided to all prospective Bidders who are on record
with FW as having received this solicitation If in the opinion of FW the deadline for the
submission of bids does not provide sufficient time for consideration of any Addendum then
such deadline may be extended at the discretion of FW
B It shall be the responsibility of each Bidder to contact the Purchasing Contact identified on the
cover page to this solicitation prior to submission of a bid hereunder in order to determine
whether any Addenda have been issued in connection with this procurement Notwithstanding
any provision to the contrary the failure of any Bidder to receive any Addenda shall neither
constitute grounds for withdrawal of its bid nor relieve such Bidder from any responsibility for
incorporating the provisions of any Addenda in its proposal
C Acknowledge receipt of each addendum by signing it and submitting it by the bid deadline
Failure to return a signed addendum may result in a bid being determined non-responsive
510 Late Bids
Bids or unsolicited amendments to bids arriving after the bid submission deadline will not be
considered
511 Arrearage
By submitting a Bid in response to this solicitation the individual or firm submitting the bid shall
be deemed to represent that it is not in arrears in the payment of any obligation due and owing FW
the Commonwealth of Virginia or any public body in the Commonwealth of Virginia including but
not limited to any obligation to pay taxes andor employee benefits Bidder further agrees that it
shall make diligent efforts to avoid becoming in arrears during the Term of any Contract awarded
hereunder
512 Contract Award
Contract award will be made to the lowest responsive and responsible bidder based on total cost
Whenever the lowest responsive and responsible bidder is a resident of a state other than Virginia
IFB 21-054
Electric Motor Repairs
22
and such state under its laws allows a resident contractor of that state a percentage preference a like
preference shall be allowed to the lowest responsive and responsible bidder who is a resident of
Virginia and is the next lowest bidder If the lowest bidder is a resident contractor of a state with an
absolute preference the bid preference shall not be considered
513 Public Notice of Award
Public notice of award will be posted on the official FW web site
httpswwwfairfaxwaterorgcontracts
514 Authorization to do Business in Virginia
Each bidder that is organized or authorized to transact business in the Commonwealth of Virginia
pursuant to Title 131 or Title 50 of the Virginia Code shall include with its bid the identification
number issued to it by the Virginia State Corporation Commission Any bidder that is not authorized
to transact business in Virginia as a foreign entity under Title 131 or title 50 of the Virginia Code
or as otherwise required by law shall include in its bid a statement describing why the bidder is not
required to be so authorized Any bidder that fails to provide the required information may not
receive an award
515 Cancellation
FW may cancel this solicitation at any time and for any reason prior to contract award
516 Compliance with Laws Regulations and Codes
The Bidder hereby represents and warrants that
A It is qualified and properly licensed to do business in the Commonwealth of Virginia and that it
will take such action as from time to time hereafter may be necessary to remain so qualified
B It is not in arrears with respect to the payment of any monies due and owing FW the
Commonwealth of Virginia or any department or unit thereof including but not limited to the
payment of taxes and employee benefits and that it shall not become so in arrears during the
term of this Contract
C It shall comply with all federal State and local laws regulations and ordinances applicable to
its activities and obligations under this Contract and
D It shall obtain at its expense all licenses permits insurance and governmental approval if any
necessary to the performance of its obligations under this Contract
517 Debarment Status
By submitting a Bid in response to this solicitation each Bidder certifies that it is not currently
debarred by the federal government the Commonwealth of Virginia or any agency or department
thereof from submitting a bid or proposal in connection with any procurement project and that it is
not an agent of any person or entity that currently is so debarred
IFB 21-054
Electric Motor Repairs
23
518 Duration of Bids
Bids shall be valid for a minimum of 90 days following the deadline for submitting bids If an award
is not made during that period all bids shall be automatically extended for another 90 days Bids
will be automatically renewed until such time as either an award is made or proper notice is given
to FW of Bidders intent to withdraw its bid Bids may only be withdrawn by submitting written
notice at least seven days before the expiration of the then current 90-day period
519 Unit Prices Prevail
In the event that there is a mathematical error on the bid submission form the unit price for each
item shall prevail All costs to provide the goods and services specified in this solicitation shall be
shown on the attached bid form Line items left blank will be interpreted as at no cost to FW
520 Negotiation with Low Bidder
If the lowest bid submitted by a responsive and responsible bidder exceeds available funds for this
procurement then Fairfax Water may in its discretion conduct negotiations with the lowest
responsive and responsible bidder (the ldquoLow Bidderrdquo) in an effort to obtain a contract price that is
within available funds In such event Fairfax Water will notify the Low Bidder verbally or in writing
that its bid exceeds available funds and will schedule a conference with the Low Bidder Fairfax
Water staff and such advisors and consultants as Fairfax Water deems appropriate in order to discuss
possible modifications to the scope of the procurement that may result in a price that is within
available funds The conference and any subsequent negotiations may be conducted in person or by
telephone If during the conference the parties arrive at an acceptable modification to the scope of
the project and a contract price that is within available funds then Fairfax Water may award a
contract to the Low Bidder based upon the newly-modified terms and conditions Otherwise the
Low Bidder will within 15 days after the date of the conference (or such longer or shorter period as
may be specified in writing by Fairfax Water) submit to Fairfax Water a written addendum to its
original Bid Form which describes its proposed modification(s) to the scope of the procurement and
sets forth the Low Bidderrsquos newly adjusted bid price Fairfax Water may conduct further
negotiations with the Low Bidder or request additional clarifications or modifications If the Low
Bidderrsquos proposed modifications are acceptable to Fairfax Water and the associated contract price is
within available funds then Fairfax Water may award a contract to the Low Bidder based upon the
modified terms and conditions If the proposed modifications are not acceptable to Fairfax Water
or the associated price reductions are not within available funds then Fairfax Water will terminate
negotiations and reject all bids
521 References
Each bidder shall include at least three references with their bid submission packet (see Attachment
2 References) References shall be from customers of comparable size and scope of operations as
FW to whom the bidder has supplied the same services within the past 24-months References must
be able to attest without reservation to the fact that the bidder provided the contracted services
without any significant problem of any kind and at any time during the contract period Bidders
shall not list FW as a reference for purposes of this solicitation
IFB 21-054
Electric Motor Repairs
24
522 Insurance Claims against Bidder
In addition to the mandatory insurance requirements listed in Section 614 (Insurance Requirements)
and at the request of FW the apparent low bidder shall submit a list of all insurance claims made
against it within the past 12 months Failure to include this information within ten calendar days of
request by FW may result in rejection of your bid
523 Incorporation by Reference
This solicitation is issued in accordance with and controlled by the Virginia Public Procurement
Act (VPPA) which is incorporated into and made part of the solicitation by reference By submitting
a bid in response to this solicitation all bidders acknowledge the VPPA and agree to be bound by it
A copy of the VPPA is available for inspection at the Purchasing Department at FW It is also
available at this site
httpslawlisvirginiagovvacodepopularnamesvirginia-public-procurement-act
6 CONTRACT TERMS AND CONDITION
61 Term of Contract
The term of this contract shall be from the effective date of the contract award through October 31 2022 with four 1-
year renewal options through October 31 2026
62 Anti-Discrimination
By submitting their bids Bidders certify to FW that they will conform to the provisions of the Federal Civil Rights Act of 1964 as amended as well as the Virginia Fair Employment Contracting Act of 1975 as amended where applicable
the Virginians With Disabilities Act the Americans With Disabilities Act and sect11-51 of the Virginia Public Procurement
Act
A During the performance of the contract the Contractor agrees as follows
1 The Contractor will not discriminate against any employee or applicant for employment because of race
religion color sex national origin or disabilities except where religion sex or national origin is a bona fide
occupational qualification reasonably necessary to the normal operation of the Contractor The Contractor
agrees to post in conspicuous places available to employees and applicants for employment notices setting
forth the provisions of this nondiscrimination clause
2 The Contractor in all solicitations or advertisements for employees placed by or on behalf of the Contractor
will state that such Contractor is an equal opportunity employer
3 Notices advertisements and solicitations placed in accordance with federal law rule or regulation shall be
deemed sufficient for the purpose of meeting these requirements
B The Contractor will include the provisions above in every subcontract or purchase order so that the provisions will
be binding upon each subcontractor or vendor
C Fairfax Water does not discriminate against faith-based organizations on the basis of the organizationrsquos religious
character or impose conditions that (a) restrict the religious character of the faith-based organization except as provided by law or (b) impair diminish or discourage the exercise of religious freedom by the recipients of such
goods services or disbursements
IFB 21-054
Electric Motor Repairs
25
63 Antitrust
By entering into a contract the Contractor conveys sells assigns and transfers to FW all rights title and interest in and
to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the
Commonwealth of Virginia relating to the particular goods or services purchased or acquired by FW
64 Assignment of Interest
The Contractor shall not assign any interest in any resulting Contract and shall not transfer any interest in the same
without prior written consent of FW which FW shall be under no obligation to grant
65 Availability of Funds
It is understood and agreed between the parties herein that FW shall be bound hereunder only to the extent of the funds
available or which may hereafter become available for the purpose of this agreement
66 Compliance with Laws Regulations and Codes
The Bidder hereby represents and warrants that
A It is qualified and properly licensed to do business in the Commonwealth of Virginia and that it will take such action
as from time to time hereafter may be necessary to remain so qualified
B It is not in arrears with respect to the payment of any monies due and owing FW the Commonwealth of Virginia
or any department or unit thereof including but not limited to the payment of taxes and employee benefits and that
it shall not become so in arrears during the term of this Contract
C It shall comply with all federal State and local laws regulations and ordinances applicable to its activities and
obligations under this Contract and
D It shall obtain at its expense all licenses permits insurance and governmental approval if any necessary to the
performance of its obligations under this Contract
67 Contract Formation
A The words ldquoContractrdquo and ldquoPurchase Orderrdquo are used interchangeably unless the context otherwise plainly requires
The documents comprising the Contract shall be accorded the following order of precedence
1 The Contract including any Amendments or Change Orders
2 All Purchase Orders
3 Any Addenda to this RFQ 4 This RFQ (including all Appendices and Attachments hereto) and
5 The Bidderrsquos completed Quote Submission Form (including any drawings and submittals)
B Anything called for by one of the contract documents and not called for by the others shall be of like effect as if
required or called for by all except that a provision clearly designed to negate or alter a provision contained in one
or more of the other contract documents shall have the intended effect
68 Contract Changes Change Orders
A No verbal agreement or conversation with any officer agent or employee of FW either before or after the execution
of any Contract resulting from this solicitation or follow-on negotiations shall affect or modify any of the terms
conditions specifications or obligations contained in the solicitation or resulting Contract No alterations to the
terms and conditions of the Contract shall be valid or binding upon FW unless made in writing and signed by the
purchasing contact identified on the cover page Contract changes shall be in writing and shall be on official FW
Purchasing Department letterhead In any event and in all circumstances the Contractor shall be solely liable and
responsible for any Contract changes deviations etc made without first receiving written authorization to deviate
from the Contract by the FW Project Manager
IFB 21-054
Electric Motor Repairs
26
B Changes can be made to the contract in any of the following ways
1 The parties may agree in writing to modify the scope of the contract An increase or decrease in the price of
the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement
to modify the scope of the contract 2 FW may order changes within the general scope of the contract at any time by Notice to the Contractor
Changes within the scope of the contract include but are not limited to things such as services to be performed
the method of packing or shipment and the place of delivery or installation The Contractor shall comply with
the notice upon receipt The Contractor shall be compensated for any additional costs incurred as the result of
such order and shall give FW a credit for any savings Said compensation shall be determined by one of the
following methods
a By mutual agreement between the parties in writing or
b By agreeing upon a unit price or using a unit price set forth in the contract if the work to be done can be
expressed in units and the Contractor accounts for the number of units of work performed subject to FWrsquos
right to audit the Contractorrsquos records andor to determine the correct number of units independently or
c By ordering the Contractor to proceed with the work and keep a record of all costs incurred and savings realized A markup for overhead and profit may be allowed if provided by the contract The same markup
shall be used for determining a decrease in price as the result of savings realized The Contractor shall
present FW with all vouchers and records of expenses incurred and savings realized FW shall have the
right to audit the records of the Contractor as it deems necessary to determine costs or savings Any claim
for an adjustment in price under this provision must be asserted by Notice to the Purchasing Department
Neither the existence of a claim nor a dispute resolution process litigation or any other provision of this
contract shall excuse the Contractor from promptly complying with the changes ordered by FW or with
the performance of the contract generally
69 Contractorrsquos Responsibilities
A The Contractor shall be responsible for all products andor services as required by this IFB The use of
subcontractors is prohibited unless
1 A request to include a subcontractor is included in the bid and
2 The Bidder receives written approval to use a subcontractor prior to or as part of the formal contract between
the parties
B Even when properly authorized by FW the use of a subcontractor does not relieve the Contractor of liability under
the contract C The Contractor at its sole expense shall be responsible for damage to FW and non-FW property as a result of its
failure or its subcontractorrsquos failure to protect such facilities and utilities
D The Contractor at its sole expense shall immediately repair or replace FW property damaged by (or caused by) the
Contractor or its Subcontractor(s) Replacements will be of equal or better quality than the property damaged
property and all such work must be approved by FW Project Manager
610 Ethics in Public Contracting
Contractor hereby certifies that it has familiarized itself with Article 4 of Title 11 of the Virginia Public Procurement
Act Section 11-72 through 80 Virginia Code Annotated and that all amounts received by it pursuant to a contract
resulting from this solicitation are proper and in accordance therewith
611 Examination of Records
Bidder agrees that in any resulting contract either FW or its duly authorized representative shall have access to and the
right to examine and copy any directly pertinent books documents papers and records of the Contractor involving
transactions related to any resulting contract This obligation shall expire five years after the final payment for the final service performed as a result of any and all contract(s) awarded pursuant to this solicitation or until audited by FW
whichever is sooner Contractor will provide reasonable access to any and all necessary documents and upon demand
IFB 21-054
Electric Motor Repairs
27
provide copies of documents if so required by FW or its representative(s) FW will reimburse the Contractor for any
reasonable expenses it incurs as a result of such a request
612 Governing Law Venue Waiver of Jury Trial
Notwithstanding any provision to the contrary this solicitation and any resulting contract shall be governed in all
respects by the laws of the Commonwealth of Virginia Any dispute arising hereunder which is not otherwise resolved
by the parties shall be resolved by a court of competent jurisdiction in the Commonwealth of Virginia The Contractor
and FW hereby waive any right such party may have to a trial by jury in connection with any such litigation
613 Indemnification and Responsibility for Claims and Liability
With respect to any contract that results from this solicitation Bidder is bound by the following
A The Contractor shall indemnify save harmless and defend FW or any employee of FW against liability for any
suits actions or claims of any character whatsoever arising from or relating to the performance of the Contractor
or its subcontractors under this contract
B FW has no obligation to provide legal counsel or defense or pay attorneys fees to the Contractor or its
subcontractors in the event that a suit or action of any character is brought by any person not party to the contract
against the Contractor or its subcontractors as a result of or relating to the Contractors obligations under this
contract
C FW has no obligation for the payment of any judgments or the settlement of any claims against the Contractor or
its subcontractors as a result of or relating to the Contractors obligations under this contract
D The Contractor shall immediately notify FW of any claim or suit made or filed against the Contractor or its
subcontractors regarding any matter resulting from or related to the Contractors obligations under the contract If
such a claim or suit is brought the Contractor will cooperate assist and consult with FW in the defense or
investigation of any suit or action made or filed against FW as a result of or relating to the Contractors performance
under this contract
E The Contractor shall pay all royalties and license fees necessary for performance of the contract The Contractor
shall defend all suits or claims for infringement of any patent rights or other proprietary rights arising from or related to performance of the resulting contract and shall save FW harmless from any loss including Attorneysrsquo fees arising
out of any such claim
614 Insurance
A In addition to the mandatory insurance requirements listed in this Section and at the request of FW any Bidder may
be required to provide a list of all insurance claims made against it within the past 36 months FW reserves the right
to reject any bid if in FWrsquos opinion the amount or number of claims is deemed to be excessive A Bidderrsquos failure
to comply with this requirement may result in rejection of its bid If no claims have been made then the Bidder shall so state in its bid Fairfax Water may require such information from the Contractor as it deems necessary to assess
the Contractorrsquos financial ability to pay any deductibles with respect to the insurance policies required hereunder
B Before commencing the work the Contractor shall procure and maintain at its own expense minimum insurance in
forms and with insurance companies acceptable to FW to cover loss or liability arising out of the Work All
insurance policies must be underwritten by insurers authorized to conduct business within the Commonwealth of
Virginia and must have a Bests rating of at least A- and a financial size of class VIII or better in the latest edition
of Bests Insurance Reports
C The Contractor shall immediately notify FW of any claim or suit made or filed against the Contractor or its
subcontractors regarding any matter resulting from or related to the Contractors obligations under the contract If such a claim or suit is brought the Contractor will cooperate assist and consult with FW in the defense or
IFB 21-054
Electric Motor Repairs
28
investigation of any suit or action made or filed against FW as a result of or relating to the Contractors performance
under this contract
D With the exception of Workersrsquo Compensation and Employersrsquo Liability Insurance all additional insurance policies
specified herein shall name FW as an additional insured with regard to work performed under any subsequent Contract
E The Contractor will provide FW with copies of certificates of insurance coverage and proof of payment of all
premiums Each certificate of insurance must include (a) an endorsement from the insurer that certifies that the
Contractor maintains the referenced policy in full force and effect (b) where applicable a statement indicating that
FW is included as an additional insured and (c) a provision requiring that not less than 30 days written notice will
be given to FW before any policy or coverage is canceled or modified in any material respect Without limiting the
requirements set forth above the insurance coverages will include a minimum of
1 Workers Compensation and Employers Liability Insurance Statutory requirements and benefits as required
by the Commonwealth of Virginia and 2 Required Commercial General Liability Insurance This insurance must be written on an occurrence basis
and shall be endorsed to include FW as an additional insured and shall provide at a minimum the following
General Aggregate Limit $1000000
(Other than Products-Completed Operations)
Products-Completed Operations Aggregate Limit $ 500000
Personal amp Advertising Injury Limit $ 500000
Each Occurrence Limit $ 500000
For Construction Contracts
Directors amp Officers ndash Errors amp Omissions $2000000
F Business Automobile Liability Insurance This insurance coverage must extend to any motor vehicles or other
motorized equipment regardless of whether it is owned hired or non-owned and must cover Bodily Injury and
Property Damage with a combined single limit of at least $1000000 each accident This insurance must be written
in comprehensive form and must protect the Contractor and FW against claims for injuries to members of the public
andor damage to the property of others arising from the Contractorrsquos use of motor vehicles or other equipment and
must cover both on-site and off-site operations
G Nothing contained herein will be deemed to operate as a waiver of FWrsquos sovereign immunity under the law
615 No Waiver or Estoppel
Neither the inspection by FW nor any of its employees nor any payment of money nor payment for nor acceptance of
any Commodity by FW nor any extension of time shall operate as a waiver of any provision of this Contract or of any
power herein reserved to the Owner or of any right to damage herein provided No waiver of any breach of this Contract
shall be held to be a waiver of any other subsequent breach All remedies provided in this Contract to FW shall be
construed as cumulative and shall be in addition to each and every other remedy herein provided Neither FW nor any
officer employee or authorized representative of FW will be bound precluded or estopped by any action
determination decision acceptance return certificate or payment made or given under or in connection with the
Contract by any officer employee or authorized representative of the Owner at any time either before or after final
completion and acceptance of the Work and payment therefore from (a) showing the true and correct classification amount quality or character of the Commodities delivered or that any determination decision acceptance return
certificate or payment was incorrect or was improperly made in any respect or that the Commodities or any part thereof
do not in fact conform to the requirements of the Contract (b) demanding and recovering from the Contractor any
overpayment made to the Contractor or such damages as FW may sustain by reason of the Contractorrsquos failure to comply
with the requirements of the Contract or (c) both of the foregoing clauses (a) and (b)
616 Partial Invalidity
IFB 21-054
Electric Motor Repairs
29
Neither any payment for nor acceptance of the whole or any part of the services by FW nor any extension of time
shall operate as a waiver of any provision of any Contract resulting from this IFB nor of any power herein reserved to
FW or any right to damages herein provided nor shall any waiver of any breach of any Contract be held to be a waiver
of any other or subsequent breach Failure of FW to require compliance with any term or condition of any Contract shall
not be deemed a waiver of such term or condition or a waiver of the subsequent enforcement thereof
617 Payment Clauses Required in All Contracts
Section sect 22-4352 of the Virginia Public Procurement Act requires the following
A That any contract awarded by FW include the following clauses
1 The Contractor shall take one of the two following actions within seven days after receipt of amounts paid to the contractor by FW for work performed by any subcontractor(s) under the contract
a The Contractor shall pay its subcontractor(s) for the proportionate share of the total payment received from
FW attributable to the work performed by the subcontractor under that contract or
b Notify FW and any subcontractor(s) in writing of his intention to withhold all or a part of the
subcontractors payment with the reason for nonpayment
2 Bidders shall include in their offer submissions either (i) if an individual contractor their social security
numbers and (ii) proprietorships partnerships and corporations to provide their federal employer identification
numbers
3 The contractor shall pay interest to the subcontractor(s) on all amounts owed by the Contractor that remain
unpaid after seven days following receipt by the Contractor of payment from FW for work performed by the
subcontractor under the contract except for amounts withheld as allowed in subdivision 1
4 Unless otherwise provided under the terms of this contract interest shall accrue at the rate of one percent per
month
B The contractor shall include in each of its subcontracts a provision requiring each subcontractor to include or
otherwise be subject to the same payment and interest requirements with respect to each lower-tier subcontractor
C A contractors obligation to pay an interest charge to a subcontractor pursuant to the payment clause in this section
shall not be construed to be an obligation of FW A contract modification shall not be made for the purpose of
providing reimbursement for the interest charge A cost reimbursement claim shall not include any amount for
reimbursement for the interest charge
618 Payment
A Invoices All invoices shall be submitted directly to the FW Accounts Payable department by mail fax or e-mail
Invoices shall include the FW Purchase Order and the Contractorrsquos FEIN Invoices are not to be sent to the contract
Project Manager or other departmental reps Failure to comply may result in late payments for which FW will not
be liable
B Terms All payments will be Net 30 from the date of receipt of a valid invoice at FW Finance Department Payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery
whichever occurs last This shall not affect offers of discounts for payment in less than 30 days however
C Partial Payments Requests for partial payments or advanced payments must be submitted as part of the Price Bid
along with a justification FW reserves the right to accept reject or negotiate requests for partial payments If the
request is rejected the Bidder must waive the requirement in order to remain in consideration
D Refunds If the Contractor is declared to be in default FW will be eligible for a full and immediate refund for all
payments made to the Contractor Partial Payments Requests for partial payments or advanced payments must be
submitted as part of the Price Offer along with a justification FW reserves the right to accept reject or negotiate
requests for partial payments If the request is rejected the Bidder must waive the requirement in order to remain
in consideration
IFB 21-054
Electric Motor Repairs
30
E Unreasonable Charges Under certain emergency procurements and for most time and material purchases final job
costs cannot be accurately determined at the time orders are placed In such cases final payment is contingent on
a determination of reasonableness with respect to all invoiced charges Charges that appear to be unreasonable will
be researched and challenged and that portion of the invoice held in abeyance until a settlement can be reached Upon determining that invoiced charges are not reasonable FW shall promptly notify the Contractor in writing as
to those charges that it considers unreasonable and the basis for the determination
619 Price Firm Period
Bid pricing shall be firm fixed as originally offered and accepted for the first 12 months of the contract
620 Rider Clause
Subject to the mutual agreement between the parties any contract awarded on the basis of this solicitation may be used
by any public entity (to include jurisdictions comprising the Metropolitan Washington Council of Governments) to
enter into a contract for the services described and defined herein For single purchases the contract may be used for
up to 12 months from the actual date of contract award For multi-year contracts the contract may be used throughout
the effective period of the contract Contracts awarded as a result of this solicitation will be subject to these terms and
conditions andor such terms and conditions as may be required by the controlling body for the public agency using the
contract Pricing shall be as offered by the successful Offeror and subsequently accepted by FW
621 Taxes
FW is exempt from Federal Excise Taxes Virginia State Sales and Use Taxes and the District of Columbia Sales Taxes
and Transportation Taxes FWs tax identification number is 54-6025290
622 Termination of Contract
A For Cause In the event that the Contractor (1) fails to deliver any Commodity or Service in accordance with the
time period established therefore in the Contract or (2) fails to furnish any Commodity or Service which conforms
in all respects to the requirements of the Contract then FW without prejudice to any other rights or remedies it may
have at law or in equity (including its right to seek damages from the Contractor) shall have the right to terminate
the Contract and any outstanding Purchase Orders by issuing a written notice of termination to the Contractor Such
notice of termination shall describe in reasonable detail the grounds for the termination and shall take effect
immediately upon receipt by the Contractor
If after issuance of a notice of termination under this Section it is determined for any reason that cause for such
termination did not exist then the rights and obligations of the parties shall be the same as if the notice of termination
had been delivered under the provisions of subsection B (termination for convenience) hereof provided however that the Contractor in such event shall be deemed to have received seven days prior written notice of such
termination Any compensation due the Contractor pursuant to subsection B shall be offset by the cost to FW of
remedying the default by the Contractor The Contractor shall in no event be entitled to receive any consequential
damages or any anticipated profits with respect to Commodities not yet furnished to and accepted by FW as of the
effective date of any such termination
B For Convenience FW shall have the right to terminate the Contract andor any outstanding Purchase Orders issued
hereunder at its own convenience for any reason by giving seven business days prior written notice of termination
to the Contractor In such event the Contractor shall be paid an amount equal to the actual cost of any Commodity
delivered to and accepted by FW and the actual cost of any equipment goods or materials ordered by the Contractor
hereunder in good faith which could not be canceled less the salvage value thereof provided sufficient
substantiation is furnished to FW Any subcontract entered into by the Contractor in connection with the transactions contemplated hereby shall contain a similar termination provision for the benefit of the Contractor and
FW The Contractor shall in no event be entitled to receive anticipated profits on any Commodities not yet furnished
to and accepted by FW as of the effective date of any such termination
IFB 21-054
Electric Motor Repairs
31
623 Virginia Freedom of Information Act
Except as provided herein all proceedings records contracts and other public records relating to procurement
transactions shall be open to the inspection of any citizen any interested person firm or corporation in accordance with
the Virginia Freedom of Information Act
624 Faith-Based Organizations
FW does not discriminate against faith-based organizations
625 Immigration Reform and Control Act of 1986
By entering this Contract the Contractor certifies that it does not and will not during the performance of this Contract
violate the provisions of the Federal Immigration Reform and Control Act of 1986 which prohibits employment of
illegal aliens
626 Severability
In the event that any provision shall be adjudged or decreed to be invalid by a court of competent jurisdiction such ruling
shall not invalidate the entire Agreement but shall pertain only to the provision in question and the remaining provisions shall
continue to be valid binding and in full force and effect
627 Licensure
To the extent required by the Commonwealth of Virginia (see eg 541-1100 et seq of the Code of Virginia) or FW the
Contractor shall be duly licensed to provide the goods and services required to be delivered pursuant to this Contract
628 Authority to Transact Business in Virginia
A Contractor organized as a stock or nonstock corporation limited liability company business trust or limited partnership
or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a
domestic or foreign business entity if so required by Title 131 or Title 50 of the Code of Virginia or as otherwise required
by law Any business entity described herein that enters into a Contract with FW pursuant to the Virginia Public Procurement
Act 22-4300 et seq shall not allow its existence to lapse or its certificate of authority or registration to transact business in
the Commonwealth if so required under Title 131 or Title 50 of the Code of Virginia to be revoked or cancelled at any time during the term of the Contract FW may void any Contract with a business entity if the business entity fails to remain in
compliance with the provisions of this section
629 Drug-free Workplace to be Maintained by Contractor
During the performance of this contract the contractor agrees to (i) provide a drug-free workplace for the contractors
employees (ii) post in conspicuous places available to employees and applicants for employment a statement notifying
employees that the unlawful manufacture sale distribution dispensation possession or use of a controlled substance or
marijuana is prohibited in the contractors workplace and specifying the actions that will be taken against employees for violations of such prohibition (iii) state in all solicitations or advertisements for employees placed by or on behalf of the
contractor that the contractor maintains a drug-free workplace and (iv) include the provisions of the foregoing clauses in
every subcontract or purchase order of over $10000 so that the provisions will be binding upon each subcontractor or vendor
630 Employment Discrimination by Contractor Prohibited Required Contract Provisions
The following provision is required to be in every contract of more than $10000 (Virginia Public Procurement Act sect 22-
4311)
A During the performance of any ensuing contract the Contractor agrees as follows
IFB 21-054
Electric Motor Repairs
32
1 The contractor will not discriminate against any employee or applicant for employment because of race
religion color sex national origin age disability or other basis prohibited by state law relating to
discrimination in employment except where there is a bona fide occupational qualification reasonably
necessary to the normal operation of the contractor The contractor agrees to post in conspicuous places
available to employees and applicants for employment notices setting forth the provisions of this nondiscrimination clause
2 The contractor in all solicitations or advertisements for employees placed by or on behalf of the contractor
will state that such contractor is an equal opportunity employer
3 Notices advertisements and solicitations placed in accordance with federal law rule or regulation shall be
deemed sufficient for the purpose of meeting the requirements of this section
B The contractor will include the provisions of the foregoing paragraphs 1 2 and 3 in every subcontract or purchase
order of over $10000 so that the provisions will be binding upon each subcontractor or vendor
631 Counterparts
This Contract and any amendments or renewals hereto may be executed in a number of counterparts and each
counterpart signature when taken with the other counterpart signatures is treated as if executed upon one original of
this Contract or any amendment or renewal A signature by any party to this Contract provided by facsimile or
electronic mail is binding upon that party as if it were the original
632 Survival of Terms
Upon discharge of this Agreement Sections (Notice Hold Harmless Warranties Governing LawForum Contractual
Disputes) of these Terms and Conditions continue and survive in full force and effect
633 Non-Waiver
No waiver of any provision of this Agreement shall constitute a waiver of any other provision nor shall any waiver of this Agreement constitute a continuing waiver unless otherwise expressly provided
634 Contractual Disputes
A Contractual claims whether for money or for other relief will be submitted in writing not later than 60 days after
final payment provided however that written notice of the Contractorrsquos intention to file such claim must
1 Be delivered to the attention of FWrsquos Procurement Representative assigned to this contract not later than five
days after the occurrence or of the beginning of the Work upon which the claim is based and
2 Contain a reasonably detailed description of the basis of the claim otherwise the claim will be deemed to have been waived FW will make a written decision upon any such claim within 60 days after submittal of the claim
The Contractor will not institute legal action prior to receipt of FWrsquos decision on the claim unless FW fails to
render such decision within 90 days after submittal of the claim The decision of FW will be final unless the
Contractor initiates legal action as provided in Section 22-4364 of the Virginia Code Failure of FW to render
a decision within 90 days will not result in the Contractor being awarded the relief claimed nor will it result in
any other relief or penalty The sole result of FWrsquos failure to render a decision within the time allotted will be
the Contractorrsquos right to immediately institute legal action No administrative appeals procedure pursuant to
Section 22-4365 of the Virginia Code has been established for contractual claims under this Agreement
B No claim of any nature will be made against FW by or on behalf of a subcontractor unless the Consultant has first
(a) evaluated such claim thoroughly and determined it to be meritorious (b) issued a written notice to the
subcontractor finding the subcontractorrsquos claim to be meritorious and setting forth any additional compensation or additional days to be paid or granted to the subcontractor on account of such claim and (c) paid the subcontractor
in full for such claim In presenting such a claim the Consultant will provide FW with a copy of the written notice
to the subcontractor and with evidence of payment in full of the subcontractorrsquos claim No such claim will exceed
the amount actually paid to the subcontractor
IFB 21-054
Electric Motor Repairs
33
ATTACHMENT 1
BID SUBMISSION FORM
COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE E-MAIL
FAX FED ID
VIRGINA STATE CORPORATION COMMISSION (SCC) REGISTRATION INFORMATION
The bidder
1048709 is a corporation or other business entity with the following SCC identification number
-OR-
1048709 is not a corporation limited liability company limited partnership registered limited liability partnership or business trust
-OR-
1048709 is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees agents offices facilities or inventories in Virginia (not counting any employees or agents in Virginia
who merely solicit orders that require acceptance outside Virginia before they become contracts and not counting any
incidental presence of the offeror in Virginia that is needed in order to assemble maintain and repair goods in accordance with
the contracts by which such goods were sold and shipped into Virginia from offerorrsquos out-of-state location) -OR-
1048709 is an out-of-state business entity that is including with this proposal an opinion of legal counsel which accurately and
completely discloses the undersigned offerorrsquos current contacts with Virginia and describes why those contacts do not constitute
the transaction of business in Virginia within the meaning of sect 131-757 or other similar provisions in Titles 131 or 50 of the
Code of Virginia
1048709 Please check this box if you have not completed any of the foregoing options but currently have pending before the SCC an
application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number once issued (Fairfax Water reserves the right to determine in its sole discretion
whether to allow such waiver)
IFB 21-054
Electric Motor Repairs
34
COMPANY
PART 1 ndash Hypothetical Electric Motor Repair Pricing
Repair scenarios immediately follow the signature section of the Bid Submission Form See Section 56 of the
solicitation for detailed instructions on how to complete the Bid Form and on how to bid the hypothetical repair scenarios To be deemed responsive and eligible for contract award the Bidder shall bid on all four scenarios and
shall include the separate price for each scenario in their Bid Submission Packet
HYPOTHETICAL REPAIR PRICING SCHEDULE
Repair 1A
Foxmill Pumping Station Pump Motor 5 Motor Evaluation Report Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1A $_______________________
Repair 1B
Corbalis Treatment Plant Finished Water P1 Inboard Bearing Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1B $_______________________
Repair 1C
Corbalis Plate Settler Feed Pump 2 ndash Motor Evaluation Report Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1C $_______________________
Repair 1D
Griffith Finished Water Pumping Station Pump Motor 3 Motor Evaluation Report
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1D $_______________________
PART 1 HYPOTHETICAL REPAIRS 1A ndash 1D TOTAL COST $_______________________
IFB 21-054
Electric Motor Repairs
35
COMPANY
PART 2 Discounts Offered by Motor Horse Power
1 Discount off Vaughenrsquos Guide for motors greater than 60 hp up to 600 hp (includes all makes amp
models AC amp DC high amp low voltage high amp low RPM single amp three phase)
2 Discount off Vaughenrsquos Guide for motors greater than 600 hp (includes all makes amp models AC amp
DC high amp low voltage high amp low RPM single amp three phase)
Date of Vaughenrsquos Pricing Guide
PART 3 Labor Rates
Labor rates bid in this section shall directly correlate to the labor rates quoted in Part 1 and shall include
all direct and indirect overhead costs including but not limited to travel to and from the jobsite general
and administrative costs etc Labor rates will only be paid on the basis of time at the FW job site or as
documented for work done at the ManufacturerrsquosContractorrsquos site
3 FW Onsite Labor ndash Regular Time (MondayndashFriday 730 am through 500 pm) $___________hour
4 FW Onsite Labor-Overtime $___________hour (Monday-Friday 500 pm through 730 am weekends and holidays)
5 In Shop Labor ndash Regular Time (MondayndashFriday 730 am through 500 pm) $___________hour
6 In Shop Labor ndash Overtime $___________hour
(Monday-Friday 500 pm through 730 am weekends and holidays)
PART 4 Contact Person
List a contact personrsquos name and telephone number for normal FW working hours 730 amndash500 pm
Monday-Friday Answering machines are unacceptable as a point of contact For emergency calls outside
normal FW working hours (nights andor weekends) list a contact personrsquos name and telephone number
or have a voice mail paging system or answering service Bidders using a voice mail paging system or
answering service in lieu of a contact person shall be required to initiate a call back to the sender within
(30) thirty minutes
IFB 21-054
Electric Motor Repairs
36
COMPANY
Type of answering system used by your firm (check one)
Voice Mail Paging System Answering Service
Contact for Normal Working Hours
Name(s) __________________________________________
__________________________________________
Telephone __________________________________________
__________________________________________
Contact for Emergency Calls (outside normal FW working hours)
Name(s) __________________________________________
__________________________________________
Telephone __________________________________________
__________________________________________
PART 5 Repair Facility Capabilities
Please check the following for Repair Facility capabilities
Facility capable of performing all balance work (no subcontracting)
Facility capable of starting 3 phase 4160 volt 3050 HP vertical motor
Facility capable of starting 3 phase 4160 volt 1800 HP horizontal motor
Facility allows for Owner personnel to safely witness testing
Repair Facility Address
IFB 21-054
Electric Motor Repairs
37
Submittals to be included in Bid Packet
1 Attachment 2 ndash Bidder Reference Form
2 Subcontractor List with Subcontractor References if applicable
3 Attachment 9 IRS Form W-9
4 Acknowledgement Page(s) for all Addendum if applicable
bull PAYMENT TERMS FWrsquos minimum payment term is Net 30 days All
bids will be interpreted as Net 30 unless otherwise specified herein By submitting an offer to sell in
response to this solicitation all bidders acknowledge and agree to this requirement
By my signature I certify that I am acting as an agent or in the case of an LLP the Partner or Managing
Partner for the firm identified on this Bid Submission Form and that I am fully authorized to bind the
firm to the specifications terms and conditions of this solicitation as well as any addenda thereto
Company Name
Signature Printed Name
Title Date
[HYPOTHETICHAL REPAIR SCENARIOS IMMEDIATELY FOLLOW THIS PAGE]
IFB 21-054
Electric Motor Repairs
38
BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1A FOXMILL PUMPING STATION PUMP MOTOR 5 SERVICE Reason for Service Motor Evaluation Report
Motor Description General Electric Model 5kb3396448501 Sn Wwh-283004190 Type (Kv) Induction Custom-8000 Vertical Motor 70000 Hp 3 Phase 60 Hertz 4000 Volts Frame 8339p30 887 Rpm 1 Pick up motor from the Foxmill Pump Station Herndon
2 Check all mechanical tolerances and fits using precision measurement tools and provide report highlight any
out of tolerance measurements 3 Check out electrical components using electrical test methods Meggar Surge Pi And Hi Pot 4 Dynamically balance rotors in the presence of the FW representative 5 Clean and degrease motor components 6 Reassemble unit and perform motor testing and final report 7 Ship unit to FW Foxmill PS 8 Provide 1 Year Warranty
CONTINUES ON NEXT PAGE
FOXMILL 5 SAP 350261
MFR GENERAL ELECTRIC
SN WWH-283004189
FRAME 8339P30 TYPE INDUCTION PH 3
DISGN CODE HP 700 VOLTS 4000
HZ 60 RPM 887 AMPS 920 RISE 30deg
B
DUTY Cont CLASS INS F AMPS
Y
TEMP AMB 40deg SF
ENCLOSURE TEWAC
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
550
IFB 21-054
Electric Motor Repairs
39
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1A ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
40
COMPANY BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1B CORBALIS FINISHED WATER P1 MOTOR SERVICE Reason for Service Inboard Bearing
Motor Description Horizontal Motor 1750 Horsepower 3 Phase 60 Hertz 900 Rpm 4000 Volts 21120-17 Frame Ideal Electric Serial 981097-01 Synchronous 1 Pick up motor from Corbalis Water Treatment Plant Herndon
2 Check all mechanical tolerances and fits using precision measurement tools and provide report highlight any
out of tolerance measurements
3 Check out electrical components using electrical test methods Meggar Surge Pi and Hi pot
4 Dynamically balance rotors in the presence of the FW representative
5 Clean and degrease motor components
6 Reassemble unit and perform motor testing and final report
7 Ship unit to FW Corbalis Water Treatment Plant
8 Provide 1 Year Warranty
CONTINUES ON NEXT PAGE
FW 1 SAP 350109
MFR IDEAL ELECTRIC
SN 981097-01 FRAME 21120-17 TYPE SMB PH 3
DISGN CODE HP 1750 VOLTS 4000
HZ 60 RPM 900 AMPS 195 RISE 85deg
B DET
DUTY CONT CLASS INS F AMPS
Y
TEMP AMB 40deg SF 15 ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
41
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1B ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
42
COMPANY BID SUBMISSION PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1C
CORBALIS PLATE SETTLER FEED PUMP 2 FLYGHT MOTOR Reason for Service Motor Evaluation Report Service
Motor Description FLYGT 45kW-60hp RPM 1170 Volts 460 AMPS 73 Model CP3300091-0258 Serial 3300091-0720003 1 Pick Up motor from the Corbalis Water Treatment Plant Herndon
2 Inspect test run and disassemble
3 Perform electrical test and mechanical checks
4 Clean and bake
5 Rewind stator install thermal protectors VPI in Epoxy Resin
6 Fabricate new SS shaft
7 Balance rotor and impeller in the presence of FW representative
8 Replace lower bearing housing and install new bearings and new mechanical seals
9 Replace o-rings and gaskets Replace lifting chain (SS Grade)
10 Install new stationary and rotating wear rings replace retaining rings
11 Replace hardware reassemble unit and perform motor testing and final report
12 Paint
CONTINUES ON NEXT PAGE
Plate Settler Feed Pump 2 SAP 360128
MFR FLYGHT
SN 3300091-0720003
FRAME TYPE
PH
DISGN CODE HP 60 VOLTS 460
HZ
RPM 1170 AMPS 73 RISE
B
DUTY
CLASS INS
AMPS
Y
TEMP AMB
SF
ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
43
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1C ndash CONTINUED
13 Ship unit to FW Corbalis Water Treatment Plant
14 Provide 1 Year Warranty
15 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
44
COMPANY BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1D
GRIFFITH PUMPING STATION PUMP MOTOR 3 SERVICE Reason for Service Motor Evaluation Report Motor has excessive clearance in lower guide bearing Lower Guide bearing is NU style bearing Bearing Skidding is present in Bearing
Motor Description Vertical Motor Type MIBA-V TEWAC 720 RPM 1800 HP 3 Phase 60 Hz 4000 Volts 1 Pick Up motor from Griffith Pump Station Lorton
2 Check All Mechanical Tolerances Fits Using Precision Measurement Tools And Provide Report Hi Lite Any Out
Of Tolerance Measurements 3 Check Out Electrical Components Using Electrical Test Methods Meggar Surge Pi And Hi Pot
4 Dynamically Balance Rotors with FW Rep Present At API 610 4WN
5 Clean And Degrease Motor Components
6 Reassemble Unit and Perform Motor Testing and vibration analysis with FW rep present and provide Final Report
7 Ship Unit to FW Griffith PS
8 Provide 2 Year Warranty
CONTINUES ON NEXT PAGE
FWP3 MFR IDEAL
SN 001077-03 FRAME TYPE IMV PH 3
DISGN CODE HP 1800 VOLTS 4000
HZ 60 RPM 715 AMPS 238 RISE 80 C B RES
DUTY CONT CLASS INS F AMPS 274 105 C
Y RES
TEMP AMB 40 C SF 115 ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
45
COMPANY
BID SUBMISSION PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1D ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
46
ATTACHMENT 2
REFERENCES
BIDDERrsquoS NAME
1 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
2 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
3 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
IFB 21-054
Electric Motor Repairs
47
ATTACHMENT 2
REFERENCES CONTINUED
BIDDERS NAME ______________________________
4 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
5 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
IFB 21-054
Electric Motor Repairs
48
ATTACHMENT 3 OPERATING DATA SHEET
ISSUED TO DATE ISSUED Fairfax Water Work Order FW Electrical Supervisor Phone Conditioned Based Maintenance Supervisor Phone Return date requested A Equipment Specifications
1 Equipment Name
2 SAP ID Number
3 Manufacturer
4 Serial Number
5 Horsepower
6 Voltage B Work Requested
1 Reconditioning and Testing
2 Rewind
3 Other (describe) C If motor failure is involved state conditions under which failure occurred D Special Insulation Requirements
1 Moisture
2 Abrasion E Type of Housing Paint and Color
Paint furnished by customer Yes No
IFB 21-054
Electric Motor Repairs
49
ATTACHMENT 4
INSPECTION DATA SHEET ndashPAGE 1 OF 2 Company Performing Work Motor SN SAP ID A Initial Inspection and Tests
1 Insulation Resistance
Voltage Applied v Ambient Temp oC Machine Temp oC
1 min 10 min PI A to GND
B to GND
C to GND
2 Surge Test Test Voltagehelliphelliphellip V Pass ___ Fail ___ 3 Growler Test Pass ___ Fail ___ 4 Motor Shaft Run out In
5 Rotor Endplay In
6 Shaft Diameter In
B Disassembly
1 End Bells Marked
2 Fan Orientation Marked C Component Inspection
1 General Condition of Rotor (include probable cause of major damage)
a Rotor Iron
b Rotor Windings Rotor bars
c Retaining Rings
IFB 21-054
Electric Motor Repairs
50
ATTACHMENT 4 INSPECTION DATA SHEET ndashPAGE 2 OF 2
Company Performing Work Motor SN SAP ID
2 General Condition of Stator (include probable cause of major damage)
a Stator Iron b End Lacings and Support systems
c Wedges
d Windings
e RTDThermocouple Condition
3 General Condition of Shaft Keyways
4 General Condition of Bearings
5 General Condition of Motor Housing
6 Other
7 Core loss preceding winding removal watts
8 Core loss following winding removal watts
9 Recommended Repairs Signature Printed Name Title Date
IFB 21-054
Electric Motor Repairs
51
ATTACHMENT 5 Page 1 of 5
WORK PERFORMED DATA SHEET Company Performing Work Motor SN SAP ID A Describe work performed on rotor B Describe work performed on stator C Describe work performed on shaft D Describe work performed on bearings
Replaced bearings Yes No Manufacturer Type Code
E Other F Was motor vacuum-pressure impregnated Yes No
Resin used
Number of VPI and bake cycles G Was motor treated for abrasion protection Yes No
Treatment used
IFB 21-054
Electric Motor Repairs
52
ATTACHMENT 5 Page 2 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID H Varnish used for non-VPI applications
Number of dip and bake cycles I Final Tests
1 Insulation Resistance
Voltage Applied v Ambient Temp oC Machine Temp oC
1 min 10 min PI
A to GND
B to GND
C to GND
2 Phase Balance
Voltage Applied Vac A amps B amps C amps
3 High Potential Applied Leakage Time
Phase Voltage Current Duration
A
B
C
OR (if cant be separated)
ALL
IFB 21-054
Electric Motor Repairs
53
ATTACHMENT 5 Page 3 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
4 Winding Resistance
A-B milliohms A-N milliohms
B-C milliohms OR B-N milliohms C-A milliohms C-N milliohms
5 Dynamic Balance
RPM Vibration DE ODE Initial Final
6 No-Load Run
Phase Bearing Current Temperature Vibration_________
Ia Ib Ic Inboard Outboard RPM Inboard Outboard
15 Min 30 Min 45 Min
60 Min Acceleration time (Seconds) Peak starting current (Amper) ( IFL)
7 Miscellaneous
Direction of Rotation Viewed from End
End Play (Sleeve Bearing Only) in
IFB 21-054
Electric Motor Repairs
54
ATTACHMENT 5 Page 4 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
Inboard Bearing Journal Dia in
Inboard Bearing ID in
Outboard Bearing Journal Dia in
Outboard Bearing ID in
8 High FrequencySurge Comparison Tests (New Coils Only)
Voltage Applied v
Results
9 Air Gap Measurements
A minimum of sixteen (16) readings should be taken from each end using the following method
1 Mark position on stator at 12 oclock 3 oclock 6 oclock and 9 oclock 2 Mark position on rotor at 12 oclock 3 Take air gap readings at 12 3 6 and 9 from both ends pinion end (DE) opposite end (ODE)
Record readings [Eight (8) readings] 4 Rotate rotor to 3 oclock position 5 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings [Eight (8)
readings] 6 Rotate rotor to 6 oclock position 7 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings [Eight (8)
readings] 8 Rotate rotor to 9 oclock position 9 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings (Eight (8)
readings) 10 Calculate average readings and overall average air gap The acceptable tolerance between
average readings and the overall average gap is plusmn5
IFB 21-054
Electric Motor Repairs
55
ATTACHMENT 5 Page 5 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
DRIVE END
OPPOSITE DRIVE END
IFB 21-054
Electric Motor Repairs
56
ATTACHMENT 6 WAIVER OF SPECIFICATIONRELEASE OF HOLD POINT
Company Requesting Waiver of SpecificationRelease of Hold Point Person Making RequestDate Contact Info FW Equipment Name FW SAP EQUIPMENT Number Manufacturer Serial Number Horsepower Voltage Request for Waiver of Specification
Request for Release of Hold Point
Item Description FW Authorized Action APPROVED BY Printed Name and Title Date
IFB 21-054
Electric Motor Repairs
57
ATTACHMENT 7
RECOMMENDED CLEARANCES SLEEVE BEARINGS
ROUND BORES ONLY Company Performing Work Motor SN SAP ID Shaft Size Clearance for Clearance for Journal Diameter Horizontal Shaft Vertical Shaft (In inches) (In Inches) (In Inches) (In Inches) 1 004 +001 -000 004 +001 -000 2 004 +001 -000 004 +001 -000 3 006 +002 -000 006 +001 -000 4 008 +002 -000 007 +001 -000 5 010 +002 -000 007 +002 -000 6 012 +002 -000 007 +002 -000 7 014 +002 -000 007 +002 -000 8 016 +002 -000 007 +002 -000 9 018 +002 -000 007 +002 -000 10 020 +002 -000 007 +002 -000 11 020 +002 -000 007 +002 -000 12 021 +002 -000 007 +002 -000 13 021 +002 -000 007 +002 -000 14 022 +002 -000 007 +002 -000 15 022 +002 -000 008 +002 -000 16 023 +002 -000 008 +002 -000 17 023 +002 -000 008 +002 -000 18 024 +002 -000 008 +002 -000 19 024 +002 -000 008 +002 -000 20 025 +002 -000 008 +002 -000
IFB 21-054
Electric Motor Repairs
58
ATTACHMENT 8 Company Performing Work Motor SN SAP ID
DYNAMIC BALANCE CERTIFICATE
Balance Machine Model No ______________ Last Calibration Date ________ Balance Machine Serial No __________________________ Weight __________________ ldquoIn Servicerdquo Speed (RPM) ________ Balance Speed (RPM) __________________________
Certified by Printed Name and Title
Radius of permanent balance weight (in) _____________ IB _____________OB As Found Balance (ozin) _____________________IB ___________________OB As Left Balance (ozin) ______________________IB ___________________OB Calculated acceptance limit per journal (4WN) ___________IB __________OB If ozin value is not available for ldquoAs Found Balancerdquo and ldquoAs Left Balancerdquo use the mils value
Vendor _______________________________ Balance Date _________Time____ Equipment balanced __________________________________________________
IFB 21-054
Electric Motor Repairs
4
the Conditioned Based Maintenance Supervisor identified on the Operating Data Sheet
(Attachment 3) that was submitted to the Contractor when work was requested
D Work Performed Data Sheet (Attachment 5)
This sheet shall be completed by the Contractor documenting the work performed Upon
completion of the work the Contractor shall distribute one copy each to the FW Electrical
Supervisor and the Conditioned Based Maintenance Supervisor identified on the Operating Data
Sheet (Attachment 3) that was submitted to the contractor when work was requested
E Waiver of SpecificationRelease of Hold Point (Attachment 6)
This sheet will be issued to the Contractor by the FW Project Manager authorizing the
Contractor to deviate from these specifications and to allow the Contractor to proceed beyond
a hold point (see Section 32 paragraph G below) Approval to deviate from the specification
or proceed beyond a hold point may be issued verbally by the FW Project Manager Whenever
a verbal authorization is issued to the Contractor the ldquoWaiver of SpecificationRelease Hold
Pointrdquo sheet will be forwarded to the Contractor within five working days
F Recommended Clearances ndash Sleeve Bearings Round Bores Only (Attachment 7)
If the Contractor is re-babbitting the motor babbitt bearings the Contractor shall adhere to the
clearances shown on Attachment 7
G Dynamic Balance Certificate (Attachment 8) ndash All final balancing of the rotating element
shall be conducted in the presence of FWrsquos Condition Based Maintenance Supervisor the
FW Project Manager or their designated representative
H Hold Points
The points defined within the specification as ldquoHold Pointsrdquo are situations that warrant
individual technical evaluation as to the method of repair quality of substituted materials or
components or alternate procedures other than as specified herein Should such situations
develop during the progress of the work no further work shall proceed without consent of the
FW Project Manager
43 Technical Specification
A Motor Reconditioning
1 The routine reconditioning of a motor shall consist only of the following steps
a Initial inspection and tests
b Disassembly
c Component inspection
d Cleaning and baking
e Varnish treatment and bake cycle
f Reassembly and testing
IFB 21-054
Electric Motor Repairs
5
g Painting
2 A routine reconditioning contains no major repairs Major repairs include but may not
be limited to
a Stator rewind
b Core restacking
c Lead replacement
d Securing loose rotor bars and retaining rings
e Shaft straightening
f Bearing repair or replacement
g Shaft journal repairs
h Exciter package repairs
MOTOR RECONDITIONING HOLD POINT
bull If at any point during a reconditioning major repairs are deemed
necessary the Ownerrsquos representative as shown on Attachment 3
(Operating Data Sheet) shall be contacted for approval (See Section
23B for major repair work specifications and procedures)
bull Data required by the Owner as a result of inspections and tests
performed during reconditioning are outlined in Attachment 5
(Inspections Data Sheet)
3 Initial Inspection and Tests
a The motor shall be subjected to an insulation resistance test with polarization index as
outlined in IEEE Std 43 (Sections 53 and 54) The insulation resistance test shall be
performed for ten minutes as follows (IEEE Std 43-2013 Table 1 and Section 53)
1) Motors up to 600 volts -use 500 VDC
2) 24 KV motors -use 2500 VDC
3) 41 KV motors -use 5000 VDC
b The polarization index shall be the ratio of the 10-minute resistance measurement and
the 1-minute measurement Insulation resistance findings must be temperature
corrected to the lsquoThermosettingrsquo value per IEEE 43 Section 63 and Figure 5 with
acceptable tolerance as found in Table 4 for further electrical testing
c Motor shaft run out shall be measured Run out measurements shall be made with a
stationary indicator and keyways shall be inspected in accordance with the method
described in ANSIEASA AR100 Section 2 and Tables 2-1 to 2-6
d Rotor end play shall be measured per IEEE Std 1068 Section 52 (incoming tests) and
ANSIEASA AR100 Section 2 (Mechanical)
IFB 21-054
Electric Motor Repairs
6
e Mounting surfaces including Rabbet fits shall be inspected per ANSIEASA AR100
Section 2 and Tables 2-8 to 2-10
4 Disassembly
a Upon completion of initial inspection and testing the motor shall be disassembled
Disassembly shall be performed per the procedure in IEEE Std 1068 Section 6 The
following precautions shall be taken prior to disassembly
1) Stencil identification and orientation on end bells- drive end (DE) and opposite
drive end (ODE)
2) Mark proper fan orientation
3) The coupling shall only be removed at the request of FW or if it is required in order
to complete disassembly of the motor The Contractor shall request approval from
the FW Project Manager prior to removing the coupling
5 Component Inspection (IEEE Std 1068 Section 62 for guidance)
a Rotor ndash The rotor shall be inspected for signs of physical damage Retaining rings shall
be checked for evidence of overheating and arcing Additionally the rotor shall be
tested for loose bars and open circuits by use of a growler or sonic test method The
rotor will be balanced prior to reassembly as per Section 43A8f Rotor inspection
and additional methods are found in ANSIEASA AR100 Section 38 and IEEE Std
1068 Section 62e) and Section 632
b Stator ndash The stator shall be inspected for evidence of insulation faults loose coils in
slots loose wedges loose ties and blocking signs of overheating and iron damage
Tightening of loose wedges loose coils blocking and repair of ties shall be performed
as needed Stator RTDrsquos thermocouples and thermistors shall be resistance or
continuity checked as needed Stator inspection shall be performed per the procedure
outlined in IEEE Std 1068 Sections 62 and 631
c Shafts ndash The shaft shall be inspected for straightness keyway condition bearing journal
and imperfections per ANSIEASA AR100 Section 2 and IEEE Std 1068 Section
6322 and additional sections as appropriate based on the construction of the rotor
SHAFT INSPECTION HOLD POINT
bull Should shaft run out exceed the following tolerances Owner
approval will be required before further action is taken
RPM Run Out
Less than 1800 0002 inch
More than 1800 0001 inch
bull Measurements shall be taken at the end of the keyway extension
Keyways shall be machined to accept key steel to an interference fit
IFB 21-054
Electric Motor Repairs
7
Journal run out and shaft imperfections shall be corrected by
welding for direct coupled machines only or by providing a new
shaft
d Bearings
1) Roller and ball bearing fits shall be measured and compared with tolerances
specified by the motor manufacturer Bearings shall be replaced with SKF brand
bearings When replacing roller bearings that require periodic greasing shielded
pre-greased bearings shall be used where possible Otherwise the bearing shall be
replaced with the same style bearing as the original (eg shielded sealed open
covered roller etc) Reference ANSIEASA AR100 Section 2 and Tables 2-13
and 2-14 for fit guidance Reference ABFMA 7 and 20 for all other tolerances
Inspection guidance and terminology are found in IEEE Std 1068 Section 62
2) No substitute bearing types will be allowed without the Ownerrsquos consent
3) No knurling peening or adhesive shall be used as a means of retaining bearings on
a shaft or housing
4) Sleeve bearings shall be re-babbitted as needed uniform in diameter smooth
internally suitably grooved for proper distribution of lubricant and fitted within
tolerances specified by the motor manufacturer If manufacturerrsquos bearing data is
not available the maximum clearance between the bore of the bearing and the
diameter of the shaft journal shall be determined by referring to Attachment 7 Re-
babbetting shall be spun-cast and adherence greater than 98
BEARINGS HOLD POINT
bull The Contractor shall report any bearing requiring repair or
replacement on the written repair quote and on the Work
Performed Sheet (Attachment 5)
e Motor Housing The motor housing and end bells shall be inspected for cracks or other
damage Reference ANSIEASA AR100 Section 2 and IEEE Std 1068 Section 62 for
guidance
6 Cleaning and Baking
a The stator shall be steam cleaned Any solvents or soaps required shall be compatible
with the motor insulation system No steel wool or similar metallic pads shall be used
for cleaning the stator windings or rotor of the motor The stator shall be baked at a
temperature of 250 degrees F ndash 300 degrees F for a period of two to three hours or
until sufficiently dry The stator shall then be cooled down to 170 degrees F ndash 150
degrees F prior to varnish treatment The oven shall be equipped with a water fire
suppression system and a temperature recording chart meter
IFB 21-054
Electric Motor Repairs
8
CLEANING AND BAKING HOLD POINT
bull Should an alternative to baking be necessary Owner approval will
be required before further action is taken
b The rotor shall be cleaned as needed with a suitable solvent and oven dried
7 Varnish Treatment and Bake Cycle (Reference IEEE Std 1068 Section 8
a Random wound stators shall be subjected to two dip and bake cycles using a polyester
or epoxy resin for rewinds and a single dip and bake for reconditioning Bake cycle
time and temperature shall be in accordance with the resin manufacturerrsquos
recommendation Resin shall be capable of Class H operation
b If moisture protection is specified on Attachment 3 the windings shall be given three
vacuum-pressure impregnation treatments for rewinds and one for reconditioning
c If abrasion protection is specified on Attachment 3 a coat of polyurethane resin or
silicone rubber shall be applied in addition to the resin treatment described in 43A7a
and 43A7b Cooling passages shall not be blocked
d Form wound stators shall be subjected to one dip and bake cycle for reconditioning and
two for rewinds as outlined in 43A7a The stator shall be inspected prior to and
immediately after dipping to ensure the cooling vents are clear
8 Reassembly and Testing
All work and final test results shall be recorded on the Work Performed Report
(Attachment 5) The following tests shall be performed on the reconditioned motor
(reference IEEE Std 1068 Section 813 for guidance on final testing with additional
tolerance guidance in ANSIEASA AR100)
a Insulation resistance ndash An insulation resistance test shall be performed as outlined in
Section 43A3a for ten minutes The acceptance value of resistance measured in
megohms corrected to 40 C shall be no less than 1 megohm per KV where KV is equal
to rating of motor in kilovolts Insulation resistance findings shall be temperature
corrected to the lsquoThermosettingrsquo value per IEEE 43 Section 63 and Figure 5 with
acceptable tolerance as found in Table 4 for further electrical testing
INSULATION RESISTANCE TESTING HOLD POINT
bull Owner shall be notified if this reading is below 10 megohms for
motors under 1000 volts and random wound motors and below 100
megohms for motors over 1000 volts and form wound motors
b Polarization Index A polarization index shall be calculated The index is the ratio of
the 10-minute insulation resistance measurement and the 1-minute measure The
IFB 21-054
Electric Motor Repairs
9
minimum acceptable PI shall be 20 when the insulation resistance is below 5000
megohms at one minute and no less than 10 over 5000 megohms at one minute
POLARIZATION INDEX HOLD POINT
bull Owner shall be notified if this reading is below 20 when the insulation resistance
is below 5000 megohms after 1 minute between 1 and 2 when the insulation
resistance is over 5000 megohms or below 10 at any time
c Phase Balance A phase balance test shall be performed at 20 rated voltage The
maximum unbalance in line currents shall be 5
d High Potential An AC high potential test shall be performed for a duration of one
minute Applied test voltage shall be as follows
1) Reconditioned coils 06 (2E+1000)vac
096(2E+1000)vac
2) New coils (2E+1000)vac
17(2E+1000)vac
Where E equals phase to phase operating voltage
e Winding Resistance Winding resistances and ambient temperature of the equipment
shall be measured and recorded Winding resistance shall be normalized to 25C per
IEEE 112 and IEEE 1068
f Dynamic Balance Rotors shall be dynamically balanced per API 610 4WN and in the
presence of the FW Condition Based Maintenance Supervisor and the FW Electrical
Supervisor or their designated representative (Note API 610 4WN is lower than ISO
19401 G 10 and is equivalent to ISO 1940 G07)
g No Load Run The motor shall be run at rated voltage non-loaded until bearing
temperatures stabilize (no change by more than 2 degrees over 20 minutes) bolted to
metal bed plate during which the following parameters shall be measured and recorded
at 10-minute intervals
1) Load Current
2) Bearing Temperature
3) Overall vibration maximum amplitude at any RPM shall be as identified in IEEE
1068 Tables 11 and 12
4) RPM
5) Rotation shall be compared with original direction
6) In addition the uncoupled acceleration time and peak starting currents shall be
recorded on the work sheet for across-the-line starts For any motor that FW
designates that is not to be started across-the-line but only by reduced voltage
means shall not be started across-the-line but shall be started for the shop tests
IFB 21-054
Electric Motor Repairs
10
using reduced voltage starters that limit the motor current to no more than 5 times
full load nameplate current
h Miscellaneous
1) Direction of rotation shall be marked on the motor and recorded
2) End play for sleeve bearing applications shall be measured and recorded
3) Bearing and bearing journal data shall be measured and recorded
4) Magnetic center shall be marked
i Surge Comparison Tests The voltage levels shall be at 2E + 1000 volts AC for the
high frequencysurge comparison test
j Air gap shall be measured and recorded at 1200 300 600 and 900 orsquoclock
positions according to the instructions given on Attachment 5
9 Painting The motor shall be painted with paint specified on Attachment 3 Shaft
extensions shall be sprayed with a preservative Reference IEEE 1068 Section 810
B Major Repair
1 In cases where major repair is necessary the Contractor shall perform the following
procedures as outlined in Section 43A1 Motor Reconditioning as well as the major
repair
a Initial inspection and tests
b Disassembly
c Component inspection
d Cleaning and baking
e Varnish treatment and bake cycle
f Reassembly and testing
g Painting
2 Data required by the Owner from results of inspections and tests performed during a major
repair is outlined on Attachment 5 Inspection Data Sheet The items listed shall apply as
the individual case dictates upon Ownerrsquos approval
3 Stator Rewind
a All winding data shall be recorded prior to stripping stator conductors ie wire size
number of turns pitch winding connections etc
b A core loss test shall be recorded on Attachment 4 Following winding removal a
second test shall be performed
IFB 21-054
Electric Motor Repairs
11
STATOR REWIND HOLD POINT
bull Should the measured core losses in watts per pound or the core loss
test exceeds 6 watts per pound at 1T when tested per IEEE Std 422
or hot spots greater than 10C or an increase of the second test
exceed those of the first the Contractor shall notify FW prior to
further repair activity
c Only if necessary the old windings shall be burned out of the stator in a burnout oven
with adequate temperature controls in order to provide uniform heating and cooling
thus preventing warping and cracking of the frame deterioration of the core plate
treatment on the laminations and impairment of the magnetic qualities of the core The
oven shall be equipped with a water fire suppression system and a temperature
recording chart meter The temperature used for roasting shall not exceed 700 degrees
Fahrenheit Additional stripping methods are found in IEEE Std 1068 Section 82
STATOR STRIPPING METHOD HOLD POINT
bull Stripping methods other than burnout oven may be applied with
Owner consent
d After the windings have been removed the stator laminations shall be thoroughly
cleaned by blowing out with compressed air and removing any foreign matter by hand
The stator slots shall be clean and free of sharp edges or particles
e Laminations shall be inspected for damage Any minor iron damage shall be corrected
by hand filing and separating laminations to eliminate shorts All burrs and rough edges
shall be corrected prior to the rewinding procedure Corrections shall be made
regardless of whether the imperfections existed originally in the stator iron or were
caused by the stripping operation
STATOR DAMAGED LAMININATIONS OR IRON
REPLACEMENT HOLD POINT
bull Should major core damage require restacking of laminations a
digital photo of the damaged area shall be submitted to the Owner
or Owner inspection will be required prior to repairing damaged
laminations or iron replacement
f The repaired stator shall be loop checked and hot spots greater than 10C shall be
corrected
g The suspected cause of iron damage shall be listed on Attachment 4
IFB 21-054
Electric Motor Repairs
12
STATOR MOTOR LEAD REPLACEMENT HOLD POINT
bull Should motor lead replacement be required FW shall be notified
prior to replacement concerning lead length designations
termination hardware etc
h The stator shall be rewound in accordance with Section 43C Winding Materials and
Insulation Requirements
i Where slot space permits coil copper size shall be increased with prior approval of
FW Electrical Supervisor when doing so will increase the motor efficiency and the
increased starting current can be accommodated by the motor controller
j Coils shall be securely tied to surge rings and adjacent coils Surge rings shall be rigid
k The stator coils shall fit in the stator iron parallel to the slot Where extra room exists
between the coil and the iron either a slot cell (if originally designed with one) or side
filler shall be used to make a more intimate fit between the coil and the iron
l The connections between coils and groups shall be horseshoed (eg U-shaped) to
permit continuous taping over all brazed joints
m The coil extensions shall be tied to one or more surge rings and shall be suitably blocked
between coils on both the inside and outside of the coil extensions
n The jumpers shall be uniformly laid and placed around the periphery of the connection
o Motors with form wound coils shall not be converted to random wound
p Tie cord used to secure the wires in the end turns shall be at a minimum 100 lb test
Dacron stranded cord
q Motor stators containing stator RTDrsquos thermocouples or thermistors shall be rewound
with devices rated the same RTDrsquos are to be 3-lead and added to old motors at a
minimum of two per phase Owner shall indicate if a greater quantity is desired When
possible the Contractor shall arrange RTDs in the same position as the original
winding or evenly spaced if unknown or new
4 Rotor Repair
ROTOR REPAIR HOLD POINT
bull Any repair activity involved with securing loose rotor bars and retaining
rings shall be brought to the attention of the Owner prior to beginning
the activity
IFB 21-054
Electric Motor Repairs
13
5 Shaft Straightening
SHAFT STRAIGHTENING HOLD POINT
bull Any shaft straightening procedure shall be brought to the attention of
the Owner prior to beginning the activity Shafts shall be straightened
by heating or jacking to meet the following run out requirements
RPM Run Out
Less than 1800 0002 in
More than 1800 0001 in
C Winding Materials and Insulation Requirements
1 Winding Materials
a Magnet wire in coils shall be copper
b Form wound coils shall not be converted to random wound
c Lacings and ties shall be made with glass cord or tape or woven Dacron tape
d Wedges fillers blocks and winding material shall be suitable for Class ldquoHrdquo operation
e Shrink tapes are not acceptable
2 Insulation Requirements
a Form Wound Coils
1) All materials in the insulation system shall be rated for Class ldquoHrdquo operation
2) Strand insulation shall consist of fiberglass Dacron-glass wrap or mica tape applied
over epoxy or polyester resins Class ldquoHrdquo enamel or Kapton applied to the wire as
dictated by the volts per turn rating of the coil Reference IEEE Std 1068 Section
853
3) Ground wall insulation shall consist of Nomexreg such as Nomex-Milar-Nomex or
Dacron-glass backed mica paper or an equivalent mica flaked tape Ground
insulation shall be compatible with epoxy or polyester resin used during vacuum-
pressure impregnation
4) Nomex or polyester glass armor tape shall be applied on the outside of the coil for
mechanical protection
5) For sealed coil applications a partially cured epoxy coated polyester or polyester
glass tape shall be applied to the outside of the coil in addition to the requirements
stated above Lead areas shall be sealed with compatible epoxy putty
IFB 21-054
Electric Motor Repairs
14
b Random Wound Coils
1) All materials in the insulation system shall be rated for Class ldquoHrdquo operation
2) Minimum thickness for stator slot insulation material shall be 015 inches
3) All ground wall insulating material shall extend beyond the edge of the stator iron
in a uniform manner and shall be cuffed
4) Slot separators shall be used between coils in all stator slots
5) Phase insulation in the winding end turns shall be resin treated glass cloth or
equivalent to provide positive separation between phases in the event of varnish
degradation caused by excessive temperature above the motor rating
6) Sleeving used on stator connections shall be acrylic coated fiberglass or equivalent
rate 4000 volts or higher
7) Leads shall be GE Vulkaflex or equivalent for open enclosure motors and silicone
rubber covered with glass braid or equivalent for totally enclosed motors
8) Stator shall be subjected to two dip and bake cycles as outlined in Section 23A7
or as directed by Owner
44 Repair Facility Requirements
A Repair Facility Capabilities
1 Facility shall be capable of performing all balance work (no subcontracting will be
authorized)
2 Facility shall be capable of starting 3-phase 4160 volt 3050 HP vertical motor
3 Facility shall be capable of starting 3-phase 4160 volt 1800 HP horizontal motor
4 Facility shall allow for FW staff to safely witness testing
B Repair Facility Location
The Contractorrsquos repair facility shall be located within a four-hour drive from FWrsquos main office
located at 8570 Executive Park Avenue Fairfax Virginia 22031 Fairfax County Virginia
45 Future Work Time of Performance
A All motor repairs shall be performed and completed in accordance with the delivery lead time
included in the written quote Failure of the Contractor to perform within the stated deadlines
may jeopardize FWrsquos ability to provide water to its customers and may result in FW terminating
the contract with the Contractor for cause
B By submitting a proposal in response to this solicitation Contractor agrees without exception
that for all future work quoted they shall meet the delivery lead times as specified in their written
quote Contractor further attests that they shall provide FW expedited services as required to
complete all future work without additional cost (See Section 47)
IFB 21-054
Electric Motor Repairs
15
46 Transportation
The Contractor shall furnish all transportation services to pick up and return motors to the
designated FW facility All deliveries to FW shall be FOB Destination Transportation costs shall
be included in the Contractorrsquos labor rates or listed separately Fairfax Water will not pay any
additional or separate charges for transportation not included on the bid price
47 Priority Customer
The Contractor understands and acknowledges that FW provides services that are essential to the
health and welfare of the public Failure of the Contractor to perform the services described herein
in a timely manner may jeopardize FWrsquos ability to provide essential services which may affect the
health and welfare of the public served by FW In the event of material shortages at any level of the
production to delivery chain the Contractor agrees and affirms that FW shall be given the earliest
possible notice and the highest priority for allocation of all goods and services specified herein To
the extent that the Contractor must prioritize and allocate delivery among its customers the
requirements of FW shall be honored before goods and services are provided to any customer with
no obligations with regard to the public health and welfare To the extent that availability of repair
parts or Contractor staffing including subcontractor staffing is insufficient to meet the requirements
of all the Contractorrsquos customers who are responsible for the health and welfare of the public the
goods shall be allocated in a manner deemed to be fair and reasonable to all such clients
48 Time Is Of The Essence
Time is of the essence Repair services shall be performed within the time specified on the
Contractorrsquos Bid Submission Form or otherwise set forth on the applicable Purchase Order
Notwithstanding the foregoing the Contractor shall not be deemed to have breached the terms and
conditions of the Contract Documents to the extent any delay is due to circumstances beyond its
reasonable control and without the fault or negligence of the Contractor provided that the Contractor
first shall have provided Fairfax Water with written notice (to include facsimile or e-mail) of any
such delay within five days after the occurrence of events or circumstances causing the delay
49 Use of Subcontractors
A The Contractor shall be responsible for all products and services described and defined herein
The use of any subcontractor is prohibited unless the Contractor proposes to use a subcontractor
at the time of bid submission Approval to use a subcontractor shall be in written form and be a
part of the resultant contract (See Section 55 for subcontractor submittal requirements)
B Even when properly authorized by FW the use of a subcontractor does not relieve the Contractor
of liability under the contract
C The Contractor at its sole expense shall be responsible for damage to FW and non-FW property
as a result of its failure or its subcontractorrsquos failure to protect such facilities and utilities
D The Contractor at its sole expense shall immediately repair or replace FW property damaged
by (or caused by) the Contractor or its Subcontractor(s) Replacements will be of equal or better
IFB 21-054
Electric Motor Repairs
16
quality than the property damaged property and all such work must be approved by FW Project
Manager
410 Delays
A By the Contractor After issuing a written warning to the Contractor FW may declare the
Contractor in default for unacceptable delays If such a declaration is made FW reserves the
unilateral right to cure the default by any means available to FW including but not limited to
contracting with another supplier to complete the repairs Any additional repair costs incurred
by FW as a result of unacceptable delays on the part of the Contractor may be passed onto the
Contractor This is not a limitation of FWrsquos legal rights to recover damages due to Contractor
default in any other way
B By FW The Contractor shall not be responsible for delays caused by FW its agents or other
FW Contractors To the extent that the Contractor is unable to proceed due to the actions or
inactionrsquos of FW its agents employees or other FW Contractors the Contractor shall be granted
an extension to the delivery schedule equal to the documented amount of time the Contractor
was prevented from performing work The Contractor shall not be eligible for damages as a
result of FW delays
411 Site Safety and Access
A The Contractor shall schedule and coordinate the Work and install temporary facilities as
required to maintain continuous operation and access to existing equipment in the area of Work
The Contractor shall not commence retrofit work until authorized by the FW Project Manager
The Contractor is advised that FW may at its sole discretion delay or stop work as required to
ensure continuous and reliable operation of the facility especially during peak flow events
B The Contractor shall secure the Site and all areas of Work to prevent access and the potential for
injury to its employees FW employees its agents and others by construction and installation of
temporary guard-rails fencing barricades highway cones warning signstape etc andor other
appropriate means and as directed by the FW Project Manager Such hazards include but are
not limited to mechanical hazards electrical hazards surface irregularities or construction tools
and equipment
C FW shall have the right to deny access to the Site or require the Contractor to remove from the
Site any individual who has exhibited violent abusive or threatening behavior or conduct
D FW may limit restrict or prohibit access to areas of the Site on a permanent or temporary basis
When access to such restricted areas is required by the Contractor to perform the Work the
Contractor shall obtain permission from the FW Project Manager and shall comply with such
conditions or limitations to access as may be imposed by the FW Project Manager
E FW may restrict parking or require parking permits for vehicles to be brought onto the plant The
Contractor shall be responsible for arranging transportation for its personnel to reach the job sites
from whatever parking area is provided by FW
IFB 21-054
Electric Motor Repairs
17
412 Superintendence by Contractor
A The Contractor shall have a competent Field Supervisor satisfactory to FW on the job site at all
times during the progress of the Work The Contractor shall be responsible for coordinating all
portions of the Work under contract except where otherwise specified in the contract documents
and for all safety and worker health programs and practices The Contractor shall notify the
Project Manager in writing of any proposed change in superintendent including the reason
therefore prior to making such change
B The Contractor shall at all times enforce strict discipline and good order among the workers on
the project The Contractor shall not employ on the Project any unfit person anyone not skilled
in the work assigned to him or anyone who will not work in harmony with those employed by
the Contractor subcontractors FW or FWrsquos separate Contractors and their subcontractors
C FW may in writing require the Contractor to remove from FW property any employee FW
deems to be incompetent careless not working in harmony with others on the site or otherwise
objectionable
5 INSTRUCTIONS TO BIDDERS
51 Questions and Communications
A All contact between prospective bidders and FW with respect to this solicitation will be formally
held at scheduled meetings or in writing issued by the Procurement Office Questions and
comments regarding the meaning or interpretation of any aspect of this solicitation must be
submitted in writing to the Procurement Contact identified on the cover page to this solicitation
and must be received on or before the deadline for submitting questions Only written questions
will be accepted Questions or comments that are submitted after the deadline set forth on the
cover page to this solicitation will not be answered
B FW will respond to all questions and comments that are received by the deadline and that are
deemed to address a matter that is relevant and substantive in nature within a reasonable period
of time in the form of a written Addendum Oral communications between FW and any bidder
regarding the interpretation or meaning of any aspect of this IFB are not authorized and may not
be relied upon for any purpose
52 Instructions for Submitting Bids
The deadline for submitting bids and the location of the bid opening is shown on the cover page All
bids must be submitted in a sealed package(s) no other form of submission will be accepted (ie
email facsimile etc) Bids will be opened immediately following the deadline for submitting bids
Bids will be opened in accordance with the provisions of the Virginia Public Procurement Act
IFB 21-054
Electric Motor Repairs
18
Bid packages must be identified on the outside as follows
From _____________________________________________ ______________________
Name of Bidder Due Date
_____________________________________________ ______________________
Street IFB No
_____________________________________________ ______________________
City State Zip Code IFB Title
Attn Tammy Spinks
53 Virtual Bid Opening
A Virtual Bid Opening will be held immediately after the bid submission deadline Attendees may
access the Virtual Bid Opening using the following information
Microsoft Teams meeting
Join on your computer or mobile app
Click here to join the meeting
Or call in (audio only)
+1 571-348-5786544174819 United States Arlington
Phone Conference ID 544 174 819
54 Familiarity with Specifications
A Each Bidder shall bear responsibility for thoroughly examining this solicitation in its entirety
In the event that a bidder has any questions or comments regarding the proper meaning or intent
of any aspect of this solicitation then the bidder shall submit all such questions and comments
in writing to the Procurement Contact identified on the cover sheet of this solicitation
B The submission of a bid by a bidder in response to this solicitation shall be deemed to constitute
a representation on the part of such Bidder that it has thoroughly examined this solicitation and
has submitted any and all questions and comments it may have regarding the meaning or
interpretation of this solicitation to Fairfax Water in the manner prescribed herein
55 Bid Submission Packet
A Attachment 1 is the Bid Submission Form It must be completed and signed by an agent who is
fully authorized to bind the individual or organization submitting the offer to sell to the
specifications terms and conditions contained herein as well as any addenda to this solicitation
B Attachment 2 is the Reference Form Each bidder shall include at least three references with
their bid submission packet References shall be from customers of comparable size and scope
of operations as FW to whom the bidder has supplied the same services within the past 24-
months References must be able to attest without reservation to the fact that the bidder provided
the contracted services without any significant problem of any kind and at any time during the
contract period Bidders shall not list FW as a reference for purposes of this solicitation
IFB 21-054
Electric Motor Repairs
19
C Subcontractor List and Subcontractor Reference List Submittals
1 The Contractor shall include a list of all proposed subcontractors with their bid submission
packet The Subcontractor List shall specify the type of work and percentage of work the
Contractor shall rely on the subcontractor to perform
2 The Contractor shall include a separate list of references for each proposed subcontractor
with three references from the subcontractorrsquos customers that are of comparable size and
scope of operations as FW to whom the subcontractor has supplied the same services within
the past 24-months References must be able to attest without reservation to the fact that the
subcontractor provided the services without any significant problem of any kind and at any
time during the contract period The subcontractor reference list shall not list FW as a
reference for purposes of this solicitation
D Attachment 9 is the IRS Form W-9 Request for Taxpayer Identification Number and
Certification Each bidder shall include a completed form with their bid submission packet
E In addition to the mandatory insurance requirements listed in Subsection 614 (Insurance
Requirements) and at the request of FW the Contractor shall submit a list of all insurance claims
made against it within the past 12 months Failure to include this information within ten calendar
days of request by FW may result in rejection of your bid
56 Directions for Completing the Bid Form and Bidding each Hypothetical Electric Motor Repair
A The Bid Submission Form is broken down into five sections
Part 1 ndash Hypothetical Electric Motor Repair Pricing
Part 2 ndash Vaughenrsquos Pricing Guide Discounts Offered by Motor horse power
Part 3 ndash Labor Rates
Part 4 ndash Contact Person
Part 5 ndash Repair Facility Capabilities and Location Certification
B Bidders shall fill in all blanks provided on the Bid Form for all sections paying particular attention
to the instructions given for Part 1 and Part 3 Failure to complete all sections of the Bid Submission
Form may deem your bid as non-responsive Failure to include the separate pricing sheets for
each scenario in your bid submission packet will cause FW to deem the bid as non-response
and it will not be eligible for contract award All transportation shall be bid as FOB Destination
Include all necessary costs in your bid submission Failure to include the cost of shipping and
handling will be interpreted as included in the unit price for each item FW will not pay for shipping
and handling charges not included in your bid
C Directions for bidding each hypothetical electric motor repair
1 Bidders shall attach a separate and detailed price sheet for each sample scenario to their bid
form The price sheet shall be on the bidderrsquos company letterhead and labeled with the
applicable hypothetical scenario title The price sheet shall be signed by the bidder and
IFB 21-054
Electric Motor Repairs
20
include the bidderrsquos printed name title and date All repair work and parts shall be based on
the Vaughenrsquos Pricing Guide less any discount offered
2 The bidderrsquos separate price sheet shall include at a minimum the following
b Parts shall be bid by quantity unit cost and total cost
c Labor shall be bid by labor type and hourly rate and the extended total cost
d Transportation shall be included in the labor rate or listed separately
3 Bidders shall report their total material costs less any discount offered the total number of
manhours needed to complete the repair and the total cost for all labor categories for each
scenario in the appropriate spaces in PART 1 Sample Repair Pricing Schedule on the Bid
Submission Form
4 Bidders shall report the aggregate cost of all four repair scenarios in PART 1 Sample Repair
Pricing Schedule on the Bid Submission Form in the appropriate space
5 In the event of a mathematical error on the Sample Repair Pricing Schedule unit prices from
each detailed price sheet scenario shall prevail
6 Bidders shall record any discount offered and utilized in pricing each scenario by motor horse
power in PART 2 ndash Discounts Offered on the Bid Submission Form
7 All four hypothetical repair scenarios shall be bid and the bidderrsquos separate price sheet shall be
included with their Bid Submission Form Bidders who fail to bid all four hypothetical repairs
or fail to include each hypothetical repairs separate price sheet will be deemed non-responsive
and their bid will not be eligible for award
57 Proprietary Information
A Except as provided herein or as otherwise set forth in sect22-4342 of the Virginia Public
Procurement Act (Va Code Ann sect22-4300 et seq the ldquoActrdquo) all proceedings records
contracts and other public records relating to procurement transactions shall be open to
inspection in accordance with the Virginia Freedom of Information Act (Va Code Ann sect22-
3700 et seq the ldquoVirginia FOIArdquo)
B A Bidder Offeror or Contractor shall have the right to identify data or other materials submitted
in connection with this procurement as trade secrets or proprietary information which shall not
be subject to inspection pursuant to either sect22-4342 of the Act or the Virginia FOIA by
submitting to Fairfax Water prior to or at the time of submission of its proposal or bid a separate
written notice on its letterhead stationery setting forth the following (i) a statement indicating
that the Bidder Offeror or Contractor wishes to invoke the protections of this section (ii) an
identification of the data or other materials for which protection is sought and (iii) a statement
with regard to why protection is necessary
IFB 21-054
Electric Motor Repairs
21
58 ExceptionsAdditions
No exceptions or additions to the SpecificationsScope of Work or Contract Terms and Conditions
shall be permitted Any questions or concerns regarding any part of the IFB shall be submitted to
the Procurement Contact prior to the date specified in the Questions and Communications section
above Bids containing any exceptions to the SpecificationsScope of Work or Contract Terms and
Conditions or submitting additional Terms and Conditions shall be deemed non-responsive and
rejected Exceptions or additions proposed after bid submission by the successful bidder shall not
be accepted
59 Addenda to the IFB
A FW reserves the right to amend this solicitation at any time prior to the deadline for submitting
Bids If it becomes necessary to revise any part of this IFB notice of the revision will be given
in the form of an Addendum that will be provided to all prospective Bidders who are on record
with FW as having received this solicitation If in the opinion of FW the deadline for the
submission of bids does not provide sufficient time for consideration of any Addendum then
such deadline may be extended at the discretion of FW
B It shall be the responsibility of each Bidder to contact the Purchasing Contact identified on the
cover page to this solicitation prior to submission of a bid hereunder in order to determine
whether any Addenda have been issued in connection with this procurement Notwithstanding
any provision to the contrary the failure of any Bidder to receive any Addenda shall neither
constitute grounds for withdrawal of its bid nor relieve such Bidder from any responsibility for
incorporating the provisions of any Addenda in its proposal
C Acknowledge receipt of each addendum by signing it and submitting it by the bid deadline
Failure to return a signed addendum may result in a bid being determined non-responsive
510 Late Bids
Bids or unsolicited amendments to bids arriving after the bid submission deadline will not be
considered
511 Arrearage
By submitting a Bid in response to this solicitation the individual or firm submitting the bid shall
be deemed to represent that it is not in arrears in the payment of any obligation due and owing FW
the Commonwealth of Virginia or any public body in the Commonwealth of Virginia including but
not limited to any obligation to pay taxes andor employee benefits Bidder further agrees that it
shall make diligent efforts to avoid becoming in arrears during the Term of any Contract awarded
hereunder
512 Contract Award
Contract award will be made to the lowest responsive and responsible bidder based on total cost
Whenever the lowest responsive and responsible bidder is a resident of a state other than Virginia
IFB 21-054
Electric Motor Repairs
22
and such state under its laws allows a resident contractor of that state a percentage preference a like
preference shall be allowed to the lowest responsive and responsible bidder who is a resident of
Virginia and is the next lowest bidder If the lowest bidder is a resident contractor of a state with an
absolute preference the bid preference shall not be considered
513 Public Notice of Award
Public notice of award will be posted on the official FW web site
httpswwwfairfaxwaterorgcontracts
514 Authorization to do Business in Virginia
Each bidder that is organized or authorized to transact business in the Commonwealth of Virginia
pursuant to Title 131 or Title 50 of the Virginia Code shall include with its bid the identification
number issued to it by the Virginia State Corporation Commission Any bidder that is not authorized
to transact business in Virginia as a foreign entity under Title 131 or title 50 of the Virginia Code
or as otherwise required by law shall include in its bid a statement describing why the bidder is not
required to be so authorized Any bidder that fails to provide the required information may not
receive an award
515 Cancellation
FW may cancel this solicitation at any time and for any reason prior to contract award
516 Compliance with Laws Regulations and Codes
The Bidder hereby represents and warrants that
A It is qualified and properly licensed to do business in the Commonwealth of Virginia and that it
will take such action as from time to time hereafter may be necessary to remain so qualified
B It is not in arrears with respect to the payment of any monies due and owing FW the
Commonwealth of Virginia or any department or unit thereof including but not limited to the
payment of taxes and employee benefits and that it shall not become so in arrears during the
term of this Contract
C It shall comply with all federal State and local laws regulations and ordinances applicable to
its activities and obligations under this Contract and
D It shall obtain at its expense all licenses permits insurance and governmental approval if any
necessary to the performance of its obligations under this Contract
517 Debarment Status
By submitting a Bid in response to this solicitation each Bidder certifies that it is not currently
debarred by the federal government the Commonwealth of Virginia or any agency or department
thereof from submitting a bid or proposal in connection with any procurement project and that it is
not an agent of any person or entity that currently is so debarred
IFB 21-054
Electric Motor Repairs
23
518 Duration of Bids
Bids shall be valid for a minimum of 90 days following the deadline for submitting bids If an award
is not made during that period all bids shall be automatically extended for another 90 days Bids
will be automatically renewed until such time as either an award is made or proper notice is given
to FW of Bidders intent to withdraw its bid Bids may only be withdrawn by submitting written
notice at least seven days before the expiration of the then current 90-day period
519 Unit Prices Prevail
In the event that there is a mathematical error on the bid submission form the unit price for each
item shall prevail All costs to provide the goods and services specified in this solicitation shall be
shown on the attached bid form Line items left blank will be interpreted as at no cost to FW
520 Negotiation with Low Bidder
If the lowest bid submitted by a responsive and responsible bidder exceeds available funds for this
procurement then Fairfax Water may in its discretion conduct negotiations with the lowest
responsive and responsible bidder (the ldquoLow Bidderrdquo) in an effort to obtain a contract price that is
within available funds In such event Fairfax Water will notify the Low Bidder verbally or in writing
that its bid exceeds available funds and will schedule a conference with the Low Bidder Fairfax
Water staff and such advisors and consultants as Fairfax Water deems appropriate in order to discuss
possible modifications to the scope of the procurement that may result in a price that is within
available funds The conference and any subsequent negotiations may be conducted in person or by
telephone If during the conference the parties arrive at an acceptable modification to the scope of
the project and a contract price that is within available funds then Fairfax Water may award a
contract to the Low Bidder based upon the newly-modified terms and conditions Otherwise the
Low Bidder will within 15 days after the date of the conference (or such longer or shorter period as
may be specified in writing by Fairfax Water) submit to Fairfax Water a written addendum to its
original Bid Form which describes its proposed modification(s) to the scope of the procurement and
sets forth the Low Bidderrsquos newly adjusted bid price Fairfax Water may conduct further
negotiations with the Low Bidder or request additional clarifications or modifications If the Low
Bidderrsquos proposed modifications are acceptable to Fairfax Water and the associated contract price is
within available funds then Fairfax Water may award a contract to the Low Bidder based upon the
modified terms and conditions If the proposed modifications are not acceptable to Fairfax Water
or the associated price reductions are not within available funds then Fairfax Water will terminate
negotiations and reject all bids
521 References
Each bidder shall include at least three references with their bid submission packet (see Attachment
2 References) References shall be from customers of comparable size and scope of operations as
FW to whom the bidder has supplied the same services within the past 24-months References must
be able to attest without reservation to the fact that the bidder provided the contracted services
without any significant problem of any kind and at any time during the contract period Bidders
shall not list FW as a reference for purposes of this solicitation
IFB 21-054
Electric Motor Repairs
24
522 Insurance Claims against Bidder
In addition to the mandatory insurance requirements listed in Section 614 (Insurance Requirements)
and at the request of FW the apparent low bidder shall submit a list of all insurance claims made
against it within the past 12 months Failure to include this information within ten calendar days of
request by FW may result in rejection of your bid
523 Incorporation by Reference
This solicitation is issued in accordance with and controlled by the Virginia Public Procurement
Act (VPPA) which is incorporated into and made part of the solicitation by reference By submitting
a bid in response to this solicitation all bidders acknowledge the VPPA and agree to be bound by it
A copy of the VPPA is available for inspection at the Purchasing Department at FW It is also
available at this site
httpslawlisvirginiagovvacodepopularnamesvirginia-public-procurement-act
6 CONTRACT TERMS AND CONDITION
61 Term of Contract
The term of this contract shall be from the effective date of the contract award through October 31 2022 with four 1-
year renewal options through October 31 2026
62 Anti-Discrimination
By submitting their bids Bidders certify to FW that they will conform to the provisions of the Federal Civil Rights Act of 1964 as amended as well as the Virginia Fair Employment Contracting Act of 1975 as amended where applicable
the Virginians With Disabilities Act the Americans With Disabilities Act and sect11-51 of the Virginia Public Procurement
Act
A During the performance of the contract the Contractor agrees as follows
1 The Contractor will not discriminate against any employee or applicant for employment because of race
religion color sex national origin or disabilities except where religion sex or national origin is a bona fide
occupational qualification reasonably necessary to the normal operation of the Contractor The Contractor
agrees to post in conspicuous places available to employees and applicants for employment notices setting
forth the provisions of this nondiscrimination clause
2 The Contractor in all solicitations or advertisements for employees placed by or on behalf of the Contractor
will state that such Contractor is an equal opportunity employer
3 Notices advertisements and solicitations placed in accordance with federal law rule or regulation shall be
deemed sufficient for the purpose of meeting these requirements
B The Contractor will include the provisions above in every subcontract or purchase order so that the provisions will
be binding upon each subcontractor or vendor
C Fairfax Water does not discriminate against faith-based organizations on the basis of the organizationrsquos religious
character or impose conditions that (a) restrict the religious character of the faith-based organization except as provided by law or (b) impair diminish or discourage the exercise of religious freedom by the recipients of such
goods services or disbursements
IFB 21-054
Electric Motor Repairs
25
63 Antitrust
By entering into a contract the Contractor conveys sells assigns and transfers to FW all rights title and interest in and
to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the
Commonwealth of Virginia relating to the particular goods or services purchased or acquired by FW
64 Assignment of Interest
The Contractor shall not assign any interest in any resulting Contract and shall not transfer any interest in the same
without prior written consent of FW which FW shall be under no obligation to grant
65 Availability of Funds
It is understood and agreed between the parties herein that FW shall be bound hereunder only to the extent of the funds
available or which may hereafter become available for the purpose of this agreement
66 Compliance with Laws Regulations and Codes
The Bidder hereby represents and warrants that
A It is qualified and properly licensed to do business in the Commonwealth of Virginia and that it will take such action
as from time to time hereafter may be necessary to remain so qualified
B It is not in arrears with respect to the payment of any monies due and owing FW the Commonwealth of Virginia
or any department or unit thereof including but not limited to the payment of taxes and employee benefits and that
it shall not become so in arrears during the term of this Contract
C It shall comply with all federal State and local laws regulations and ordinances applicable to its activities and
obligations under this Contract and
D It shall obtain at its expense all licenses permits insurance and governmental approval if any necessary to the
performance of its obligations under this Contract
67 Contract Formation
A The words ldquoContractrdquo and ldquoPurchase Orderrdquo are used interchangeably unless the context otherwise plainly requires
The documents comprising the Contract shall be accorded the following order of precedence
1 The Contract including any Amendments or Change Orders
2 All Purchase Orders
3 Any Addenda to this RFQ 4 This RFQ (including all Appendices and Attachments hereto) and
5 The Bidderrsquos completed Quote Submission Form (including any drawings and submittals)
B Anything called for by one of the contract documents and not called for by the others shall be of like effect as if
required or called for by all except that a provision clearly designed to negate or alter a provision contained in one
or more of the other contract documents shall have the intended effect
68 Contract Changes Change Orders
A No verbal agreement or conversation with any officer agent or employee of FW either before or after the execution
of any Contract resulting from this solicitation or follow-on negotiations shall affect or modify any of the terms
conditions specifications or obligations contained in the solicitation or resulting Contract No alterations to the
terms and conditions of the Contract shall be valid or binding upon FW unless made in writing and signed by the
purchasing contact identified on the cover page Contract changes shall be in writing and shall be on official FW
Purchasing Department letterhead In any event and in all circumstances the Contractor shall be solely liable and
responsible for any Contract changes deviations etc made without first receiving written authorization to deviate
from the Contract by the FW Project Manager
IFB 21-054
Electric Motor Repairs
26
B Changes can be made to the contract in any of the following ways
1 The parties may agree in writing to modify the scope of the contract An increase or decrease in the price of
the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement
to modify the scope of the contract 2 FW may order changes within the general scope of the contract at any time by Notice to the Contractor
Changes within the scope of the contract include but are not limited to things such as services to be performed
the method of packing or shipment and the place of delivery or installation The Contractor shall comply with
the notice upon receipt The Contractor shall be compensated for any additional costs incurred as the result of
such order and shall give FW a credit for any savings Said compensation shall be determined by one of the
following methods
a By mutual agreement between the parties in writing or
b By agreeing upon a unit price or using a unit price set forth in the contract if the work to be done can be
expressed in units and the Contractor accounts for the number of units of work performed subject to FWrsquos
right to audit the Contractorrsquos records andor to determine the correct number of units independently or
c By ordering the Contractor to proceed with the work and keep a record of all costs incurred and savings realized A markup for overhead and profit may be allowed if provided by the contract The same markup
shall be used for determining a decrease in price as the result of savings realized The Contractor shall
present FW with all vouchers and records of expenses incurred and savings realized FW shall have the
right to audit the records of the Contractor as it deems necessary to determine costs or savings Any claim
for an adjustment in price under this provision must be asserted by Notice to the Purchasing Department
Neither the existence of a claim nor a dispute resolution process litigation or any other provision of this
contract shall excuse the Contractor from promptly complying with the changes ordered by FW or with
the performance of the contract generally
69 Contractorrsquos Responsibilities
A The Contractor shall be responsible for all products andor services as required by this IFB The use of
subcontractors is prohibited unless
1 A request to include a subcontractor is included in the bid and
2 The Bidder receives written approval to use a subcontractor prior to or as part of the formal contract between
the parties
B Even when properly authorized by FW the use of a subcontractor does not relieve the Contractor of liability under
the contract C The Contractor at its sole expense shall be responsible for damage to FW and non-FW property as a result of its
failure or its subcontractorrsquos failure to protect such facilities and utilities
D The Contractor at its sole expense shall immediately repair or replace FW property damaged by (or caused by) the
Contractor or its Subcontractor(s) Replacements will be of equal or better quality than the property damaged
property and all such work must be approved by FW Project Manager
610 Ethics in Public Contracting
Contractor hereby certifies that it has familiarized itself with Article 4 of Title 11 of the Virginia Public Procurement
Act Section 11-72 through 80 Virginia Code Annotated and that all amounts received by it pursuant to a contract
resulting from this solicitation are proper and in accordance therewith
611 Examination of Records
Bidder agrees that in any resulting contract either FW or its duly authorized representative shall have access to and the
right to examine and copy any directly pertinent books documents papers and records of the Contractor involving
transactions related to any resulting contract This obligation shall expire five years after the final payment for the final service performed as a result of any and all contract(s) awarded pursuant to this solicitation or until audited by FW
whichever is sooner Contractor will provide reasonable access to any and all necessary documents and upon demand
IFB 21-054
Electric Motor Repairs
27
provide copies of documents if so required by FW or its representative(s) FW will reimburse the Contractor for any
reasonable expenses it incurs as a result of such a request
612 Governing Law Venue Waiver of Jury Trial
Notwithstanding any provision to the contrary this solicitation and any resulting contract shall be governed in all
respects by the laws of the Commonwealth of Virginia Any dispute arising hereunder which is not otherwise resolved
by the parties shall be resolved by a court of competent jurisdiction in the Commonwealth of Virginia The Contractor
and FW hereby waive any right such party may have to a trial by jury in connection with any such litigation
613 Indemnification and Responsibility for Claims and Liability
With respect to any contract that results from this solicitation Bidder is bound by the following
A The Contractor shall indemnify save harmless and defend FW or any employee of FW against liability for any
suits actions or claims of any character whatsoever arising from or relating to the performance of the Contractor
or its subcontractors under this contract
B FW has no obligation to provide legal counsel or defense or pay attorneys fees to the Contractor or its
subcontractors in the event that a suit or action of any character is brought by any person not party to the contract
against the Contractor or its subcontractors as a result of or relating to the Contractors obligations under this
contract
C FW has no obligation for the payment of any judgments or the settlement of any claims against the Contractor or
its subcontractors as a result of or relating to the Contractors obligations under this contract
D The Contractor shall immediately notify FW of any claim or suit made or filed against the Contractor or its
subcontractors regarding any matter resulting from or related to the Contractors obligations under the contract If
such a claim or suit is brought the Contractor will cooperate assist and consult with FW in the defense or
investigation of any suit or action made or filed against FW as a result of or relating to the Contractors performance
under this contract
E The Contractor shall pay all royalties and license fees necessary for performance of the contract The Contractor
shall defend all suits or claims for infringement of any patent rights or other proprietary rights arising from or related to performance of the resulting contract and shall save FW harmless from any loss including Attorneysrsquo fees arising
out of any such claim
614 Insurance
A In addition to the mandatory insurance requirements listed in this Section and at the request of FW any Bidder may
be required to provide a list of all insurance claims made against it within the past 36 months FW reserves the right
to reject any bid if in FWrsquos opinion the amount or number of claims is deemed to be excessive A Bidderrsquos failure
to comply with this requirement may result in rejection of its bid If no claims have been made then the Bidder shall so state in its bid Fairfax Water may require such information from the Contractor as it deems necessary to assess
the Contractorrsquos financial ability to pay any deductibles with respect to the insurance policies required hereunder
B Before commencing the work the Contractor shall procure and maintain at its own expense minimum insurance in
forms and with insurance companies acceptable to FW to cover loss or liability arising out of the Work All
insurance policies must be underwritten by insurers authorized to conduct business within the Commonwealth of
Virginia and must have a Bests rating of at least A- and a financial size of class VIII or better in the latest edition
of Bests Insurance Reports
C The Contractor shall immediately notify FW of any claim or suit made or filed against the Contractor or its
subcontractors regarding any matter resulting from or related to the Contractors obligations under the contract If such a claim or suit is brought the Contractor will cooperate assist and consult with FW in the defense or
IFB 21-054
Electric Motor Repairs
28
investigation of any suit or action made or filed against FW as a result of or relating to the Contractors performance
under this contract
D With the exception of Workersrsquo Compensation and Employersrsquo Liability Insurance all additional insurance policies
specified herein shall name FW as an additional insured with regard to work performed under any subsequent Contract
E The Contractor will provide FW with copies of certificates of insurance coverage and proof of payment of all
premiums Each certificate of insurance must include (a) an endorsement from the insurer that certifies that the
Contractor maintains the referenced policy in full force and effect (b) where applicable a statement indicating that
FW is included as an additional insured and (c) a provision requiring that not less than 30 days written notice will
be given to FW before any policy or coverage is canceled or modified in any material respect Without limiting the
requirements set forth above the insurance coverages will include a minimum of
1 Workers Compensation and Employers Liability Insurance Statutory requirements and benefits as required
by the Commonwealth of Virginia and 2 Required Commercial General Liability Insurance This insurance must be written on an occurrence basis
and shall be endorsed to include FW as an additional insured and shall provide at a minimum the following
General Aggregate Limit $1000000
(Other than Products-Completed Operations)
Products-Completed Operations Aggregate Limit $ 500000
Personal amp Advertising Injury Limit $ 500000
Each Occurrence Limit $ 500000
For Construction Contracts
Directors amp Officers ndash Errors amp Omissions $2000000
F Business Automobile Liability Insurance This insurance coverage must extend to any motor vehicles or other
motorized equipment regardless of whether it is owned hired or non-owned and must cover Bodily Injury and
Property Damage with a combined single limit of at least $1000000 each accident This insurance must be written
in comprehensive form and must protect the Contractor and FW against claims for injuries to members of the public
andor damage to the property of others arising from the Contractorrsquos use of motor vehicles or other equipment and
must cover both on-site and off-site operations
G Nothing contained herein will be deemed to operate as a waiver of FWrsquos sovereign immunity under the law
615 No Waiver or Estoppel
Neither the inspection by FW nor any of its employees nor any payment of money nor payment for nor acceptance of
any Commodity by FW nor any extension of time shall operate as a waiver of any provision of this Contract or of any
power herein reserved to the Owner or of any right to damage herein provided No waiver of any breach of this Contract
shall be held to be a waiver of any other subsequent breach All remedies provided in this Contract to FW shall be
construed as cumulative and shall be in addition to each and every other remedy herein provided Neither FW nor any
officer employee or authorized representative of FW will be bound precluded or estopped by any action
determination decision acceptance return certificate or payment made or given under or in connection with the
Contract by any officer employee or authorized representative of the Owner at any time either before or after final
completion and acceptance of the Work and payment therefore from (a) showing the true and correct classification amount quality or character of the Commodities delivered or that any determination decision acceptance return
certificate or payment was incorrect or was improperly made in any respect or that the Commodities or any part thereof
do not in fact conform to the requirements of the Contract (b) demanding and recovering from the Contractor any
overpayment made to the Contractor or such damages as FW may sustain by reason of the Contractorrsquos failure to comply
with the requirements of the Contract or (c) both of the foregoing clauses (a) and (b)
616 Partial Invalidity
IFB 21-054
Electric Motor Repairs
29
Neither any payment for nor acceptance of the whole or any part of the services by FW nor any extension of time
shall operate as a waiver of any provision of any Contract resulting from this IFB nor of any power herein reserved to
FW or any right to damages herein provided nor shall any waiver of any breach of any Contract be held to be a waiver
of any other or subsequent breach Failure of FW to require compliance with any term or condition of any Contract shall
not be deemed a waiver of such term or condition or a waiver of the subsequent enforcement thereof
617 Payment Clauses Required in All Contracts
Section sect 22-4352 of the Virginia Public Procurement Act requires the following
A That any contract awarded by FW include the following clauses
1 The Contractor shall take one of the two following actions within seven days after receipt of amounts paid to the contractor by FW for work performed by any subcontractor(s) under the contract
a The Contractor shall pay its subcontractor(s) for the proportionate share of the total payment received from
FW attributable to the work performed by the subcontractor under that contract or
b Notify FW and any subcontractor(s) in writing of his intention to withhold all or a part of the
subcontractors payment with the reason for nonpayment
2 Bidders shall include in their offer submissions either (i) if an individual contractor their social security
numbers and (ii) proprietorships partnerships and corporations to provide their federal employer identification
numbers
3 The contractor shall pay interest to the subcontractor(s) on all amounts owed by the Contractor that remain
unpaid after seven days following receipt by the Contractor of payment from FW for work performed by the
subcontractor under the contract except for amounts withheld as allowed in subdivision 1
4 Unless otherwise provided under the terms of this contract interest shall accrue at the rate of one percent per
month
B The contractor shall include in each of its subcontracts a provision requiring each subcontractor to include or
otherwise be subject to the same payment and interest requirements with respect to each lower-tier subcontractor
C A contractors obligation to pay an interest charge to a subcontractor pursuant to the payment clause in this section
shall not be construed to be an obligation of FW A contract modification shall not be made for the purpose of
providing reimbursement for the interest charge A cost reimbursement claim shall not include any amount for
reimbursement for the interest charge
618 Payment
A Invoices All invoices shall be submitted directly to the FW Accounts Payable department by mail fax or e-mail
Invoices shall include the FW Purchase Order and the Contractorrsquos FEIN Invoices are not to be sent to the contract
Project Manager or other departmental reps Failure to comply may result in late payments for which FW will not
be liable
B Terms All payments will be Net 30 from the date of receipt of a valid invoice at FW Finance Department Payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery
whichever occurs last This shall not affect offers of discounts for payment in less than 30 days however
C Partial Payments Requests for partial payments or advanced payments must be submitted as part of the Price Bid
along with a justification FW reserves the right to accept reject or negotiate requests for partial payments If the
request is rejected the Bidder must waive the requirement in order to remain in consideration
D Refunds If the Contractor is declared to be in default FW will be eligible for a full and immediate refund for all
payments made to the Contractor Partial Payments Requests for partial payments or advanced payments must be
submitted as part of the Price Offer along with a justification FW reserves the right to accept reject or negotiate
requests for partial payments If the request is rejected the Bidder must waive the requirement in order to remain
in consideration
IFB 21-054
Electric Motor Repairs
30
E Unreasonable Charges Under certain emergency procurements and for most time and material purchases final job
costs cannot be accurately determined at the time orders are placed In such cases final payment is contingent on
a determination of reasonableness with respect to all invoiced charges Charges that appear to be unreasonable will
be researched and challenged and that portion of the invoice held in abeyance until a settlement can be reached Upon determining that invoiced charges are not reasonable FW shall promptly notify the Contractor in writing as
to those charges that it considers unreasonable and the basis for the determination
619 Price Firm Period
Bid pricing shall be firm fixed as originally offered and accepted for the first 12 months of the contract
620 Rider Clause
Subject to the mutual agreement between the parties any contract awarded on the basis of this solicitation may be used
by any public entity (to include jurisdictions comprising the Metropolitan Washington Council of Governments) to
enter into a contract for the services described and defined herein For single purchases the contract may be used for
up to 12 months from the actual date of contract award For multi-year contracts the contract may be used throughout
the effective period of the contract Contracts awarded as a result of this solicitation will be subject to these terms and
conditions andor such terms and conditions as may be required by the controlling body for the public agency using the
contract Pricing shall be as offered by the successful Offeror and subsequently accepted by FW
621 Taxes
FW is exempt from Federal Excise Taxes Virginia State Sales and Use Taxes and the District of Columbia Sales Taxes
and Transportation Taxes FWs tax identification number is 54-6025290
622 Termination of Contract
A For Cause In the event that the Contractor (1) fails to deliver any Commodity or Service in accordance with the
time period established therefore in the Contract or (2) fails to furnish any Commodity or Service which conforms
in all respects to the requirements of the Contract then FW without prejudice to any other rights or remedies it may
have at law or in equity (including its right to seek damages from the Contractor) shall have the right to terminate
the Contract and any outstanding Purchase Orders by issuing a written notice of termination to the Contractor Such
notice of termination shall describe in reasonable detail the grounds for the termination and shall take effect
immediately upon receipt by the Contractor
If after issuance of a notice of termination under this Section it is determined for any reason that cause for such
termination did not exist then the rights and obligations of the parties shall be the same as if the notice of termination
had been delivered under the provisions of subsection B (termination for convenience) hereof provided however that the Contractor in such event shall be deemed to have received seven days prior written notice of such
termination Any compensation due the Contractor pursuant to subsection B shall be offset by the cost to FW of
remedying the default by the Contractor The Contractor shall in no event be entitled to receive any consequential
damages or any anticipated profits with respect to Commodities not yet furnished to and accepted by FW as of the
effective date of any such termination
B For Convenience FW shall have the right to terminate the Contract andor any outstanding Purchase Orders issued
hereunder at its own convenience for any reason by giving seven business days prior written notice of termination
to the Contractor In such event the Contractor shall be paid an amount equal to the actual cost of any Commodity
delivered to and accepted by FW and the actual cost of any equipment goods or materials ordered by the Contractor
hereunder in good faith which could not be canceled less the salvage value thereof provided sufficient
substantiation is furnished to FW Any subcontract entered into by the Contractor in connection with the transactions contemplated hereby shall contain a similar termination provision for the benefit of the Contractor and
FW The Contractor shall in no event be entitled to receive anticipated profits on any Commodities not yet furnished
to and accepted by FW as of the effective date of any such termination
IFB 21-054
Electric Motor Repairs
31
623 Virginia Freedom of Information Act
Except as provided herein all proceedings records contracts and other public records relating to procurement
transactions shall be open to the inspection of any citizen any interested person firm or corporation in accordance with
the Virginia Freedom of Information Act
624 Faith-Based Organizations
FW does not discriminate against faith-based organizations
625 Immigration Reform and Control Act of 1986
By entering this Contract the Contractor certifies that it does not and will not during the performance of this Contract
violate the provisions of the Federal Immigration Reform and Control Act of 1986 which prohibits employment of
illegal aliens
626 Severability
In the event that any provision shall be adjudged or decreed to be invalid by a court of competent jurisdiction such ruling
shall not invalidate the entire Agreement but shall pertain only to the provision in question and the remaining provisions shall
continue to be valid binding and in full force and effect
627 Licensure
To the extent required by the Commonwealth of Virginia (see eg 541-1100 et seq of the Code of Virginia) or FW the
Contractor shall be duly licensed to provide the goods and services required to be delivered pursuant to this Contract
628 Authority to Transact Business in Virginia
A Contractor organized as a stock or nonstock corporation limited liability company business trust or limited partnership
or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a
domestic or foreign business entity if so required by Title 131 or Title 50 of the Code of Virginia or as otherwise required
by law Any business entity described herein that enters into a Contract with FW pursuant to the Virginia Public Procurement
Act 22-4300 et seq shall not allow its existence to lapse or its certificate of authority or registration to transact business in
the Commonwealth if so required under Title 131 or Title 50 of the Code of Virginia to be revoked or cancelled at any time during the term of the Contract FW may void any Contract with a business entity if the business entity fails to remain in
compliance with the provisions of this section
629 Drug-free Workplace to be Maintained by Contractor
During the performance of this contract the contractor agrees to (i) provide a drug-free workplace for the contractors
employees (ii) post in conspicuous places available to employees and applicants for employment a statement notifying
employees that the unlawful manufacture sale distribution dispensation possession or use of a controlled substance or
marijuana is prohibited in the contractors workplace and specifying the actions that will be taken against employees for violations of such prohibition (iii) state in all solicitations or advertisements for employees placed by or on behalf of the
contractor that the contractor maintains a drug-free workplace and (iv) include the provisions of the foregoing clauses in
every subcontract or purchase order of over $10000 so that the provisions will be binding upon each subcontractor or vendor
630 Employment Discrimination by Contractor Prohibited Required Contract Provisions
The following provision is required to be in every contract of more than $10000 (Virginia Public Procurement Act sect 22-
4311)
A During the performance of any ensuing contract the Contractor agrees as follows
IFB 21-054
Electric Motor Repairs
32
1 The contractor will not discriminate against any employee or applicant for employment because of race
religion color sex national origin age disability or other basis prohibited by state law relating to
discrimination in employment except where there is a bona fide occupational qualification reasonably
necessary to the normal operation of the contractor The contractor agrees to post in conspicuous places
available to employees and applicants for employment notices setting forth the provisions of this nondiscrimination clause
2 The contractor in all solicitations or advertisements for employees placed by or on behalf of the contractor
will state that such contractor is an equal opportunity employer
3 Notices advertisements and solicitations placed in accordance with federal law rule or regulation shall be
deemed sufficient for the purpose of meeting the requirements of this section
B The contractor will include the provisions of the foregoing paragraphs 1 2 and 3 in every subcontract or purchase
order of over $10000 so that the provisions will be binding upon each subcontractor or vendor
631 Counterparts
This Contract and any amendments or renewals hereto may be executed in a number of counterparts and each
counterpart signature when taken with the other counterpart signatures is treated as if executed upon one original of
this Contract or any amendment or renewal A signature by any party to this Contract provided by facsimile or
electronic mail is binding upon that party as if it were the original
632 Survival of Terms
Upon discharge of this Agreement Sections (Notice Hold Harmless Warranties Governing LawForum Contractual
Disputes) of these Terms and Conditions continue and survive in full force and effect
633 Non-Waiver
No waiver of any provision of this Agreement shall constitute a waiver of any other provision nor shall any waiver of this Agreement constitute a continuing waiver unless otherwise expressly provided
634 Contractual Disputes
A Contractual claims whether for money or for other relief will be submitted in writing not later than 60 days after
final payment provided however that written notice of the Contractorrsquos intention to file such claim must
1 Be delivered to the attention of FWrsquos Procurement Representative assigned to this contract not later than five
days after the occurrence or of the beginning of the Work upon which the claim is based and
2 Contain a reasonably detailed description of the basis of the claim otherwise the claim will be deemed to have been waived FW will make a written decision upon any such claim within 60 days after submittal of the claim
The Contractor will not institute legal action prior to receipt of FWrsquos decision on the claim unless FW fails to
render such decision within 90 days after submittal of the claim The decision of FW will be final unless the
Contractor initiates legal action as provided in Section 22-4364 of the Virginia Code Failure of FW to render
a decision within 90 days will not result in the Contractor being awarded the relief claimed nor will it result in
any other relief or penalty The sole result of FWrsquos failure to render a decision within the time allotted will be
the Contractorrsquos right to immediately institute legal action No administrative appeals procedure pursuant to
Section 22-4365 of the Virginia Code has been established for contractual claims under this Agreement
B No claim of any nature will be made against FW by or on behalf of a subcontractor unless the Consultant has first
(a) evaluated such claim thoroughly and determined it to be meritorious (b) issued a written notice to the
subcontractor finding the subcontractorrsquos claim to be meritorious and setting forth any additional compensation or additional days to be paid or granted to the subcontractor on account of such claim and (c) paid the subcontractor
in full for such claim In presenting such a claim the Consultant will provide FW with a copy of the written notice
to the subcontractor and with evidence of payment in full of the subcontractorrsquos claim No such claim will exceed
the amount actually paid to the subcontractor
IFB 21-054
Electric Motor Repairs
33
ATTACHMENT 1
BID SUBMISSION FORM
COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE E-MAIL
FAX FED ID
VIRGINA STATE CORPORATION COMMISSION (SCC) REGISTRATION INFORMATION
The bidder
1048709 is a corporation or other business entity with the following SCC identification number
-OR-
1048709 is not a corporation limited liability company limited partnership registered limited liability partnership or business trust
-OR-
1048709 is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees agents offices facilities or inventories in Virginia (not counting any employees or agents in Virginia
who merely solicit orders that require acceptance outside Virginia before they become contracts and not counting any
incidental presence of the offeror in Virginia that is needed in order to assemble maintain and repair goods in accordance with
the contracts by which such goods were sold and shipped into Virginia from offerorrsquos out-of-state location) -OR-
1048709 is an out-of-state business entity that is including with this proposal an opinion of legal counsel which accurately and
completely discloses the undersigned offerorrsquos current contacts with Virginia and describes why those contacts do not constitute
the transaction of business in Virginia within the meaning of sect 131-757 or other similar provisions in Titles 131 or 50 of the
Code of Virginia
1048709 Please check this box if you have not completed any of the foregoing options but currently have pending before the SCC an
application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number once issued (Fairfax Water reserves the right to determine in its sole discretion
whether to allow such waiver)
IFB 21-054
Electric Motor Repairs
34
COMPANY
PART 1 ndash Hypothetical Electric Motor Repair Pricing
Repair scenarios immediately follow the signature section of the Bid Submission Form See Section 56 of the
solicitation for detailed instructions on how to complete the Bid Form and on how to bid the hypothetical repair scenarios To be deemed responsive and eligible for contract award the Bidder shall bid on all four scenarios and
shall include the separate price for each scenario in their Bid Submission Packet
HYPOTHETICAL REPAIR PRICING SCHEDULE
Repair 1A
Foxmill Pumping Station Pump Motor 5 Motor Evaluation Report Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1A $_______________________
Repair 1B
Corbalis Treatment Plant Finished Water P1 Inboard Bearing Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1B $_______________________
Repair 1C
Corbalis Plate Settler Feed Pump 2 ndash Motor Evaluation Report Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1C $_______________________
Repair 1D
Griffith Finished Water Pumping Station Pump Motor 3 Motor Evaluation Report
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1D $_______________________
PART 1 HYPOTHETICAL REPAIRS 1A ndash 1D TOTAL COST $_______________________
IFB 21-054
Electric Motor Repairs
35
COMPANY
PART 2 Discounts Offered by Motor Horse Power
1 Discount off Vaughenrsquos Guide for motors greater than 60 hp up to 600 hp (includes all makes amp
models AC amp DC high amp low voltage high amp low RPM single amp three phase)
2 Discount off Vaughenrsquos Guide for motors greater than 600 hp (includes all makes amp models AC amp
DC high amp low voltage high amp low RPM single amp three phase)
Date of Vaughenrsquos Pricing Guide
PART 3 Labor Rates
Labor rates bid in this section shall directly correlate to the labor rates quoted in Part 1 and shall include
all direct and indirect overhead costs including but not limited to travel to and from the jobsite general
and administrative costs etc Labor rates will only be paid on the basis of time at the FW job site or as
documented for work done at the ManufacturerrsquosContractorrsquos site
3 FW Onsite Labor ndash Regular Time (MondayndashFriday 730 am through 500 pm) $___________hour
4 FW Onsite Labor-Overtime $___________hour (Monday-Friday 500 pm through 730 am weekends and holidays)
5 In Shop Labor ndash Regular Time (MondayndashFriday 730 am through 500 pm) $___________hour
6 In Shop Labor ndash Overtime $___________hour
(Monday-Friday 500 pm through 730 am weekends and holidays)
PART 4 Contact Person
List a contact personrsquos name and telephone number for normal FW working hours 730 amndash500 pm
Monday-Friday Answering machines are unacceptable as a point of contact For emergency calls outside
normal FW working hours (nights andor weekends) list a contact personrsquos name and telephone number
or have a voice mail paging system or answering service Bidders using a voice mail paging system or
answering service in lieu of a contact person shall be required to initiate a call back to the sender within
(30) thirty minutes
IFB 21-054
Electric Motor Repairs
36
COMPANY
Type of answering system used by your firm (check one)
Voice Mail Paging System Answering Service
Contact for Normal Working Hours
Name(s) __________________________________________
__________________________________________
Telephone __________________________________________
__________________________________________
Contact for Emergency Calls (outside normal FW working hours)
Name(s) __________________________________________
__________________________________________
Telephone __________________________________________
__________________________________________
PART 5 Repair Facility Capabilities
Please check the following for Repair Facility capabilities
Facility capable of performing all balance work (no subcontracting)
Facility capable of starting 3 phase 4160 volt 3050 HP vertical motor
Facility capable of starting 3 phase 4160 volt 1800 HP horizontal motor
Facility allows for Owner personnel to safely witness testing
Repair Facility Address
IFB 21-054
Electric Motor Repairs
37
Submittals to be included in Bid Packet
1 Attachment 2 ndash Bidder Reference Form
2 Subcontractor List with Subcontractor References if applicable
3 Attachment 9 IRS Form W-9
4 Acknowledgement Page(s) for all Addendum if applicable
bull PAYMENT TERMS FWrsquos minimum payment term is Net 30 days All
bids will be interpreted as Net 30 unless otherwise specified herein By submitting an offer to sell in
response to this solicitation all bidders acknowledge and agree to this requirement
By my signature I certify that I am acting as an agent or in the case of an LLP the Partner or Managing
Partner for the firm identified on this Bid Submission Form and that I am fully authorized to bind the
firm to the specifications terms and conditions of this solicitation as well as any addenda thereto
Company Name
Signature Printed Name
Title Date
[HYPOTHETICHAL REPAIR SCENARIOS IMMEDIATELY FOLLOW THIS PAGE]
IFB 21-054
Electric Motor Repairs
38
BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1A FOXMILL PUMPING STATION PUMP MOTOR 5 SERVICE Reason for Service Motor Evaluation Report
Motor Description General Electric Model 5kb3396448501 Sn Wwh-283004190 Type (Kv) Induction Custom-8000 Vertical Motor 70000 Hp 3 Phase 60 Hertz 4000 Volts Frame 8339p30 887 Rpm 1 Pick up motor from the Foxmill Pump Station Herndon
2 Check all mechanical tolerances and fits using precision measurement tools and provide report highlight any
out of tolerance measurements 3 Check out electrical components using electrical test methods Meggar Surge Pi And Hi Pot 4 Dynamically balance rotors in the presence of the FW representative 5 Clean and degrease motor components 6 Reassemble unit and perform motor testing and final report 7 Ship unit to FW Foxmill PS 8 Provide 1 Year Warranty
CONTINUES ON NEXT PAGE
FOXMILL 5 SAP 350261
MFR GENERAL ELECTRIC
SN WWH-283004189
FRAME 8339P30 TYPE INDUCTION PH 3
DISGN CODE HP 700 VOLTS 4000
HZ 60 RPM 887 AMPS 920 RISE 30deg
B
DUTY Cont CLASS INS F AMPS
Y
TEMP AMB 40deg SF
ENCLOSURE TEWAC
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
550
IFB 21-054
Electric Motor Repairs
39
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1A ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
40
COMPANY BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1B CORBALIS FINISHED WATER P1 MOTOR SERVICE Reason for Service Inboard Bearing
Motor Description Horizontal Motor 1750 Horsepower 3 Phase 60 Hertz 900 Rpm 4000 Volts 21120-17 Frame Ideal Electric Serial 981097-01 Synchronous 1 Pick up motor from Corbalis Water Treatment Plant Herndon
2 Check all mechanical tolerances and fits using precision measurement tools and provide report highlight any
out of tolerance measurements
3 Check out electrical components using electrical test methods Meggar Surge Pi and Hi pot
4 Dynamically balance rotors in the presence of the FW representative
5 Clean and degrease motor components
6 Reassemble unit and perform motor testing and final report
7 Ship unit to FW Corbalis Water Treatment Plant
8 Provide 1 Year Warranty
CONTINUES ON NEXT PAGE
FW 1 SAP 350109
MFR IDEAL ELECTRIC
SN 981097-01 FRAME 21120-17 TYPE SMB PH 3
DISGN CODE HP 1750 VOLTS 4000
HZ 60 RPM 900 AMPS 195 RISE 85deg
B DET
DUTY CONT CLASS INS F AMPS
Y
TEMP AMB 40deg SF 15 ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
41
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1B ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
42
COMPANY BID SUBMISSION PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1C
CORBALIS PLATE SETTLER FEED PUMP 2 FLYGHT MOTOR Reason for Service Motor Evaluation Report Service
Motor Description FLYGT 45kW-60hp RPM 1170 Volts 460 AMPS 73 Model CP3300091-0258 Serial 3300091-0720003 1 Pick Up motor from the Corbalis Water Treatment Plant Herndon
2 Inspect test run and disassemble
3 Perform electrical test and mechanical checks
4 Clean and bake
5 Rewind stator install thermal protectors VPI in Epoxy Resin
6 Fabricate new SS shaft
7 Balance rotor and impeller in the presence of FW representative
8 Replace lower bearing housing and install new bearings and new mechanical seals
9 Replace o-rings and gaskets Replace lifting chain (SS Grade)
10 Install new stationary and rotating wear rings replace retaining rings
11 Replace hardware reassemble unit and perform motor testing and final report
12 Paint
CONTINUES ON NEXT PAGE
Plate Settler Feed Pump 2 SAP 360128
MFR FLYGHT
SN 3300091-0720003
FRAME TYPE
PH
DISGN CODE HP 60 VOLTS 460
HZ
RPM 1170 AMPS 73 RISE
B
DUTY
CLASS INS
AMPS
Y
TEMP AMB
SF
ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
43
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1C ndash CONTINUED
13 Ship unit to FW Corbalis Water Treatment Plant
14 Provide 1 Year Warranty
15 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
44
COMPANY BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1D
GRIFFITH PUMPING STATION PUMP MOTOR 3 SERVICE Reason for Service Motor Evaluation Report Motor has excessive clearance in lower guide bearing Lower Guide bearing is NU style bearing Bearing Skidding is present in Bearing
Motor Description Vertical Motor Type MIBA-V TEWAC 720 RPM 1800 HP 3 Phase 60 Hz 4000 Volts 1 Pick Up motor from Griffith Pump Station Lorton
2 Check All Mechanical Tolerances Fits Using Precision Measurement Tools And Provide Report Hi Lite Any Out
Of Tolerance Measurements 3 Check Out Electrical Components Using Electrical Test Methods Meggar Surge Pi And Hi Pot
4 Dynamically Balance Rotors with FW Rep Present At API 610 4WN
5 Clean And Degrease Motor Components
6 Reassemble Unit and Perform Motor Testing and vibration analysis with FW rep present and provide Final Report
7 Ship Unit to FW Griffith PS
8 Provide 2 Year Warranty
CONTINUES ON NEXT PAGE
FWP3 MFR IDEAL
SN 001077-03 FRAME TYPE IMV PH 3
DISGN CODE HP 1800 VOLTS 4000
HZ 60 RPM 715 AMPS 238 RISE 80 C B RES
DUTY CONT CLASS INS F AMPS 274 105 C
Y RES
TEMP AMB 40 C SF 115 ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
45
COMPANY
BID SUBMISSION PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1D ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
46
ATTACHMENT 2
REFERENCES
BIDDERrsquoS NAME
1 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
2 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
3 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
IFB 21-054
Electric Motor Repairs
47
ATTACHMENT 2
REFERENCES CONTINUED
BIDDERS NAME ______________________________
4 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
5 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
IFB 21-054
Electric Motor Repairs
48
ATTACHMENT 3 OPERATING DATA SHEET
ISSUED TO DATE ISSUED Fairfax Water Work Order FW Electrical Supervisor Phone Conditioned Based Maintenance Supervisor Phone Return date requested A Equipment Specifications
1 Equipment Name
2 SAP ID Number
3 Manufacturer
4 Serial Number
5 Horsepower
6 Voltage B Work Requested
1 Reconditioning and Testing
2 Rewind
3 Other (describe) C If motor failure is involved state conditions under which failure occurred D Special Insulation Requirements
1 Moisture
2 Abrasion E Type of Housing Paint and Color
Paint furnished by customer Yes No
IFB 21-054
Electric Motor Repairs
49
ATTACHMENT 4
INSPECTION DATA SHEET ndashPAGE 1 OF 2 Company Performing Work Motor SN SAP ID A Initial Inspection and Tests
1 Insulation Resistance
Voltage Applied v Ambient Temp oC Machine Temp oC
1 min 10 min PI A to GND
B to GND
C to GND
2 Surge Test Test Voltagehelliphelliphellip V Pass ___ Fail ___ 3 Growler Test Pass ___ Fail ___ 4 Motor Shaft Run out In
5 Rotor Endplay In
6 Shaft Diameter In
B Disassembly
1 End Bells Marked
2 Fan Orientation Marked C Component Inspection
1 General Condition of Rotor (include probable cause of major damage)
a Rotor Iron
b Rotor Windings Rotor bars
c Retaining Rings
IFB 21-054
Electric Motor Repairs
50
ATTACHMENT 4 INSPECTION DATA SHEET ndashPAGE 2 OF 2
Company Performing Work Motor SN SAP ID
2 General Condition of Stator (include probable cause of major damage)
a Stator Iron b End Lacings and Support systems
c Wedges
d Windings
e RTDThermocouple Condition
3 General Condition of Shaft Keyways
4 General Condition of Bearings
5 General Condition of Motor Housing
6 Other
7 Core loss preceding winding removal watts
8 Core loss following winding removal watts
9 Recommended Repairs Signature Printed Name Title Date
IFB 21-054
Electric Motor Repairs
51
ATTACHMENT 5 Page 1 of 5
WORK PERFORMED DATA SHEET Company Performing Work Motor SN SAP ID A Describe work performed on rotor B Describe work performed on stator C Describe work performed on shaft D Describe work performed on bearings
Replaced bearings Yes No Manufacturer Type Code
E Other F Was motor vacuum-pressure impregnated Yes No
Resin used
Number of VPI and bake cycles G Was motor treated for abrasion protection Yes No
Treatment used
IFB 21-054
Electric Motor Repairs
52
ATTACHMENT 5 Page 2 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID H Varnish used for non-VPI applications
Number of dip and bake cycles I Final Tests
1 Insulation Resistance
Voltage Applied v Ambient Temp oC Machine Temp oC
1 min 10 min PI
A to GND
B to GND
C to GND
2 Phase Balance
Voltage Applied Vac A amps B amps C amps
3 High Potential Applied Leakage Time
Phase Voltage Current Duration
A
B
C
OR (if cant be separated)
ALL
IFB 21-054
Electric Motor Repairs
53
ATTACHMENT 5 Page 3 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
4 Winding Resistance
A-B milliohms A-N milliohms
B-C milliohms OR B-N milliohms C-A milliohms C-N milliohms
5 Dynamic Balance
RPM Vibration DE ODE Initial Final
6 No-Load Run
Phase Bearing Current Temperature Vibration_________
Ia Ib Ic Inboard Outboard RPM Inboard Outboard
15 Min 30 Min 45 Min
60 Min Acceleration time (Seconds) Peak starting current (Amper) ( IFL)
7 Miscellaneous
Direction of Rotation Viewed from End
End Play (Sleeve Bearing Only) in
IFB 21-054
Electric Motor Repairs
54
ATTACHMENT 5 Page 4 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
Inboard Bearing Journal Dia in
Inboard Bearing ID in
Outboard Bearing Journal Dia in
Outboard Bearing ID in
8 High FrequencySurge Comparison Tests (New Coils Only)
Voltage Applied v
Results
9 Air Gap Measurements
A minimum of sixteen (16) readings should be taken from each end using the following method
1 Mark position on stator at 12 oclock 3 oclock 6 oclock and 9 oclock 2 Mark position on rotor at 12 oclock 3 Take air gap readings at 12 3 6 and 9 from both ends pinion end (DE) opposite end (ODE)
Record readings [Eight (8) readings] 4 Rotate rotor to 3 oclock position 5 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings [Eight (8)
readings] 6 Rotate rotor to 6 oclock position 7 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings [Eight (8)
readings] 8 Rotate rotor to 9 oclock position 9 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings (Eight (8)
readings) 10 Calculate average readings and overall average air gap The acceptable tolerance between
average readings and the overall average gap is plusmn5
IFB 21-054
Electric Motor Repairs
55
ATTACHMENT 5 Page 5 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
DRIVE END
OPPOSITE DRIVE END
IFB 21-054
Electric Motor Repairs
56
ATTACHMENT 6 WAIVER OF SPECIFICATIONRELEASE OF HOLD POINT
Company Requesting Waiver of SpecificationRelease of Hold Point Person Making RequestDate Contact Info FW Equipment Name FW SAP EQUIPMENT Number Manufacturer Serial Number Horsepower Voltage Request for Waiver of Specification
Request for Release of Hold Point
Item Description FW Authorized Action APPROVED BY Printed Name and Title Date
IFB 21-054
Electric Motor Repairs
57
ATTACHMENT 7
RECOMMENDED CLEARANCES SLEEVE BEARINGS
ROUND BORES ONLY Company Performing Work Motor SN SAP ID Shaft Size Clearance for Clearance for Journal Diameter Horizontal Shaft Vertical Shaft (In inches) (In Inches) (In Inches) (In Inches) 1 004 +001 -000 004 +001 -000 2 004 +001 -000 004 +001 -000 3 006 +002 -000 006 +001 -000 4 008 +002 -000 007 +001 -000 5 010 +002 -000 007 +002 -000 6 012 +002 -000 007 +002 -000 7 014 +002 -000 007 +002 -000 8 016 +002 -000 007 +002 -000 9 018 +002 -000 007 +002 -000 10 020 +002 -000 007 +002 -000 11 020 +002 -000 007 +002 -000 12 021 +002 -000 007 +002 -000 13 021 +002 -000 007 +002 -000 14 022 +002 -000 007 +002 -000 15 022 +002 -000 008 +002 -000 16 023 +002 -000 008 +002 -000 17 023 +002 -000 008 +002 -000 18 024 +002 -000 008 +002 -000 19 024 +002 -000 008 +002 -000 20 025 +002 -000 008 +002 -000
IFB 21-054
Electric Motor Repairs
58
ATTACHMENT 8 Company Performing Work Motor SN SAP ID
DYNAMIC BALANCE CERTIFICATE
Balance Machine Model No ______________ Last Calibration Date ________ Balance Machine Serial No __________________________ Weight __________________ ldquoIn Servicerdquo Speed (RPM) ________ Balance Speed (RPM) __________________________
Certified by Printed Name and Title
Radius of permanent balance weight (in) _____________ IB _____________OB As Found Balance (ozin) _____________________IB ___________________OB As Left Balance (ozin) ______________________IB ___________________OB Calculated acceptance limit per journal (4WN) ___________IB __________OB If ozin value is not available for ldquoAs Found Balancerdquo and ldquoAs Left Balancerdquo use the mils value
Vendor _______________________________ Balance Date _________Time____ Equipment balanced __________________________________________________
IFB 21-054
Electric Motor Repairs
5
g Painting
2 A routine reconditioning contains no major repairs Major repairs include but may not
be limited to
a Stator rewind
b Core restacking
c Lead replacement
d Securing loose rotor bars and retaining rings
e Shaft straightening
f Bearing repair or replacement
g Shaft journal repairs
h Exciter package repairs
MOTOR RECONDITIONING HOLD POINT
bull If at any point during a reconditioning major repairs are deemed
necessary the Ownerrsquos representative as shown on Attachment 3
(Operating Data Sheet) shall be contacted for approval (See Section
23B for major repair work specifications and procedures)
bull Data required by the Owner as a result of inspections and tests
performed during reconditioning are outlined in Attachment 5
(Inspections Data Sheet)
3 Initial Inspection and Tests
a The motor shall be subjected to an insulation resistance test with polarization index as
outlined in IEEE Std 43 (Sections 53 and 54) The insulation resistance test shall be
performed for ten minutes as follows (IEEE Std 43-2013 Table 1 and Section 53)
1) Motors up to 600 volts -use 500 VDC
2) 24 KV motors -use 2500 VDC
3) 41 KV motors -use 5000 VDC
b The polarization index shall be the ratio of the 10-minute resistance measurement and
the 1-minute measurement Insulation resistance findings must be temperature
corrected to the lsquoThermosettingrsquo value per IEEE 43 Section 63 and Figure 5 with
acceptable tolerance as found in Table 4 for further electrical testing
c Motor shaft run out shall be measured Run out measurements shall be made with a
stationary indicator and keyways shall be inspected in accordance with the method
described in ANSIEASA AR100 Section 2 and Tables 2-1 to 2-6
d Rotor end play shall be measured per IEEE Std 1068 Section 52 (incoming tests) and
ANSIEASA AR100 Section 2 (Mechanical)
IFB 21-054
Electric Motor Repairs
6
e Mounting surfaces including Rabbet fits shall be inspected per ANSIEASA AR100
Section 2 and Tables 2-8 to 2-10
4 Disassembly
a Upon completion of initial inspection and testing the motor shall be disassembled
Disassembly shall be performed per the procedure in IEEE Std 1068 Section 6 The
following precautions shall be taken prior to disassembly
1) Stencil identification and orientation on end bells- drive end (DE) and opposite
drive end (ODE)
2) Mark proper fan orientation
3) The coupling shall only be removed at the request of FW or if it is required in order
to complete disassembly of the motor The Contractor shall request approval from
the FW Project Manager prior to removing the coupling
5 Component Inspection (IEEE Std 1068 Section 62 for guidance)
a Rotor ndash The rotor shall be inspected for signs of physical damage Retaining rings shall
be checked for evidence of overheating and arcing Additionally the rotor shall be
tested for loose bars and open circuits by use of a growler or sonic test method The
rotor will be balanced prior to reassembly as per Section 43A8f Rotor inspection
and additional methods are found in ANSIEASA AR100 Section 38 and IEEE Std
1068 Section 62e) and Section 632
b Stator ndash The stator shall be inspected for evidence of insulation faults loose coils in
slots loose wedges loose ties and blocking signs of overheating and iron damage
Tightening of loose wedges loose coils blocking and repair of ties shall be performed
as needed Stator RTDrsquos thermocouples and thermistors shall be resistance or
continuity checked as needed Stator inspection shall be performed per the procedure
outlined in IEEE Std 1068 Sections 62 and 631
c Shafts ndash The shaft shall be inspected for straightness keyway condition bearing journal
and imperfections per ANSIEASA AR100 Section 2 and IEEE Std 1068 Section
6322 and additional sections as appropriate based on the construction of the rotor
SHAFT INSPECTION HOLD POINT
bull Should shaft run out exceed the following tolerances Owner
approval will be required before further action is taken
RPM Run Out
Less than 1800 0002 inch
More than 1800 0001 inch
bull Measurements shall be taken at the end of the keyway extension
Keyways shall be machined to accept key steel to an interference fit
IFB 21-054
Electric Motor Repairs
7
Journal run out and shaft imperfections shall be corrected by
welding for direct coupled machines only or by providing a new
shaft
d Bearings
1) Roller and ball bearing fits shall be measured and compared with tolerances
specified by the motor manufacturer Bearings shall be replaced with SKF brand
bearings When replacing roller bearings that require periodic greasing shielded
pre-greased bearings shall be used where possible Otherwise the bearing shall be
replaced with the same style bearing as the original (eg shielded sealed open
covered roller etc) Reference ANSIEASA AR100 Section 2 and Tables 2-13
and 2-14 for fit guidance Reference ABFMA 7 and 20 for all other tolerances
Inspection guidance and terminology are found in IEEE Std 1068 Section 62
2) No substitute bearing types will be allowed without the Ownerrsquos consent
3) No knurling peening or adhesive shall be used as a means of retaining bearings on
a shaft or housing
4) Sleeve bearings shall be re-babbitted as needed uniform in diameter smooth
internally suitably grooved for proper distribution of lubricant and fitted within
tolerances specified by the motor manufacturer If manufacturerrsquos bearing data is
not available the maximum clearance between the bore of the bearing and the
diameter of the shaft journal shall be determined by referring to Attachment 7 Re-
babbetting shall be spun-cast and adherence greater than 98
BEARINGS HOLD POINT
bull The Contractor shall report any bearing requiring repair or
replacement on the written repair quote and on the Work
Performed Sheet (Attachment 5)
e Motor Housing The motor housing and end bells shall be inspected for cracks or other
damage Reference ANSIEASA AR100 Section 2 and IEEE Std 1068 Section 62 for
guidance
6 Cleaning and Baking
a The stator shall be steam cleaned Any solvents or soaps required shall be compatible
with the motor insulation system No steel wool or similar metallic pads shall be used
for cleaning the stator windings or rotor of the motor The stator shall be baked at a
temperature of 250 degrees F ndash 300 degrees F for a period of two to three hours or
until sufficiently dry The stator shall then be cooled down to 170 degrees F ndash 150
degrees F prior to varnish treatment The oven shall be equipped with a water fire
suppression system and a temperature recording chart meter
IFB 21-054
Electric Motor Repairs
8
CLEANING AND BAKING HOLD POINT
bull Should an alternative to baking be necessary Owner approval will
be required before further action is taken
b The rotor shall be cleaned as needed with a suitable solvent and oven dried
7 Varnish Treatment and Bake Cycle (Reference IEEE Std 1068 Section 8
a Random wound stators shall be subjected to two dip and bake cycles using a polyester
or epoxy resin for rewinds and a single dip and bake for reconditioning Bake cycle
time and temperature shall be in accordance with the resin manufacturerrsquos
recommendation Resin shall be capable of Class H operation
b If moisture protection is specified on Attachment 3 the windings shall be given three
vacuum-pressure impregnation treatments for rewinds and one for reconditioning
c If abrasion protection is specified on Attachment 3 a coat of polyurethane resin or
silicone rubber shall be applied in addition to the resin treatment described in 43A7a
and 43A7b Cooling passages shall not be blocked
d Form wound stators shall be subjected to one dip and bake cycle for reconditioning and
two for rewinds as outlined in 43A7a The stator shall be inspected prior to and
immediately after dipping to ensure the cooling vents are clear
8 Reassembly and Testing
All work and final test results shall be recorded on the Work Performed Report
(Attachment 5) The following tests shall be performed on the reconditioned motor
(reference IEEE Std 1068 Section 813 for guidance on final testing with additional
tolerance guidance in ANSIEASA AR100)
a Insulation resistance ndash An insulation resistance test shall be performed as outlined in
Section 43A3a for ten minutes The acceptance value of resistance measured in
megohms corrected to 40 C shall be no less than 1 megohm per KV where KV is equal
to rating of motor in kilovolts Insulation resistance findings shall be temperature
corrected to the lsquoThermosettingrsquo value per IEEE 43 Section 63 and Figure 5 with
acceptable tolerance as found in Table 4 for further electrical testing
INSULATION RESISTANCE TESTING HOLD POINT
bull Owner shall be notified if this reading is below 10 megohms for
motors under 1000 volts and random wound motors and below 100
megohms for motors over 1000 volts and form wound motors
b Polarization Index A polarization index shall be calculated The index is the ratio of
the 10-minute insulation resistance measurement and the 1-minute measure The
IFB 21-054
Electric Motor Repairs
9
minimum acceptable PI shall be 20 when the insulation resistance is below 5000
megohms at one minute and no less than 10 over 5000 megohms at one minute
POLARIZATION INDEX HOLD POINT
bull Owner shall be notified if this reading is below 20 when the insulation resistance
is below 5000 megohms after 1 minute between 1 and 2 when the insulation
resistance is over 5000 megohms or below 10 at any time
c Phase Balance A phase balance test shall be performed at 20 rated voltage The
maximum unbalance in line currents shall be 5
d High Potential An AC high potential test shall be performed for a duration of one
minute Applied test voltage shall be as follows
1) Reconditioned coils 06 (2E+1000)vac
096(2E+1000)vac
2) New coils (2E+1000)vac
17(2E+1000)vac
Where E equals phase to phase operating voltage
e Winding Resistance Winding resistances and ambient temperature of the equipment
shall be measured and recorded Winding resistance shall be normalized to 25C per
IEEE 112 and IEEE 1068
f Dynamic Balance Rotors shall be dynamically balanced per API 610 4WN and in the
presence of the FW Condition Based Maintenance Supervisor and the FW Electrical
Supervisor or their designated representative (Note API 610 4WN is lower than ISO
19401 G 10 and is equivalent to ISO 1940 G07)
g No Load Run The motor shall be run at rated voltage non-loaded until bearing
temperatures stabilize (no change by more than 2 degrees over 20 minutes) bolted to
metal bed plate during which the following parameters shall be measured and recorded
at 10-minute intervals
1) Load Current
2) Bearing Temperature
3) Overall vibration maximum amplitude at any RPM shall be as identified in IEEE
1068 Tables 11 and 12
4) RPM
5) Rotation shall be compared with original direction
6) In addition the uncoupled acceleration time and peak starting currents shall be
recorded on the work sheet for across-the-line starts For any motor that FW
designates that is not to be started across-the-line but only by reduced voltage
means shall not be started across-the-line but shall be started for the shop tests
IFB 21-054
Electric Motor Repairs
10
using reduced voltage starters that limit the motor current to no more than 5 times
full load nameplate current
h Miscellaneous
1) Direction of rotation shall be marked on the motor and recorded
2) End play for sleeve bearing applications shall be measured and recorded
3) Bearing and bearing journal data shall be measured and recorded
4) Magnetic center shall be marked
i Surge Comparison Tests The voltage levels shall be at 2E + 1000 volts AC for the
high frequencysurge comparison test
j Air gap shall be measured and recorded at 1200 300 600 and 900 orsquoclock
positions according to the instructions given on Attachment 5
9 Painting The motor shall be painted with paint specified on Attachment 3 Shaft
extensions shall be sprayed with a preservative Reference IEEE 1068 Section 810
B Major Repair
1 In cases where major repair is necessary the Contractor shall perform the following
procedures as outlined in Section 43A1 Motor Reconditioning as well as the major
repair
a Initial inspection and tests
b Disassembly
c Component inspection
d Cleaning and baking
e Varnish treatment and bake cycle
f Reassembly and testing
g Painting
2 Data required by the Owner from results of inspections and tests performed during a major
repair is outlined on Attachment 5 Inspection Data Sheet The items listed shall apply as
the individual case dictates upon Ownerrsquos approval
3 Stator Rewind
a All winding data shall be recorded prior to stripping stator conductors ie wire size
number of turns pitch winding connections etc
b A core loss test shall be recorded on Attachment 4 Following winding removal a
second test shall be performed
IFB 21-054
Electric Motor Repairs
11
STATOR REWIND HOLD POINT
bull Should the measured core losses in watts per pound or the core loss
test exceeds 6 watts per pound at 1T when tested per IEEE Std 422
or hot spots greater than 10C or an increase of the second test
exceed those of the first the Contractor shall notify FW prior to
further repair activity
c Only if necessary the old windings shall be burned out of the stator in a burnout oven
with adequate temperature controls in order to provide uniform heating and cooling
thus preventing warping and cracking of the frame deterioration of the core plate
treatment on the laminations and impairment of the magnetic qualities of the core The
oven shall be equipped with a water fire suppression system and a temperature
recording chart meter The temperature used for roasting shall not exceed 700 degrees
Fahrenheit Additional stripping methods are found in IEEE Std 1068 Section 82
STATOR STRIPPING METHOD HOLD POINT
bull Stripping methods other than burnout oven may be applied with
Owner consent
d After the windings have been removed the stator laminations shall be thoroughly
cleaned by blowing out with compressed air and removing any foreign matter by hand
The stator slots shall be clean and free of sharp edges or particles
e Laminations shall be inspected for damage Any minor iron damage shall be corrected
by hand filing and separating laminations to eliminate shorts All burrs and rough edges
shall be corrected prior to the rewinding procedure Corrections shall be made
regardless of whether the imperfections existed originally in the stator iron or were
caused by the stripping operation
STATOR DAMAGED LAMININATIONS OR IRON
REPLACEMENT HOLD POINT
bull Should major core damage require restacking of laminations a
digital photo of the damaged area shall be submitted to the Owner
or Owner inspection will be required prior to repairing damaged
laminations or iron replacement
f The repaired stator shall be loop checked and hot spots greater than 10C shall be
corrected
g The suspected cause of iron damage shall be listed on Attachment 4
IFB 21-054
Electric Motor Repairs
12
STATOR MOTOR LEAD REPLACEMENT HOLD POINT
bull Should motor lead replacement be required FW shall be notified
prior to replacement concerning lead length designations
termination hardware etc
h The stator shall be rewound in accordance with Section 43C Winding Materials and
Insulation Requirements
i Where slot space permits coil copper size shall be increased with prior approval of
FW Electrical Supervisor when doing so will increase the motor efficiency and the
increased starting current can be accommodated by the motor controller
j Coils shall be securely tied to surge rings and adjacent coils Surge rings shall be rigid
k The stator coils shall fit in the stator iron parallel to the slot Where extra room exists
between the coil and the iron either a slot cell (if originally designed with one) or side
filler shall be used to make a more intimate fit between the coil and the iron
l The connections between coils and groups shall be horseshoed (eg U-shaped) to
permit continuous taping over all brazed joints
m The coil extensions shall be tied to one or more surge rings and shall be suitably blocked
between coils on both the inside and outside of the coil extensions
n The jumpers shall be uniformly laid and placed around the periphery of the connection
o Motors with form wound coils shall not be converted to random wound
p Tie cord used to secure the wires in the end turns shall be at a minimum 100 lb test
Dacron stranded cord
q Motor stators containing stator RTDrsquos thermocouples or thermistors shall be rewound
with devices rated the same RTDrsquos are to be 3-lead and added to old motors at a
minimum of two per phase Owner shall indicate if a greater quantity is desired When
possible the Contractor shall arrange RTDs in the same position as the original
winding or evenly spaced if unknown or new
4 Rotor Repair
ROTOR REPAIR HOLD POINT
bull Any repair activity involved with securing loose rotor bars and retaining
rings shall be brought to the attention of the Owner prior to beginning
the activity
IFB 21-054
Electric Motor Repairs
13
5 Shaft Straightening
SHAFT STRAIGHTENING HOLD POINT
bull Any shaft straightening procedure shall be brought to the attention of
the Owner prior to beginning the activity Shafts shall be straightened
by heating or jacking to meet the following run out requirements
RPM Run Out
Less than 1800 0002 in
More than 1800 0001 in
C Winding Materials and Insulation Requirements
1 Winding Materials
a Magnet wire in coils shall be copper
b Form wound coils shall not be converted to random wound
c Lacings and ties shall be made with glass cord or tape or woven Dacron tape
d Wedges fillers blocks and winding material shall be suitable for Class ldquoHrdquo operation
e Shrink tapes are not acceptable
2 Insulation Requirements
a Form Wound Coils
1) All materials in the insulation system shall be rated for Class ldquoHrdquo operation
2) Strand insulation shall consist of fiberglass Dacron-glass wrap or mica tape applied
over epoxy or polyester resins Class ldquoHrdquo enamel or Kapton applied to the wire as
dictated by the volts per turn rating of the coil Reference IEEE Std 1068 Section
853
3) Ground wall insulation shall consist of Nomexreg such as Nomex-Milar-Nomex or
Dacron-glass backed mica paper or an equivalent mica flaked tape Ground
insulation shall be compatible with epoxy or polyester resin used during vacuum-
pressure impregnation
4) Nomex or polyester glass armor tape shall be applied on the outside of the coil for
mechanical protection
5) For sealed coil applications a partially cured epoxy coated polyester or polyester
glass tape shall be applied to the outside of the coil in addition to the requirements
stated above Lead areas shall be sealed with compatible epoxy putty
IFB 21-054
Electric Motor Repairs
14
b Random Wound Coils
1) All materials in the insulation system shall be rated for Class ldquoHrdquo operation
2) Minimum thickness for stator slot insulation material shall be 015 inches
3) All ground wall insulating material shall extend beyond the edge of the stator iron
in a uniform manner and shall be cuffed
4) Slot separators shall be used between coils in all stator slots
5) Phase insulation in the winding end turns shall be resin treated glass cloth or
equivalent to provide positive separation between phases in the event of varnish
degradation caused by excessive temperature above the motor rating
6) Sleeving used on stator connections shall be acrylic coated fiberglass or equivalent
rate 4000 volts or higher
7) Leads shall be GE Vulkaflex or equivalent for open enclosure motors and silicone
rubber covered with glass braid or equivalent for totally enclosed motors
8) Stator shall be subjected to two dip and bake cycles as outlined in Section 23A7
or as directed by Owner
44 Repair Facility Requirements
A Repair Facility Capabilities
1 Facility shall be capable of performing all balance work (no subcontracting will be
authorized)
2 Facility shall be capable of starting 3-phase 4160 volt 3050 HP vertical motor
3 Facility shall be capable of starting 3-phase 4160 volt 1800 HP horizontal motor
4 Facility shall allow for FW staff to safely witness testing
B Repair Facility Location
The Contractorrsquos repair facility shall be located within a four-hour drive from FWrsquos main office
located at 8570 Executive Park Avenue Fairfax Virginia 22031 Fairfax County Virginia
45 Future Work Time of Performance
A All motor repairs shall be performed and completed in accordance with the delivery lead time
included in the written quote Failure of the Contractor to perform within the stated deadlines
may jeopardize FWrsquos ability to provide water to its customers and may result in FW terminating
the contract with the Contractor for cause
B By submitting a proposal in response to this solicitation Contractor agrees without exception
that for all future work quoted they shall meet the delivery lead times as specified in their written
quote Contractor further attests that they shall provide FW expedited services as required to
complete all future work without additional cost (See Section 47)
IFB 21-054
Electric Motor Repairs
15
46 Transportation
The Contractor shall furnish all transportation services to pick up and return motors to the
designated FW facility All deliveries to FW shall be FOB Destination Transportation costs shall
be included in the Contractorrsquos labor rates or listed separately Fairfax Water will not pay any
additional or separate charges for transportation not included on the bid price
47 Priority Customer
The Contractor understands and acknowledges that FW provides services that are essential to the
health and welfare of the public Failure of the Contractor to perform the services described herein
in a timely manner may jeopardize FWrsquos ability to provide essential services which may affect the
health and welfare of the public served by FW In the event of material shortages at any level of the
production to delivery chain the Contractor agrees and affirms that FW shall be given the earliest
possible notice and the highest priority for allocation of all goods and services specified herein To
the extent that the Contractor must prioritize and allocate delivery among its customers the
requirements of FW shall be honored before goods and services are provided to any customer with
no obligations with regard to the public health and welfare To the extent that availability of repair
parts or Contractor staffing including subcontractor staffing is insufficient to meet the requirements
of all the Contractorrsquos customers who are responsible for the health and welfare of the public the
goods shall be allocated in a manner deemed to be fair and reasonable to all such clients
48 Time Is Of The Essence
Time is of the essence Repair services shall be performed within the time specified on the
Contractorrsquos Bid Submission Form or otherwise set forth on the applicable Purchase Order
Notwithstanding the foregoing the Contractor shall not be deemed to have breached the terms and
conditions of the Contract Documents to the extent any delay is due to circumstances beyond its
reasonable control and without the fault or negligence of the Contractor provided that the Contractor
first shall have provided Fairfax Water with written notice (to include facsimile or e-mail) of any
such delay within five days after the occurrence of events or circumstances causing the delay
49 Use of Subcontractors
A The Contractor shall be responsible for all products and services described and defined herein
The use of any subcontractor is prohibited unless the Contractor proposes to use a subcontractor
at the time of bid submission Approval to use a subcontractor shall be in written form and be a
part of the resultant contract (See Section 55 for subcontractor submittal requirements)
B Even when properly authorized by FW the use of a subcontractor does not relieve the Contractor
of liability under the contract
C The Contractor at its sole expense shall be responsible for damage to FW and non-FW property
as a result of its failure or its subcontractorrsquos failure to protect such facilities and utilities
D The Contractor at its sole expense shall immediately repair or replace FW property damaged
by (or caused by) the Contractor or its Subcontractor(s) Replacements will be of equal or better
IFB 21-054
Electric Motor Repairs
16
quality than the property damaged property and all such work must be approved by FW Project
Manager
410 Delays
A By the Contractor After issuing a written warning to the Contractor FW may declare the
Contractor in default for unacceptable delays If such a declaration is made FW reserves the
unilateral right to cure the default by any means available to FW including but not limited to
contracting with another supplier to complete the repairs Any additional repair costs incurred
by FW as a result of unacceptable delays on the part of the Contractor may be passed onto the
Contractor This is not a limitation of FWrsquos legal rights to recover damages due to Contractor
default in any other way
B By FW The Contractor shall not be responsible for delays caused by FW its agents or other
FW Contractors To the extent that the Contractor is unable to proceed due to the actions or
inactionrsquos of FW its agents employees or other FW Contractors the Contractor shall be granted
an extension to the delivery schedule equal to the documented amount of time the Contractor
was prevented from performing work The Contractor shall not be eligible for damages as a
result of FW delays
411 Site Safety and Access
A The Contractor shall schedule and coordinate the Work and install temporary facilities as
required to maintain continuous operation and access to existing equipment in the area of Work
The Contractor shall not commence retrofit work until authorized by the FW Project Manager
The Contractor is advised that FW may at its sole discretion delay or stop work as required to
ensure continuous and reliable operation of the facility especially during peak flow events
B The Contractor shall secure the Site and all areas of Work to prevent access and the potential for
injury to its employees FW employees its agents and others by construction and installation of
temporary guard-rails fencing barricades highway cones warning signstape etc andor other
appropriate means and as directed by the FW Project Manager Such hazards include but are
not limited to mechanical hazards electrical hazards surface irregularities or construction tools
and equipment
C FW shall have the right to deny access to the Site or require the Contractor to remove from the
Site any individual who has exhibited violent abusive or threatening behavior or conduct
D FW may limit restrict or prohibit access to areas of the Site on a permanent or temporary basis
When access to such restricted areas is required by the Contractor to perform the Work the
Contractor shall obtain permission from the FW Project Manager and shall comply with such
conditions or limitations to access as may be imposed by the FW Project Manager
E FW may restrict parking or require parking permits for vehicles to be brought onto the plant The
Contractor shall be responsible for arranging transportation for its personnel to reach the job sites
from whatever parking area is provided by FW
IFB 21-054
Electric Motor Repairs
17
412 Superintendence by Contractor
A The Contractor shall have a competent Field Supervisor satisfactory to FW on the job site at all
times during the progress of the Work The Contractor shall be responsible for coordinating all
portions of the Work under contract except where otherwise specified in the contract documents
and for all safety and worker health programs and practices The Contractor shall notify the
Project Manager in writing of any proposed change in superintendent including the reason
therefore prior to making such change
B The Contractor shall at all times enforce strict discipline and good order among the workers on
the project The Contractor shall not employ on the Project any unfit person anyone not skilled
in the work assigned to him or anyone who will not work in harmony with those employed by
the Contractor subcontractors FW or FWrsquos separate Contractors and their subcontractors
C FW may in writing require the Contractor to remove from FW property any employee FW
deems to be incompetent careless not working in harmony with others on the site or otherwise
objectionable
5 INSTRUCTIONS TO BIDDERS
51 Questions and Communications
A All contact between prospective bidders and FW with respect to this solicitation will be formally
held at scheduled meetings or in writing issued by the Procurement Office Questions and
comments regarding the meaning or interpretation of any aspect of this solicitation must be
submitted in writing to the Procurement Contact identified on the cover page to this solicitation
and must be received on or before the deadline for submitting questions Only written questions
will be accepted Questions or comments that are submitted after the deadline set forth on the
cover page to this solicitation will not be answered
B FW will respond to all questions and comments that are received by the deadline and that are
deemed to address a matter that is relevant and substantive in nature within a reasonable period
of time in the form of a written Addendum Oral communications between FW and any bidder
regarding the interpretation or meaning of any aspect of this IFB are not authorized and may not
be relied upon for any purpose
52 Instructions for Submitting Bids
The deadline for submitting bids and the location of the bid opening is shown on the cover page All
bids must be submitted in a sealed package(s) no other form of submission will be accepted (ie
email facsimile etc) Bids will be opened immediately following the deadline for submitting bids
Bids will be opened in accordance with the provisions of the Virginia Public Procurement Act
IFB 21-054
Electric Motor Repairs
18
Bid packages must be identified on the outside as follows
From _____________________________________________ ______________________
Name of Bidder Due Date
_____________________________________________ ______________________
Street IFB No
_____________________________________________ ______________________
City State Zip Code IFB Title
Attn Tammy Spinks
53 Virtual Bid Opening
A Virtual Bid Opening will be held immediately after the bid submission deadline Attendees may
access the Virtual Bid Opening using the following information
Microsoft Teams meeting
Join on your computer or mobile app
Click here to join the meeting
Or call in (audio only)
+1 571-348-5786544174819 United States Arlington
Phone Conference ID 544 174 819
54 Familiarity with Specifications
A Each Bidder shall bear responsibility for thoroughly examining this solicitation in its entirety
In the event that a bidder has any questions or comments regarding the proper meaning or intent
of any aspect of this solicitation then the bidder shall submit all such questions and comments
in writing to the Procurement Contact identified on the cover sheet of this solicitation
B The submission of a bid by a bidder in response to this solicitation shall be deemed to constitute
a representation on the part of such Bidder that it has thoroughly examined this solicitation and
has submitted any and all questions and comments it may have regarding the meaning or
interpretation of this solicitation to Fairfax Water in the manner prescribed herein
55 Bid Submission Packet
A Attachment 1 is the Bid Submission Form It must be completed and signed by an agent who is
fully authorized to bind the individual or organization submitting the offer to sell to the
specifications terms and conditions contained herein as well as any addenda to this solicitation
B Attachment 2 is the Reference Form Each bidder shall include at least three references with
their bid submission packet References shall be from customers of comparable size and scope
of operations as FW to whom the bidder has supplied the same services within the past 24-
months References must be able to attest without reservation to the fact that the bidder provided
the contracted services without any significant problem of any kind and at any time during the
contract period Bidders shall not list FW as a reference for purposes of this solicitation
IFB 21-054
Electric Motor Repairs
19
C Subcontractor List and Subcontractor Reference List Submittals
1 The Contractor shall include a list of all proposed subcontractors with their bid submission
packet The Subcontractor List shall specify the type of work and percentage of work the
Contractor shall rely on the subcontractor to perform
2 The Contractor shall include a separate list of references for each proposed subcontractor
with three references from the subcontractorrsquos customers that are of comparable size and
scope of operations as FW to whom the subcontractor has supplied the same services within
the past 24-months References must be able to attest without reservation to the fact that the
subcontractor provided the services without any significant problem of any kind and at any
time during the contract period The subcontractor reference list shall not list FW as a
reference for purposes of this solicitation
D Attachment 9 is the IRS Form W-9 Request for Taxpayer Identification Number and
Certification Each bidder shall include a completed form with their bid submission packet
E In addition to the mandatory insurance requirements listed in Subsection 614 (Insurance
Requirements) and at the request of FW the Contractor shall submit a list of all insurance claims
made against it within the past 12 months Failure to include this information within ten calendar
days of request by FW may result in rejection of your bid
56 Directions for Completing the Bid Form and Bidding each Hypothetical Electric Motor Repair
A The Bid Submission Form is broken down into five sections
Part 1 ndash Hypothetical Electric Motor Repair Pricing
Part 2 ndash Vaughenrsquos Pricing Guide Discounts Offered by Motor horse power
Part 3 ndash Labor Rates
Part 4 ndash Contact Person
Part 5 ndash Repair Facility Capabilities and Location Certification
B Bidders shall fill in all blanks provided on the Bid Form for all sections paying particular attention
to the instructions given for Part 1 and Part 3 Failure to complete all sections of the Bid Submission
Form may deem your bid as non-responsive Failure to include the separate pricing sheets for
each scenario in your bid submission packet will cause FW to deem the bid as non-response
and it will not be eligible for contract award All transportation shall be bid as FOB Destination
Include all necessary costs in your bid submission Failure to include the cost of shipping and
handling will be interpreted as included in the unit price for each item FW will not pay for shipping
and handling charges not included in your bid
C Directions for bidding each hypothetical electric motor repair
1 Bidders shall attach a separate and detailed price sheet for each sample scenario to their bid
form The price sheet shall be on the bidderrsquos company letterhead and labeled with the
applicable hypothetical scenario title The price sheet shall be signed by the bidder and
IFB 21-054
Electric Motor Repairs
20
include the bidderrsquos printed name title and date All repair work and parts shall be based on
the Vaughenrsquos Pricing Guide less any discount offered
2 The bidderrsquos separate price sheet shall include at a minimum the following
b Parts shall be bid by quantity unit cost and total cost
c Labor shall be bid by labor type and hourly rate and the extended total cost
d Transportation shall be included in the labor rate or listed separately
3 Bidders shall report their total material costs less any discount offered the total number of
manhours needed to complete the repair and the total cost for all labor categories for each
scenario in the appropriate spaces in PART 1 Sample Repair Pricing Schedule on the Bid
Submission Form
4 Bidders shall report the aggregate cost of all four repair scenarios in PART 1 Sample Repair
Pricing Schedule on the Bid Submission Form in the appropriate space
5 In the event of a mathematical error on the Sample Repair Pricing Schedule unit prices from
each detailed price sheet scenario shall prevail
6 Bidders shall record any discount offered and utilized in pricing each scenario by motor horse
power in PART 2 ndash Discounts Offered on the Bid Submission Form
7 All four hypothetical repair scenarios shall be bid and the bidderrsquos separate price sheet shall be
included with their Bid Submission Form Bidders who fail to bid all four hypothetical repairs
or fail to include each hypothetical repairs separate price sheet will be deemed non-responsive
and their bid will not be eligible for award
57 Proprietary Information
A Except as provided herein or as otherwise set forth in sect22-4342 of the Virginia Public
Procurement Act (Va Code Ann sect22-4300 et seq the ldquoActrdquo) all proceedings records
contracts and other public records relating to procurement transactions shall be open to
inspection in accordance with the Virginia Freedom of Information Act (Va Code Ann sect22-
3700 et seq the ldquoVirginia FOIArdquo)
B A Bidder Offeror or Contractor shall have the right to identify data or other materials submitted
in connection with this procurement as trade secrets or proprietary information which shall not
be subject to inspection pursuant to either sect22-4342 of the Act or the Virginia FOIA by
submitting to Fairfax Water prior to or at the time of submission of its proposal or bid a separate
written notice on its letterhead stationery setting forth the following (i) a statement indicating
that the Bidder Offeror or Contractor wishes to invoke the protections of this section (ii) an
identification of the data or other materials for which protection is sought and (iii) a statement
with regard to why protection is necessary
IFB 21-054
Electric Motor Repairs
21
58 ExceptionsAdditions
No exceptions or additions to the SpecificationsScope of Work or Contract Terms and Conditions
shall be permitted Any questions or concerns regarding any part of the IFB shall be submitted to
the Procurement Contact prior to the date specified in the Questions and Communications section
above Bids containing any exceptions to the SpecificationsScope of Work or Contract Terms and
Conditions or submitting additional Terms and Conditions shall be deemed non-responsive and
rejected Exceptions or additions proposed after bid submission by the successful bidder shall not
be accepted
59 Addenda to the IFB
A FW reserves the right to amend this solicitation at any time prior to the deadline for submitting
Bids If it becomes necessary to revise any part of this IFB notice of the revision will be given
in the form of an Addendum that will be provided to all prospective Bidders who are on record
with FW as having received this solicitation If in the opinion of FW the deadline for the
submission of bids does not provide sufficient time for consideration of any Addendum then
such deadline may be extended at the discretion of FW
B It shall be the responsibility of each Bidder to contact the Purchasing Contact identified on the
cover page to this solicitation prior to submission of a bid hereunder in order to determine
whether any Addenda have been issued in connection with this procurement Notwithstanding
any provision to the contrary the failure of any Bidder to receive any Addenda shall neither
constitute grounds for withdrawal of its bid nor relieve such Bidder from any responsibility for
incorporating the provisions of any Addenda in its proposal
C Acknowledge receipt of each addendum by signing it and submitting it by the bid deadline
Failure to return a signed addendum may result in a bid being determined non-responsive
510 Late Bids
Bids or unsolicited amendments to bids arriving after the bid submission deadline will not be
considered
511 Arrearage
By submitting a Bid in response to this solicitation the individual or firm submitting the bid shall
be deemed to represent that it is not in arrears in the payment of any obligation due and owing FW
the Commonwealth of Virginia or any public body in the Commonwealth of Virginia including but
not limited to any obligation to pay taxes andor employee benefits Bidder further agrees that it
shall make diligent efforts to avoid becoming in arrears during the Term of any Contract awarded
hereunder
512 Contract Award
Contract award will be made to the lowest responsive and responsible bidder based on total cost
Whenever the lowest responsive and responsible bidder is a resident of a state other than Virginia
IFB 21-054
Electric Motor Repairs
22
and such state under its laws allows a resident contractor of that state a percentage preference a like
preference shall be allowed to the lowest responsive and responsible bidder who is a resident of
Virginia and is the next lowest bidder If the lowest bidder is a resident contractor of a state with an
absolute preference the bid preference shall not be considered
513 Public Notice of Award
Public notice of award will be posted on the official FW web site
httpswwwfairfaxwaterorgcontracts
514 Authorization to do Business in Virginia
Each bidder that is organized or authorized to transact business in the Commonwealth of Virginia
pursuant to Title 131 or Title 50 of the Virginia Code shall include with its bid the identification
number issued to it by the Virginia State Corporation Commission Any bidder that is not authorized
to transact business in Virginia as a foreign entity under Title 131 or title 50 of the Virginia Code
or as otherwise required by law shall include in its bid a statement describing why the bidder is not
required to be so authorized Any bidder that fails to provide the required information may not
receive an award
515 Cancellation
FW may cancel this solicitation at any time and for any reason prior to contract award
516 Compliance with Laws Regulations and Codes
The Bidder hereby represents and warrants that
A It is qualified and properly licensed to do business in the Commonwealth of Virginia and that it
will take such action as from time to time hereafter may be necessary to remain so qualified
B It is not in arrears with respect to the payment of any monies due and owing FW the
Commonwealth of Virginia or any department or unit thereof including but not limited to the
payment of taxes and employee benefits and that it shall not become so in arrears during the
term of this Contract
C It shall comply with all federal State and local laws regulations and ordinances applicable to
its activities and obligations under this Contract and
D It shall obtain at its expense all licenses permits insurance and governmental approval if any
necessary to the performance of its obligations under this Contract
517 Debarment Status
By submitting a Bid in response to this solicitation each Bidder certifies that it is not currently
debarred by the federal government the Commonwealth of Virginia or any agency or department
thereof from submitting a bid or proposal in connection with any procurement project and that it is
not an agent of any person or entity that currently is so debarred
IFB 21-054
Electric Motor Repairs
23
518 Duration of Bids
Bids shall be valid for a minimum of 90 days following the deadline for submitting bids If an award
is not made during that period all bids shall be automatically extended for another 90 days Bids
will be automatically renewed until such time as either an award is made or proper notice is given
to FW of Bidders intent to withdraw its bid Bids may only be withdrawn by submitting written
notice at least seven days before the expiration of the then current 90-day period
519 Unit Prices Prevail
In the event that there is a mathematical error on the bid submission form the unit price for each
item shall prevail All costs to provide the goods and services specified in this solicitation shall be
shown on the attached bid form Line items left blank will be interpreted as at no cost to FW
520 Negotiation with Low Bidder
If the lowest bid submitted by a responsive and responsible bidder exceeds available funds for this
procurement then Fairfax Water may in its discretion conduct negotiations with the lowest
responsive and responsible bidder (the ldquoLow Bidderrdquo) in an effort to obtain a contract price that is
within available funds In such event Fairfax Water will notify the Low Bidder verbally or in writing
that its bid exceeds available funds and will schedule a conference with the Low Bidder Fairfax
Water staff and such advisors and consultants as Fairfax Water deems appropriate in order to discuss
possible modifications to the scope of the procurement that may result in a price that is within
available funds The conference and any subsequent negotiations may be conducted in person or by
telephone If during the conference the parties arrive at an acceptable modification to the scope of
the project and a contract price that is within available funds then Fairfax Water may award a
contract to the Low Bidder based upon the newly-modified terms and conditions Otherwise the
Low Bidder will within 15 days after the date of the conference (or such longer or shorter period as
may be specified in writing by Fairfax Water) submit to Fairfax Water a written addendum to its
original Bid Form which describes its proposed modification(s) to the scope of the procurement and
sets forth the Low Bidderrsquos newly adjusted bid price Fairfax Water may conduct further
negotiations with the Low Bidder or request additional clarifications or modifications If the Low
Bidderrsquos proposed modifications are acceptable to Fairfax Water and the associated contract price is
within available funds then Fairfax Water may award a contract to the Low Bidder based upon the
modified terms and conditions If the proposed modifications are not acceptable to Fairfax Water
or the associated price reductions are not within available funds then Fairfax Water will terminate
negotiations and reject all bids
521 References
Each bidder shall include at least three references with their bid submission packet (see Attachment
2 References) References shall be from customers of comparable size and scope of operations as
FW to whom the bidder has supplied the same services within the past 24-months References must
be able to attest without reservation to the fact that the bidder provided the contracted services
without any significant problem of any kind and at any time during the contract period Bidders
shall not list FW as a reference for purposes of this solicitation
IFB 21-054
Electric Motor Repairs
24
522 Insurance Claims against Bidder
In addition to the mandatory insurance requirements listed in Section 614 (Insurance Requirements)
and at the request of FW the apparent low bidder shall submit a list of all insurance claims made
against it within the past 12 months Failure to include this information within ten calendar days of
request by FW may result in rejection of your bid
523 Incorporation by Reference
This solicitation is issued in accordance with and controlled by the Virginia Public Procurement
Act (VPPA) which is incorporated into and made part of the solicitation by reference By submitting
a bid in response to this solicitation all bidders acknowledge the VPPA and agree to be bound by it
A copy of the VPPA is available for inspection at the Purchasing Department at FW It is also
available at this site
httpslawlisvirginiagovvacodepopularnamesvirginia-public-procurement-act
6 CONTRACT TERMS AND CONDITION
61 Term of Contract
The term of this contract shall be from the effective date of the contract award through October 31 2022 with four 1-
year renewal options through October 31 2026
62 Anti-Discrimination
By submitting their bids Bidders certify to FW that they will conform to the provisions of the Federal Civil Rights Act of 1964 as amended as well as the Virginia Fair Employment Contracting Act of 1975 as amended where applicable
the Virginians With Disabilities Act the Americans With Disabilities Act and sect11-51 of the Virginia Public Procurement
Act
A During the performance of the contract the Contractor agrees as follows
1 The Contractor will not discriminate against any employee or applicant for employment because of race
religion color sex national origin or disabilities except where religion sex or national origin is a bona fide
occupational qualification reasonably necessary to the normal operation of the Contractor The Contractor
agrees to post in conspicuous places available to employees and applicants for employment notices setting
forth the provisions of this nondiscrimination clause
2 The Contractor in all solicitations or advertisements for employees placed by or on behalf of the Contractor
will state that such Contractor is an equal opportunity employer
3 Notices advertisements and solicitations placed in accordance with federal law rule or regulation shall be
deemed sufficient for the purpose of meeting these requirements
B The Contractor will include the provisions above in every subcontract or purchase order so that the provisions will
be binding upon each subcontractor or vendor
C Fairfax Water does not discriminate against faith-based organizations on the basis of the organizationrsquos religious
character or impose conditions that (a) restrict the religious character of the faith-based organization except as provided by law or (b) impair diminish or discourage the exercise of religious freedom by the recipients of such
goods services or disbursements
IFB 21-054
Electric Motor Repairs
25
63 Antitrust
By entering into a contract the Contractor conveys sells assigns and transfers to FW all rights title and interest in and
to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the
Commonwealth of Virginia relating to the particular goods or services purchased or acquired by FW
64 Assignment of Interest
The Contractor shall not assign any interest in any resulting Contract and shall not transfer any interest in the same
without prior written consent of FW which FW shall be under no obligation to grant
65 Availability of Funds
It is understood and agreed between the parties herein that FW shall be bound hereunder only to the extent of the funds
available or which may hereafter become available for the purpose of this agreement
66 Compliance with Laws Regulations and Codes
The Bidder hereby represents and warrants that
A It is qualified and properly licensed to do business in the Commonwealth of Virginia and that it will take such action
as from time to time hereafter may be necessary to remain so qualified
B It is not in arrears with respect to the payment of any monies due and owing FW the Commonwealth of Virginia
or any department or unit thereof including but not limited to the payment of taxes and employee benefits and that
it shall not become so in arrears during the term of this Contract
C It shall comply with all federal State and local laws regulations and ordinances applicable to its activities and
obligations under this Contract and
D It shall obtain at its expense all licenses permits insurance and governmental approval if any necessary to the
performance of its obligations under this Contract
67 Contract Formation
A The words ldquoContractrdquo and ldquoPurchase Orderrdquo are used interchangeably unless the context otherwise plainly requires
The documents comprising the Contract shall be accorded the following order of precedence
1 The Contract including any Amendments or Change Orders
2 All Purchase Orders
3 Any Addenda to this RFQ 4 This RFQ (including all Appendices and Attachments hereto) and
5 The Bidderrsquos completed Quote Submission Form (including any drawings and submittals)
B Anything called for by one of the contract documents and not called for by the others shall be of like effect as if
required or called for by all except that a provision clearly designed to negate or alter a provision contained in one
or more of the other contract documents shall have the intended effect
68 Contract Changes Change Orders
A No verbal agreement or conversation with any officer agent or employee of FW either before or after the execution
of any Contract resulting from this solicitation or follow-on negotiations shall affect or modify any of the terms
conditions specifications or obligations contained in the solicitation or resulting Contract No alterations to the
terms and conditions of the Contract shall be valid or binding upon FW unless made in writing and signed by the
purchasing contact identified on the cover page Contract changes shall be in writing and shall be on official FW
Purchasing Department letterhead In any event and in all circumstances the Contractor shall be solely liable and
responsible for any Contract changes deviations etc made without first receiving written authorization to deviate
from the Contract by the FW Project Manager
IFB 21-054
Electric Motor Repairs
26
B Changes can be made to the contract in any of the following ways
1 The parties may agree in writing to modify the scope of the contract An increase or decrease in the price of
the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement
to modify the scope of the contract 2 FW may order changes within the general scope of the contract at any time by Notice to the Contractor
Changes within the scope of the contract include but are not limited to things such as services to be performed
the method of packing or shipment and the place of delivery or installation The Contractor shall comply with
the notice upon receipt The Contractor shall be compensated for any additional costs incurred as the result of
such order and shall give FW a credit for any savings Said compensation shall be determined by one of the
following methods
a By mutual agreement between the parties in writing or
b By agreeing upon a unit price or using a unit price set forth in the contract if the work to be done can be
expressed in units and the Contractor accounts for the number of units of work performed subject to FWrsquos
right to audit the Contractorrsquos records andor to determine the correct number of units independently or
c By ordering the Contractor to proceed with the work and keep a record of all costs incurred and savings realized A markup for overhead and profit may be allowed if provided by the contract The same markup
shall be used for determining a decrease in price as the result of savings realized The Contractor shall
present FW with all vouchers and records of expenses incurred and savings realized FW shall have the
right to audit the records of the Contractor as it deems necessary to determine costs or savings Any claim
for an adjustment in price under this provision must be asserted by Notice to the Purchasing Department
Neither the existence of a claim nor a dispute resolution process litigation or any other provision of this
contract shall excuse the Contractor from promptly complying with the changes ordered by FW or with
the performance of the contract generally
69 Contractorrsquos Responsibilities
A The Contractor shall be responsible for all products andor services as required by this IFB The use of
subcontractors is prohibited unless
1 A request to include a subcontractor is included in the bid and
2 The Bidder receives written approval to use a subcontractor prior to or as part of the formal contract between
the parties
B Even when properly authorized by FW the use of a subcontractor does not relieve the Contractor of liability under
the contract C The Contractor at its sole expense shall be responsible for damage to FW and non-FW property as a result of its
failure or its subcontractorrsquos failure to protect such facilities and utilities
D The Contractor at its sole expense shall immediately repair or replace FW property damaged by (or caused by) the
Contractor or its Subcontractor(s) Replacements will be of equal or better quality than the property damaged
property and all such work must be approved by FW Project Manager
610 Ethics in Public Contracting
Contractor hereby certifies that it has familiarized itself with Article 4 of Title 11 of the Virginia Public Procurement
Act Section 11-72 through 80 Virginia Code Annotated and that all amounts received by it pursuant to a contract
resulting from this solicitation are proper and in accordance therewith
611 Examination of Records
Bidder agrees that in any resulting contract either FW or its duly authorized representative shall have access to and the
right to examine and copy any directly pertinent books documents papers and records of the Contractor involving
transactions related to any resulting contract This obligation shall expire five years after the final payment for the final service performed as a result of any and all contract(s) awarded pursuant to this solicitation or until audited by FW
whichever is sooner Contractor will provide reasonable access to any and all necessary documents and upon demand
IFB 21-054
Electric Motor Repairs
27
provide copies of documents if so required by FW or its representative(s) FW will reimburse the Contractor for any
reasonable expenses it incurs as a result of such a request
612 Governing Law Venue Waiver of Jury Trial
Notwithstanding any provision to the contrary this solicitation and any resulting contract shall be governed in all
respects by the laws of the Commonwealth of Virginia Any dispute arising hereunder which is not otherwise resolved
by the parties shall be resolved by a court of competent jurisdiction in the Commonwealth of Virginia The Contractor
and FW hereby waive any right such party may have to a trial by jury in connection with any such litigation
613 Indemnification and Responsibility for Claims and Liability
With respect to any contract that results from this solicitation Bidder is bound by the following
A The Contractor shall indemnify save harmless and defend FW or any employee of FW against liability for any
suits actions or claims of any character whatsoever arising from or relating to the performance of the Contractor
or its subcontractors under this contract
B FW has no obligation to provide legal counsel or defense or pay attorneys fees to the Contractor or its
subcontractors in the event that a suit or action of any character is brought by any person not party to the contract
against the Contractor or its subcontractors as a result of or relating to the Contractors obligations under this
contract
C FW has no obligation for the payment of any judgments or the settlement of any claims against the Contractor or
its subcontractors as a result of or relating to the Contractors obligations under this contract
D The Contractor shall immediately notify FW of any claim or suit made or filed against the Contractor or its
subcontractors regarding any matter resulting from or related to the Contractors obligations under the contract If
such a claim or suit is brought the Contractor will cooperate assist and consult with FW in the defense or
investigation of any suit or action made or filed against FW as a result of or relating to the Contractors performance
under this contract
E The Contractor shall pay all royalties and license fees necessary for performance of the contract The Contractor
shall defend all suits or claims for infringement of any patent rights or other proprietary rights arising from or related to performance of the resulting contract and shall save FW harmless from any loss including Attorneysrsquo fees arising
out of any such claim
614 Insurance
A In addition to the mandatory insurance requirements listed in this Section and at the request of FW any Bidder may
be required to provide a list of all insurance claims made against it within the past 36 months FW reserves the right
to reject any bid if in FWrsquos opinion the amount or number of claims is deemed to be excessive A Bidderrsquos failure
to comply with this requirement may result in rejection of its bid If no claims have been made then the Bidder shall so state in its bid Fairfax Water may require such information from the Contractor as it deems necessary to assess
the Contractorrsquos financial ability to pay any deductibles with respect to the insurance policies required hereunder
B Before commencing the work the Contractor shall procure and maintain at its own expense minimum insurance in
forms and with insurance companies acceptable to FW to cover loss or liability arising out of the Work All
insurance policies must be underwritten by insurers authorized to conduct business within the Commonwealth of
Virginia and must have a Bests rating of at least A- and a financial size of class VIII or better in the latest edition
of Bests Insurance Reports
C The Contractor shall immediately notify FW of any claim or suit made or filed against the Contractor or its
subcontractors regarding any matter resulting from or related to the Contractors obligations under the contract If such a claim or suit is brought the Contractor will cooperate assist and consult with FW in the defense or
IFB 21-054
Electric Motor Repairs
28
investigation of any suit or action made or filed against FW as a result of or relating to the Contractors performance
under this contract
D With the exception of Workersrsquo Compensation and Employersrsquo Liability Insurance all additional insurance policies
specified herein shall name FW as an additional insured with regard to work performed under any subsequent Contract
E The Contractor will provide FW with copies of certificates of insurance coverage and proof of payment of all
premiums Each certificate of insurance must include (a) an endorsement from the insurer that certifies that the
Contractor maintains the referenced policy in full force and effect (b) where applicable a statement indicating that
FW is included as an additional insured and (c) a provision requiring that not less than 30 days written notice will
be given to FW before any policy or coverage is canceled or modified in any material respect Without limiting the
requirements set forth above the insurance coverages will include a minimum of
1 Workers Compensation and Employers Liability Insurance Statutory requirements and benefits as required
by the Commonwealth of Virginia and 2 Required Commercial General Liability Insurance This insurance must be written on an occurrence basis
and shall be endorsed to include FW as an additional insured and shall provide at a minimum the following
General Aggregate Limit $1000000
(Other than Products-Completed Operations)
Products-Completed Operations Aggregate Limit $ 500000
Personal amp Advertising Injury Limit $ 500000
Each Occurrence Limit $ 500000
For Construction Contracts
Directors amp Officers ndash Errors amp Omissions $2000000
F Business Automobile Liability Insurance This insurance coverage must extend to any motor vehicles or other
motorized equipment regardless of whether it is owned hired or non-owned and must cover Bodily Injury and
Property Damage with a combined single limit of at least $1000000 each accident This insurance must be written
in comprehensive form and must protect the Contractor and FW against claims for injuries to members of the public
andor damage to the property of others arising from the Contractorrsquos use of motor vehicles or other equipment and
must cover both on-site and off-site operations
G Nothing contained herein will be deemed to operate as a waiver of FWrsquos sovereign immunity under the law
615 No Waiver or Estoppel
Neither the inspection by FW nor any of its employees nor any payment of money nor payment for nor acceptance of
any Commodity by FW nor any extension of time shall operate as a waiver of any provision of this Contract or of any
power herein reserved to the Owner or of any right to damage herein provided No waiver of any breach of this Contract
shall be held to be a waiver of any other subsequent breach All remedies provided in this Contract to FW shall be
construed as cumulative and shall be in addition to each and every other remedy herein provided Neither FW nor any
officer employee or authorized representative of FW will be bound precluded or estopped by any action
determination decision acceptance return certificate or payment made or given under or in connection with the
Contract by any officer employee or authorized representative of the Owner at any time either before or after final
completion and acceptance of the Work and payment therefore from (a) showing the true and correct classification amount quality or character of the Commodities delivered or that any determination decision acceptance return
certificate or payment was incorrect or was improperly made in any respect or that the Commodities or any part thereof
do not in fact conform to the requirements of the Contract (b) demanding and recovering from the Contractor any
overpayment made to the Contractor or such damages as FW may sustain by reason of the Contractorrsquos failure to comply
with the requirements of the Contract or (c) both of the foregoing clauses (a) and (b)
616 Partial Invalidity
IFB 21-054
Electric Motor Repairs
29
Neither any payment for nor acceptance of the whole or any part of the services by FW nor any extension of time
shall operate as a waiver of any provision of any Contract resulting from this IFB nor of any power herein reserved to
FW or any right to damages herein provided nor shall any waiver of any breach of any Contract be held to be a waiver
of any other or subsequent breach Failure of FW to require compliance with any term or condition of any Contract shall
not be deemed a waiver of such term or condition or a waiver of the subsequent enforcement thereof
617 Payment Clauses Required in All Contracts
Section sect 22-4352 of the Virginia Public Procurement Act requires the following
A That any contract awarded by FW include the following clauses
1 The Contractor shall take one of the two following actions within seven days after receipt of amounts paid to the contractor by FW for work performed by any subcontractor(s) under the contract
a The Contractor shall pay its subcontractor(s) for the proportionate share of the total payment received from
FW attributable to the work performed by the subcontractor under that contract or
b Notify FW and any subcontractor(s) in writing of his intention to withhold all or a part of the
subcontractors payment with the reason for nonpayment
2 Bidders shall include in their offer submissions either (i) if an individual contractor their social security
numbers and (ii) proprietorships partnerships and corporations to provide their federal employer identification
numbers
3 The contractor shall pay interest to the subcontractor(s) on all amounts owed by the Contractor that remain
unpaid after seven days following receipt by the Contractor of payment from FW for work performed by the
subcontractor under the contract except for amounts withheld as allowed in subdivision 1
4 Unless otherwise provided under the terms of this contract interest shall accrue at the rate of one percent per
month
B The contractor shall include in each of its subcontracts a provision requiring each subcontractor to include or
otherwise be subject to the same payment and interest requirements with respect to each lower-tier subcontractor
C A contractors obligation to pay an interest charge to a subcontractor pursuant to the payment clause in this section
shall not be construed to be an obligation of FW A contract modification shall not be made for the purpose of
providing reimbursement for the interest charge A cost reimbursement claim shall not include any amount for
reimbursement for the interest charge
618 Payment
A Invoices All invoices shall be submitted directly to the FW Accounts Payable department by mail fax or e-mail
Invoices shall include the FW Purchase Order and the Contractorrsquos FEIN Invoices are not to be sent to the contract
Project Manager or other departmental reps Failure to comply may result in late payments for which FW will not
be liable
B Terms All payments will be Net 30 from the date of receipt of a valid invoice at FW Finance Department Payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery
whichever occurs last This shall not affect offers of discounts for payment in less than 30 days however
C Partial Payments Requests for partial payments or advanced payments must be submitted as part of the Price Bid
along with a justification FW reserves the right to accept reject or negotiate requests for partial payments If the
request is rejected the Bidder must waive the requirement in order to remain in consideration
D Refunds If the Contractor is declared to be in default FW will be eligible for a full and immediate refund for all
payments made to the Contractor Partial Payments Requests for partial payments or advanced payments must be
submitted as part of the Price Offer along with a justification FW reserves the right to accept reject or negotiate
requests for partial payments If the request is rejected the Bidder must waive the requirement in order to remain
in consideration
IFB 21-054
Electric Motor Repairs
30
E Unreasonable Charges Under certain emergency procurements and for most time and material purchases final job
costs cannot be accurately determined at the time orders are placed In such cases final payment is contingent on
a determination of reasonableness with respect to all invoiced charges Charges that appear to be unreasonable will
be researched and challenged and that portion of the invoice held in abeyance until a settlement can be reached Upon determining that invoiced charges are not reasonable FW shall promptly notify the Contractor in writing as
to those charges that it considers unreasonable and the basis for the determination
619 Price Firm Period
Bid pricing shall be firm fixed as originally offered and accepted for the first 12 months of the contract
620 Rider Clause
Subject to the mutual agreement between the parties any contract awarded on the basis of this solicitation may be used
by any public entity (to include jurisdictions comprising the Metropolitan Washington Council of Governments) to
enter into a contract for the services described and defined herein For single purchases the contract may be used for
up to 12 months from the actual date of contract award For multi-year contracts the contract may be used throughout
the effective period of the contract Contracts awarded as a result of this solicitation will be subject to these terms and
conditions andor such terms and conditions as may be required by the controlling body for the public agency using the
contract Pricing shall be as offered by the successful Offeror and subsequently accepted by FW
621 Taxes
FW is exempt from Federal Excise Taxes Virginia State Sales and Use Taxes and the District of Columbia Sales Taxes
and Transportation Taxes FWs tax identification number is 54-6025290
622 Termination of Contract
A For Cause In the event that the Contractor (1) fails to deliver any Commodity or Service in accordance with the
time period established therefore in the Contract or (2) fails to furnish any Commodity or Service which conforms
in all respects to the requirements of the Contract then FW without prejudice to any other rights or remedies it may
have at law or in equity (including its right to seek damages from the Contractor) shall have the right to terminate
the Contract and any outstanding Purchase Orders by issuing a written notice of termination to the Contractor Such
notice of termination shall describe in reasonable detail the grounds for the termination and shall take effect
immediately upon receipt by the Contractor
If after issuance of a notice of termination under this Section it is determined for any reason that cause for such
termination did not exist then the rights and obligations of the parties shall be the same as if the notice of termination
had been delivered under the provisions of subsection B (termination for convenience) hereof provided however that the Contractor in such event shall be deemed to have received seven days prior written notice of such
termination Any compensation due the Contractor pursuant to subsection B shall be offset by the cost to FW of
remedying the default by the Contractor The Contractor shall in no event be entitled to receive any consequential
damages or any anticipated profits with respect to Commodities not yet furnished to and accepted by FW as of the
effective date of any such termination
B For Convenience FW shall have the right to terminate the Contract andor any outstanding Purchase Orders issued
hereunder at its own convenience for any reason by giving seven business days prior written notice of termination
to the Contractor In such event the Contractor shall be paid an amount equal to the actual cost of any Commodity
delivered to and accepted by FW and the actual cost of any equipment goods or materials ordered by the Contractor
hereunder in good faith which could not be canceled less the salvage value thereof provided sufficient
substantiation is furnished to FW Any subcontract entered into by the Contractor in connection with the transactions contemplated hereby shall contain a similar termination provision for the benefit of the Contractor and
FW The Contractor shall in no event be entitled to receive anticipated profits on any Commodities not yet furnished
to and accepted by FW as of the effective date of any such termination
IFB 21-054
Electric Motor Repairs
31
623 Virginia Freedom of Information Act
Except as provided herein all proceedings records contracts and other public records relating to procurement
transactions shall be open to the inspection of any citizen any interested person firm or corporation in accordance with
the Virginia Freedom of Information Act
624 Faith-Based Organizations
FW does not discriminate against faith-based organizations
625 Immigration Reform and Control Act of 1986
By entering this Contract the Contractor certifies that it does not and will not during the performance of this Contract
violate the provisions of the Federal Immigration Reform and Control Act of 1986 which prohibits employment of
illegal aliens
626 Severability
In the event that any provision shall be adjudged or decreed to be invalid by a court of competent jurisdiction such ruling
shall not invalidate the entire Agreement but shall pertain only to the provision in question and the remaining provisions shall
continue to be valid binding and in full force and effect
627 Licensure
To the extent required by the Commonwealth of Virginia (see eg 541-1100 et seq of the Code of Virginia) or FW the
Contractor shall be duly licensed to provide the goods and services required to be delivered pursuant to this Contract
628 Authority to Transact Business in Virginia
A Contractor organized as a stock or nonstock corporation limited liability company business trust or limited partnership
or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a
domestic or foreign business entity if so required by Title 131 or Title 50 of the Code of Virginia or as otherwise required
by law Any business entity described herein that enters into a Contract with FW pursuant to the Virginia Public Procurement
Act 22-4300 et seq shall not allow its existence to lapse or its certificate of authority or registration to transact business in
the Commonwealth if so required under Title 131 or Title 50 of the Code of Virginia to be revoked or cancelled at any time during the term of the Contract FW may void any Contract with a business entity if the business entity fails to remain in
compliance with the provisions of this section
629 Drug-free Workplace to be Maintained by Contractor
During the performance of this contract the contractor agrees to (i) provide a drug-free workplace for the contractors
employees (ii) post in conspicuous places available to employees and applicants for employment a statement notifying
employees that the unlawful manufacture sale distribution dispensation possession or use of a controlled substance or
marijuana is prohibited in the contractors workplace and specifying the actions that will be taken against employees for violations of such prohibition (iii) state in all solicitations or advertisements for employees placed by or on behalf of the
contractor that the contractor maintains a drug-free workplace and (iv) include the provisions of the foregoing clauses in
every subcontract or purchase order of over $10000 so that the provisions will be binding upon each subcontractor or vendor
630 Employment Discrimination by Contractor Prohibited Required Contract Provisions
The following provision is required to be in every contract of more than $10000 (Virginia Public Procurement Act sect 22-
4311)
A During the performance of any ensuing contract the Contractor agrees as follows
IFB 21-054
Electric Motor Repairs
32
1 The contractor will not discriminate against any employee or applicant for employment because of race
religion color sex national origin age disability or other basis prohibited by state law relating to
discrimination in employment except where there is a bona fide occupational qualification reasonably
necessary to the normal operation of the contractor The contractor agrees to post in conspicuous places
available to employees and applicants for employment notices setting forth the provisions of this nondiscrimination clause
2 The contractor in all solicitations or advertisements for employees placed by or on behalf of the contractor
will state that such contractor is an equal opportunity employer
3 Notices advertisements and solicitations placed in accordance with federal law rule or regulation shall be
deemed sufficient for the purpose of meeting the requirements of this section
B The contractor will include the provisions of the foregoing paragraphs 1 2 and 3 in every subcontract or purchase
order of over $10000 so that the provisions will be binding upon each subcontractor or vendor
631 Counterparts
This Contract and any amendments or renewals hereto may be executed in a number of counterparts and each
counterpart signature when taken with the other counterpart signatures is treated as if executed upon one original of
this Contract or any amendment or renewal A signature by any party to this Contract provided by facsimile or
electronic mail is binding upon that party as if it were the original
632 Survival of Terms
Upon discharge of this Agreement Sections (Notice Hold Harmless Warranties Governing LawForum Contractual
Disputes) of these Terms and Conditions continue and survive in full force and effect
633 Non-Waiver
No waiver of any provision of this Agreement shall constitute a waiver of any other provision nor shall any waiver of this Agreement constitute a continuing waiver unless otherwise expressly provided
634 Contractual Disputes
A Contractual claims whether for money or for other relief will be submitted in writing not later than 60 days after
final payment provided however that written notice of the Contractorrsquos intention to file such claim must
1 Be delivered to the attention of FWrsquos Procurement Representative assigned to this contract not later than five
days after the occurrence or of the beginning of the Work upon which the claim is based and
2 Contain a reasonably detailed description of the basis of the claim otherwise the claim will be deemed to have been waived FW will make a written decision upon any such claim within 60 days after submittal of the claim
The Contractor will not institute legal action prior to receipt of FWrsquos decision on the claim unless FW fails to
render such decision within 90 days after submittal of the claim The decision of FW will be final unless the
Contractor initiates legal action as provided in Section 22-4364 of the Virginia Code Failure of FW to render
a decision within 90 days will not result in the Contractor being awarded the relief claimed nor will it result in
any other relief or penalty The sole result of FWrsquos failure to render a decision within the time allotted will be
the Contractorrsquos right to immediately institute legal action No administrative appeals procedure pursuant to
Section 22-4365 of the Virginia Code has been established for contractual claims under this Agreement
B No claim of any nature will be made against FW by or on behalf of a subcontractor unless the Consultant has first
(a) evaluated such claim thoroughly and determined it to be meritorious (b) issued a written notice to the
subcontractor finding the subcontractorrsquos claim to be meritorious and setting forth any additional compensation or additional days to be paid or granted to the subcontractor on account of such claim and (c) paid the subcontractor
in full for such claim In presenting such a claim the Consultant will provide FW with a copy of the written notice
to the subcontractor and with evidence of payment in full of the subcontractorrsquos claim No such claim will exceed
the amount actually paid to the subcontractor
IFB 21-054
Electric Motor Repairs
33
ATTACHMENT 1
BID SUBMISSION FORM
COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE E-MAIL
FAX FED ID
VIRGINA STATE CORPORATION COMMISSION (SCC) REGISTRATION INFORMATION
The bidder
1048709 is a corporation or other business entity with the following SCC identification number
-OR-
1048709 is not a corporation limited liability company limited partnership registered limited liability partnership or business trust
-OR-
1048709 is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees agents offices facilities or inventories in Virginia (not counting any employees or agents in Virginia
who merely solicit orders that require acceptance outside Virginia before they become contracts and not counting any
incidental presence of the offeror in Virginia that is needed in order to assemble maintain and repair goods in accordance with
the contracts by which such goods were sold and shipped into Virginia from offerorrsquos out-of-state location) -OR-
1048709 is an out-of-state business entity that is including with this proposal an opinion of legal counsel which accurately and
completely discloses the undersigned offerorrsquos current contacts with Virginia and describes why those contacts do not constitute
the transaction of business in Virginia within the meaning of sect 131-757 or other similar provisions in Titles 131 or 50 of the
Code of Virginia
1048709 Please check this box if you have not completed any of the foregoing options but currently have pending before the SCC an
application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number once issued (Fairfax Water reserves the right to determine in its sole discretion
whether to allow such waiver)
IFB 21-054
Electric Motor Repairs
34
COMPANY
PART 1 ndash Hypothetical Electric Motor Repair Pricing
Repair scenarios immediately follow the signature section of the Bid Submission Form See Section 56 of the
solicitation for detailed instructions on how to complete the Bid Form and on how to bid the hypothetical repair scenarios To be deemed responsive and eligible for contract award the Bidder shall bid on all four scenarios and
shall include the separate price for each scenario in their Bid Submission Packet
HYPOTHETICAL REPAIR PRICING SCHEDULE
Repair 1A
Foxmill Pumping Station Pump Motor 5 Motor Evaluation Report Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1A $_______________________
Repair 1B
Corbalis Treatment Plant Finished Water P1 Inboard Bearing Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1B $_______________________
Repair 1C
Corbalis Plate Settler Feed Pump 2 ndash Motor Evaluation Report Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1C $_______________________
Repair 1D
Griffith Finished Water Pumping Station Pump Motor 3 Motor Evaluation Report
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1D $_______________________
PART 1 HYPOTHETICAL REPAIRS 1A ndash 1D TOTAL COST $_______________________
IFB 21-054
Electric Motor Repairs
35
COMPANY
PART 2 Discounts Offered by Motor Horse Power
1 Discount off Vaughenrsquos Guide for motors greater than 60 hp up to 600 hp (includes all makes amp
models AC amp DC high amp low voltage high amp low RPM single amp three phase)
2 Discount off Vaughenrsquos Guide for motors greater than 600 hp (includes all makes amp models AC amp
DC high amp low voltage high amp low RPM single amp three phase)
Date of Vaughenrsquos Pricing Guide
PART 3 Labor Rates
Labor rates bid in this section shall directly correlate to the labor rates quoted in Part 1 and shall include
all direct and indirect overhead costs including but not limited to travel to and from the jobsite general
and administrative costs etc Labor rates will only be paid on the basis of time at the FW job site or as
documented for work done at the ManufacturerrsquosContractorrsquos site
3 FW Onsite Labor ndash Regular Time (MondayndashFriday 730 am through 500 pm) $___________hour
4 FW Onsite Labor-Overtime $___________hour (Monday-Friday 500 pm through 730 am weekends and holidays)
5 In Shop Labor ndash Regular Time (MondayndashFriday 730 am through 500 pm) $___________hour
6 In Shop Labor ndash Overtime $___________hour
(Monday-Friday 500 pm through 730 am weekends and holidays)
PART 4 Contact Person
List a contact personrsquos name and telephone number for normal FW working hours 730 amndash500 pm
Monday-Friday Answering machines are unacceptable as a point of contact For emergency calls outside
normal FW working hours (nights andor weekends) list a contact personrsquos name and telephone number
or have a voice mail paging system or answering service Bidders using a voice mail paging system or
answering service in lieu of a contact person shall be required to initiate a call back to the sender within
(30) thirty minutes
IFB 21-054
Electric Motor Repairs
36
COMPANY
Type of answering system used by your firm (check one)
Voice Mail Paging System Answering Service
Contact for Normal Working Hours
Name(s) __________________________________________
__________________________________________
Telephone __________________________________________
__________________________________________
Contact for Emergency Calls (outside normal FW working hours)
Name(s) __________________________________________
__________________________________________
Telephone __________________________________________
__________________________________________
PART 5 Repair Facility Capabilities
Please check the following for Repair Facility capabilities
Facility capable of performing all balance work (no subcontracting)
Facility capable of starting 3 phase 4160 volt 3050 HP vertical motor
Facility capable of starting 3 phase 4160 volt 1800 HP horizontal motor
Facility allows for Owner personnel to safely witness testing
Repair Facility Address
IFB 21-054
Electric Motor Repairs
37
Submittals to be included in Bid Packet
1 Attachment 2 ndash Bidder Reference Form
2 Subcontractor List with Subcontractor References if applicable
3 Attachment 9 IRS Form W-9
4 Acknowledgement Page(s) for all Addendum if applicable
bull PAYMENT TERMS FWrsquos minimum payment term is Net 30 days All
bids will be interpreted as Net 30 unless otherwise specified herein By submitting an offer to sell in
response to this solicitation all bidders acknowledge and agree to this requirement
By my signature I certify that I am acting as an agent or in the case of an LLP the Partner or Managing
Partner for the firm identified on this Bid Submission Form and that I am fully authorized to bind the
firm to the specifications terms and conditions of this solicitation as well as any addenda thereto
Company Name
Signature Printed Name
Title Date
[HYPOTHETICHAL REPAIR SCENARIOS IMMEDIATELY FOLLOW THIS PAGE]
IFB 21-054
Electric Motor Repairs
38
BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1A FOXMILL PUMPING STATION PUMP MOTOR 5 SERVICE Reason for Service Motor Evaluation Report
Motor Description General Electric Model 5kb3396448501 Sn Wwh-283004190 Type (Kv) Induction Custom-8000 Vertical Motor 70000 Hp 3 Phase 60 Hertz 4000 Volts Frame 8339p30 887 Rpm 1 Pick up motor from the Foxmill Pump Station Herndon
2 Check all mechanical tolerances and fits using precision measurement tools and provide report highlight any
out of tolerance measurements 3 Check out electrical components using electrical test methods Meggar Surge Pi And Hi Pot 4 Dynamically balance rotors in the presence of the FW representative 5 Clean and degrease motor components 6 Reassemble unit and perform motor testing and final report 7 Ship unit to FW Foxmill PS 8 Provide 1 Year Warranty
CONTINUES ON NEXT PAGE
FOXMILL 5 SAP 350261
MFR GENERAL ELECTRIC
SN WWH-283004189
FRAME 8339P30 TYPE INDUCTION PH 3
DISGN CODE HP 700 VOLTS 4000
HZ 60 RPM 887 AMPS 920 RISE 30deg
B
DUTY Cont CLASS INS F AMPS
Y
TEMP AMB 40deg SF
ENCLOSURE TEWAC
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
550
IFB 21-054
Electric Motor Repairs
39
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1A ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
40
COMPANY BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1B CORBALIS FINISHED WATER P1 MOTOR SERVICE Reason for Service Inboard Bearing
Motor Description Horizontal Motor 1750 Horsepower 3 Phase 60 Hertz 900 Rpm 4000 Volts 21120-17 Frame Ideal Electric Serial 981097-01 Synchronous 1 Pick up motor from Corbalis Water Treatment Plant Herndon
2 Check all mechanical tolerances and fits using precision measurement tools and provide report highlight any
out of tolerance measurements
3 Check out electrical components using electrical test methods Meggar Surge Pi and Hi pot
4 Dynamically balance rotors in the presence of the FW representative
5 Clean and degrease motor components
6 Reassemble unit and perform motor testing and final report
7 Ship unit to FW Corbalis Water Treatment Plant
8 Provide 1 Year Warranty
CONTINUES ON NEXT PAGE
FW 1 SAP 350109
MFR IDEAL ELECTRIC
SN 981097-01 FRAME 21120-17 TYPE SMB PH 3
DISGN CODE HP 1750 VOLTS 4000
HZ 60 RPM 900 AMPS 195 RISE 85deg
B DET
DUTY CONT CLASS INS F AMPS
Y
TEMP AMB 40deg SF 15 ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
41
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1B ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
42
COMPANY BID SUBMISSION PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1C
CORBALIS PLATE SETTLER FEED PUMP 2 FLYGHT MOTOR Reason for Service Motor Evaluation Report Service
Motor Description FLYGT 45kW-60hp RPM 1170 Volts 460 AMPS 73 Model CP3300091-0258 Serial 3300091-0720003 1 Pick Up motor from the Corbalis Water Treatment Plant Herndon
2 Inspect test run and disassemble
3 Perform electrical test and mechanical checks
4 Clean and bake
5 Rewind stator install thermal protectors VPI in Epoxy Resin
6 Fabricate new SS shaft
7 Balance rotor and impeller in the presence of FW representative
8 Replace lower bearing housing and install new bearings and new mechanical seals
9 Replace o-rings and gaskets Replace lifting chain (SS Grade)
10 Install new stationary and rotating wear rings replace retaining rings
11 Replace hardware reassemble unit and perform motor testing and final report
12 Paint
CONTINUES ON NEXT PAGE
Plate Settler Feed Pump 2 SAP 360128
MFR FLYGHT
SN 3300091-0720003
FRAME TYPE
PH
DISGN CODE HP 60 VOLTS 460
HZ
RPM 1170 AMPS 73 RISE
B
DUTY
CLASS INS
AMPS
Y
TEMP AMB
SF
ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
43
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1C ndash CONTINUED
13 Ship unit to FW Corbalis Water Treatment Plant
14 Provide 1 Year Warranty
15 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
44
COMPANY BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1D
GRIFFITH PUMPING STATION PUMP MOTOR 3 SERVICE Reason for Service Motor Evaluation Report Motor has excessive clearance in lower guide bearing Lower Guide bearing is NU style bearing Bearing Skidding is present in Bearing
Motor Description Vertical Motor Type MIBA-V TEWAC 720 RPM 1800 HP 3 Phase 60 Hz 4000 Volts 1 Pick Up motor from Griffith Pump Station Lorton
2 Check All Mechanical Tolerances Fits Using Precision Measurement Tools And Provide Report Hi Lite Any Out
Of Tolerance Measurements 3 Check Out Electrical Components Using Electrical Test Methods Meggar Surge Pi And Hi Pot
4 Dynamically Balance Rotors with FW Rep Present At API 610 4WN
5 Clean And Degrease Motor Components
6 Reassemble Unit and Perform Motor Testing and vibration analysis with FW rep present and provide Final Report
7 Ship Unit to FW Griffith PS
8 Provide 2 Year Warranty
CONTINUES ON NEXT PAGE
FWP3 MFR IDEAL
SN 001077-03 FRAME TYPE IMV PH 3
DISGN CODE HP 1800 VOLTS 4000
HZ 60 RPM 715 AMPS 238 RISE 80 C B RES
DUTY CONT CLASS INS F AMPS 274 105 C
Y RES
TEMP AMB 40 C SF 115 ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
45
COMPANY
BID SUBMISSION PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1D ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
46
ATTACHMENT 2
REFERENCES
BIDDERrsquoS NAME
1 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
2 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
3 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
IFB 21-054
Electric Motor Repairs
47
ATTACHMENT 2
REFERENCES CONTINUED
BIDDERS NAME ______________________________
4 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
5 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
IFB 21-054
Electric Motor Repairs
48
ATTACHMENT 3 OPERATING DATA SHEET
ISSUED TO DATE ISSUED Fairfax Water Work Order FW Electrical Supervisor Phone Conditioned Based Maintenance Supervisor Phone Return date requested A Equipment Specifications
1 Equipment Name
2 SAP ID Number
3 Manufacturer
4 Serial Number
5 Horsepower
6 Voltage B Work Requested
1 Reconditioning and Testing
2 Rewind
3 Other (describe) C If motor failure is involved state conditions under which failure occurred D Special Insulation Requirements
1 Moisture
2 Abrasion E Type of Housing Paint and Color
Paint furnished by customer Yes No
IFB 21-054
Electric Motor Repairs
49
ATTACHMENT 4
INSPECTION DATA SHEET ndashPAGE 1 OF 2 Company Performing Work Motor SN SAP ID A Initial Inspection and Tests
1 Insulation Resistance
Voltage Applied v Ambient Temp oC Machine Temp oC
1 min 10 min PI A to GND
B to GND
C to GND
2 Surge Test Test Voltagehelliphelliphellip V Pass ___ Fail ___ 3 Growler Test Pass ___ Fail ___ 4 Motor Shaft Run out In
5 Rotor Endplay In
6 Shaft Diameter In
B Disassembly
1 End Bells Marked
2 Fan Orientation Marked C Component Inspection
1 General Condition of Rotor (include probable cause of major damage)
a Rotor Iron
b Rotor Windings Rotor bars
c Retaining Rings
IFB 21-054
Electric Motor Repairs
50
ATTACHMENT 4 INSPECTION DATA SHEET ndashPAGE 2 OF 2
Company Performing Work Motor SN SAP ID
2 General Condition of Stator (include probable cause of major damage)
a Stator Iron b End Lacings and Support systems
c Wedges
d Windings
e RTDThermocouple Condition
3 General Condition of Shaft Keyways
4 General Condition of Bearings
5 General Condition of Motor Housing
6 Other
7 Core loss preceding winding removal watts
8 Core loss following winding removal watts
9 Recommended Repairs Signature Printed Name Title Date
IFB 21-054
Electric Motor Repairs
51
ATTACHMENT 5 Page 1 of 5
WORK PERFORMED DATA SHEET Company Performing Work Motor SN SAP ID A Describe work performed on rotor B Describe work performed on stator C Describe work performed on shaft D Describe work performed on bearings
Replaced bearings Yes No Manufacturer Type Code
E Other F Was motor vacuum-pressure impregnated Yes No
Resin used
Number of VPI and bake cycles G Was motor treated for abrasion protection Yes No
Treatment used
IFB 21-054
Electric Motor Repairs
52
ATTACHMENT 5 Page 2 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID H Varnish used for non-VPI applications
Number of dip and bake cycles I Final Tests
1 Insulation Resistance
Voltage Applied v Ambient Temp oC Machine Temp oC
1 min 10 min PI
A to GND
B to GND
C to GND
2 Phase Balance
Voltage Applied Vac A amps B amps C amps
3 High Potential Applied Leakage Time
Phase Voltage Current Duration
A
B
C
OR (if cant be separated)
ALL
IFB 21-054
Electric Motor Repairs
53
ATTACHMENT 5 Page 3 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
4 Winding Resistance
A-B milliohms A-N milliohms
B-C milliohms OR B-N milliohms C-A milliohms C-N milliohms
5 Dynamic Balance
RPM Vibration DE ODE Initial Final
6 No-Load Run
Phase Bearing Current Temperature Vibration_________
Ia Ib Ic Inboard Outboard RPM Inboard Outboard
15 Min 30 Min 45 Min
60 Min Acceleration time (Seconds) Peak starting current (Amper) ( IFL)
7 Miscellaneous
Direction of Rotation Viewed from End
End Play (Sleeve Bearing Only) in
IFB 21-054
Electric Motor Repairs
54
ATTACHMENT 5 Page 4 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
Inboard Bearing Journal Dia in
Inboard Bearing ID in
Outboard Bearing Journal Dia in
Outboard Bearing ID in
8 High FrequencySurge Comparison Tests (New Coils Only)
Voltage Applied v
Results
9 Air Gap Measurements
A minimum of sixteen (16) readings should be taken from each end using the following method
1 Mark position on stator at 12 oclock 3 oclock 6 oclock and 9 oclock 2 Mark position on rotor at 12 oclock 3 Take air gap readings at 12 3 6 and 9 from both ends pinion end (DE) opposite end (ODE)
Record readings [Eight (8) readings] 4 Rotate rotor to 3 oclock position 5 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings [Eight (8)
readings] 6 Rotate rotor to 6 oclock position 7 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings [Eight (8)
readings] 8 Rotate rotor to 9 oclock position 9 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings (Eight (8)
readings) 10 Calculate average readings and overall average air gap The acceptable tolerance between
average readings and the overall average gap is plusmn5
IFB 21-054
Electric Motor Repairs
55
ATTACHMENT 5 Page 5 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
DRIVE END
OPPOSITE DRIVE END
IFB 21-054
Electric Motor Repairs
56
ATTACHMENT 6 WAIVER OF SPECIFICATIONRELEASE OF HOLD POINT
Company Requesting Waiver of SpecificationRelease of Hold Point Person Making RequestDate Contact Info FW Equipment Name FW SAP EQUIPMENT Number Manufacturer Serial Number Horsepower Voltage Request for Waiver of Specification
Request for Release of Hold Point
Item Description FW Authorized Action APPROVED BY Printed Name and Title Date
IFB 21-054
Electric Motor Repairs
57
ATTACHMENT 7
RECOMMENDED CLEARANCES SLEEVE BEARINGS
ROUND BORES ONLY Company Performing Work Motor SN SAP ID Shaft Size Clearance for Clearance for Journal Diameter Horizontal Shaft Vertical Shaft (In inches) (In Inches) (In Inches) (In Inches) 1 004 +001 -000 004 +001 -000 2 004 +001 -000 004 +001 -000 3 006 +002 -000 006 +001 -000 4 008 +002 -000 007 +001 -000 5 010 +002 -000 007 +002 -000 6 012 +002 -000 007 +002 -000 7 014 +002 -000 007 +002 -000 8 016 +002 -000 007 +002 -000 9 018 +002 -000 007 +002 -000 10 020 +002 -000 007 +002 -000 11 020 +002 -000 007 +002 -000 12 021 +002 -000 007 +002 -000 13 021 +002 -000 007 +002 -000 14 022 +002 -000 007 +002 -000 15 022 +002 -000 008 +002 -000 16 023 +002 -000 008 +002 -000 17 023 +002 -000 008 +002 -000 18 024 +002 -000 008 +002 -000 19 024 +002 -000 008 +002 -000 20 025 +002 -000 008 +002 -000
IFB 21-054
Electric Motor Repairs
58
ATTACHMENT 8 Company Performing Work Motor SN SAP ID
DYNAMIC BALANCE CERTIFICATE
Balance Machine Model No ______________ Last Calibration Date ________ Balance Machine Serial No __________________________ Weight __________________ ldquoIn Servicerdquo Speed (RPM) ________ Balance Speed (RPM) __________________________
Certified by Printed Name and Title
Radius of permanent balance weight (in) _____________ IB _____________OB As Found Balance (ozin) _____________________IB ___________________OB As Left Balance (ozin) ______________________IB ___________________OB Calculated acceptance limit per journal (4WN) ___________IB __________OB If ozin value is not available for ldquoAs Found Balancerdquo and ldquoAs Left Balancerdquo use the mils value
Vendor _______________________________ Balance Date _________Time____ Equipment balanced __________________________________________________
IFB 21-054
Electric Motor Repairs
6
e Mounting surfaces including Rabbet fits shall be inspected per ANSIEASA AR100
Section 2 and Tables 2-8 to 2-10
4 Disassembly
a Upon completion of initial inspection and testing the motor shall be disassembled
Disassembly shall be performed per the procedure in IEEE Std 1068 Section 6 The
following precautions shall be taken prior to disassembly
1) Stencil identification and orientation on end bells- drive end (DE) and opposite
drive end (ODE)
2) Mark proper fan orientation
3) The coupling shall only be removed at the request of FW or if it is required in order
to complete disassembly of the motor The Contractor shall request approval from
the FW Project Manager prior to removing the coupling
5 Component Inspection (IEEE Std 1068 Section 62 for guidance)
a Rotor ndash The rotor shall be inspected for signs of physical damage Retaining rings shall
be checked for evidence of overheating and arcing Additionally the rotor shall be
tested for loose bars and open circuits by use of a growler or sonic test method The
rotor will be balanced prior to reassembly as per Section 43A8f Rotor inspection
and additional methods are found in ANSIEASA AR100 Section 38 and IEEE Std
1068 Section 62e) and Section 632
b Stator ndash The stator shall be inspected for evidence of insulation faults loose coils in
slots loose wedges loose ties and blocking signs of overheating and iron damage
Tightening of loose wedges loose coils blocking and repair of ties shall be performed
as needed Stator RTDrsquos thermocouples and thermistors shall be resistance or
continuity checked as needed Stator inspection shall be performed per the procedure
outlined in IEEE Std 1068 Sections 62 and 631
c Shafts ndash The shaft shall be inspected for straightness keyway condition bearing journal
and imperfections per ANSIEASA AR100 Section 2 and IEEE Std 1068 Section
6322 and additional sections as appropriate based on the construction of the rotor
SHAFT INSPECTION HOLD POINT
bull Should shaft run out exceed the following tolerances Owner
approval will be required before further action is taken
RPM Run Out
Less than 1800 0002 inch
More than 1800 0001 inch
bull Measurements shall be taken at the end of the keyway extension
Keyways shall be machined to accept key steel to an interference fit
IFB 21-054
Electric Motor Repairs
7
Journal run out and shaft imperfections shall be corrected by
welding for direct coupled machines only or by providing a new
shaft
d Bearings
1) Roller and ball bearing fits shall be measured and compared with tolerances
specified by the motor manufacturer Bearings shall be replaced with SKF brand
bearings When replacing roller bearings that require periodic greasing shielded
pre-greased bearings shall be used where possible Otherwise the bearing shall be
replaced with the same style bearing as the original (eg shielded sealed open
covered roller etc) Reference ANSIEASA AR100 Section 2 and Tables 2-13
and 2-14 for fit guidance Reference ABFMA 7 and 20 for all other tolerances
Inspection guidance and terminology are found in IEEE Std 1068 Section 62
2) No substitute bearing types will be allowed without the Ownerrsquos consent
3) No knurling peening or adhesive shall be used as a means of retaining bearings on
a shaft or housing
4) Sleeve bearings shall be re-babbitted as needed uniform in diameter smooth
internally suitably grooved for proper distribution of lubricant and fitted within
tolerances specified by the motor manufacturer If manufacturerrsquos bearing data is
not available the maximum clearance between the bore of the bearing and the
diameter of the shaft journal shall be determined by referring to Attachment 7 Re-
babbetting shall be spun-cast and adherence greater than 98
BEARINGS HOLD POINT
bull The Contractor shall report any bearing requiring repair or
replacement on the written repair quote and on the Work
Performed Sheet (Attachment 5)
e Motor Housing The motor housing and end bells shall be inspected for cracks or other
damage Reference ANSIEASA AR100 Section 2 and IEEE Std 1068 Section 62 for
guidance
6 Cleaning and Baking
a The stator shall be steam cleaned Any solvents or soaps required shall be compatible
with the motor insulation system No steel wool or similar metallic pads shall be used
for cleaning the stator windings or rotor of the motor The stator shall be baked at a
temperature of 250 degrees F ndash 300 degrees F for a period of two to three hours or
until sufficiently dry The stator shall then be cooled down to 170 degrees F ndash 150
degrees F prior to varnish treatment The oven shall be equipped with a water fire
suppression system and a temperature recording chart meter
IFB 21-054
Electric Motor Repairs
8
CLEANING AND BAKING HOLD POINT
bull Should an alternative to baking be necessary Owner approval will
be required before further action is taken
b The rotor shall be cleaned as needed with a suitable solvent and oven dried
7 Varnish Treatment and Bake Cycle (Reference IEEE Std 1068 Section 8
a Random wound stators shall be subjected to two dip and bake cycles using a polyester
or epoxy resin for rewinds and a single dip and bake for reconditioning Bake cycle
time and temperature shall be in accordance with the resin manufacturerrsquos
recommendation Resin shall be capable of Class H operation
b If moisture protection is specified on Attachment 3 the windings shall be given three
vacuum-pressure impregnation treatments for rewinds and one for reconditioning
c If abrasion protection is specified on Attachment 3 a coat of polyurethane resin or
silicone rubber shall be applied in addition to the resin treatment described in 43A7a
and 43A7b Cooling passages shall not be blocked
d Form wound stators shall be subjected to one dip and bake cycle for reconditioning and
two for rewinds as outlined in 43A7a The stator shall be inspected prior to and
immediately after dipping to ensure the cooling vents are clear
8 Reassembly and Testing
All work and final test results shall be recorded on the Work Performed Report
(Attachment 5) The following tests shall be performed on the reconditioned motor
(reference IEEE Std 1068 Section 813 for guidance on final testing with additional
tolerance guidance in ANSIEASA AR100)
a Insulation resistance ndash An insulation resistance test shall be performed as outlined in
Section 43A3a for ten minutes The acceptance value of resistance measured in
megohms corrected to 40 C shall be no less than 1 megohm per KV where KV is equal
to rating of motor in kilovolts Insulation resistance findings shall be temperature
corrected to the lsquoThermosettingrsquo value per IEEE 43 Section 63 and Figure 5 with
acceptable tolerance as found in Table 4 for further electrical testing
INSULATION RESISTANCE TESTING HOLD POINT
bull Owner shall be notified if this reading is below 10 megohms for
motors under 1000 volts and random wound motors and below 100
megohms for motors over 1000 volts and form wound motors
b Polarization Index A polarization index shall be calculated The index is the ratio of
the 10-minute insulation resistance measurement and the 1-minute measure The
IFB 21-054
Electric Motor Repairs
9
minimum acceptable PI shall be 20 when the insulation resistance is below 5000
megohms at one minute and no less than 10 over 5000 megohms at one minute
POLARIZATION INDEX HOLD POINT
bull Owner shall be notified if this reading is below 20 when the insulation resistance
is below 5000 megohms after 1 minute between 1 and 2 when the insulation
resistance is over 5000 megohms or below 10 at any time
c Phase Balance A phase balance test shall be performed at 20 rated voltage The
maximum unbalance in line currents shall be 5
d High Potential An AC high potential test shall be performed for a duration of one
minute Applied test voltage shall be as follows
1) Reconditioned coils 06 (2E+1000)vac
096(2E+1000)vac
2) New coils (2E+1000)vac
17(2E+1000)vac
Where E equals phase to phase operating voltage
e Winding Resistance Winding resistances and ambient temperature of the equipment
shall be measured and recorded Winding resistance shall be normalized to 25C per
IEEE 112 and IEEE 1068
f Dynamic Balance Rotors shall be dynamically balanced per API 610 4WN and in the
presence of the FW Condition Based Maintenance Supervisor and the FW Electrical
Supervisor or their designated representative (Note API 610 4WN is lower than ISO
19401 G 10 and is equivalent to ISO 1940 G07)
g No Load Run The motor shall be run at rated voltage non-loaded until bearing
temperatures stabilize (no change by more than 2 degrees over 20 minutes) bolted to
metal bed plate during which the following parameters shall be measured and recorded
at 10-minute intervals
1) Load Current
2) Bearing Temperature
3) Overall vibration maximum amplitude at any RPM shall be as identified in IEEE
1068 Tables 11 and 12
4) RPM
5) Rotation shall be compared with original direction
6) In addition the uncoupled acceleration time and peak starting currents shall be
recorded on the work sheet for across-the-line starts For any motor that FW
designates that is not to be started across-the-line but only by reduced voltage
means shall not be started across-the-line but shall be started for the shop tests
IFB 21-054
Electric Motor Repairs
10
using reduced voltage starters that limit the motor current to no more than 5 times
full load nameplate current
h Miscellaneous
1) Direction of rotation shall be marked on the motor and recorded
2) End play for sleeve bearing applications shall be measured and recorded
3) Bearing and bearing journal data shall be measured and recorded
4) Magnetic center shall be marked
i Surge Comparison Tests The voltage levels shall be at 2E + 1000 volts AC for the
high frequencysurge comparison test
j Air gap shall be measured and recorded at 1200 300 600 and 900 orsquoclock
positions according to the instructions given on Attachment 5
9 Painting The motor shall be painted with paint specified on Attachment 3 Shaft
extensions shall be sprayed with a preservative Reference IEEE 1068 Section 810
B Major Repair
1 In cases where major repair is necessary the Contractor shall perform the following
procedures as outlined in Section 43A1 Motor Reconditioning as well as the major
repair
a Initial inspection and tests
b Disassembly
c Component inspection
d Cleaning and baking
e Varnish treatment and bake cycle
f Reassembly and testing
g Painting
2 Data required by the Owner from results of inspections and tests performed during a major
repair is outlined on Attachment 5 Inspection Data Sheet The items listed shall apply as
the individual case dictates upon Ownerrsquos approval
3 Stator Rewind
a All winding data shall be recorded prior to stripping stator conductors ie wire size
number of turns pitch winding connections etc
b A core loss test shall be recorded on Attachment 4 Following winding removal a
second test shall be performed
IFB 21-054
Electric Motor Repairs
11
STATOR REWIND HOLD POINT
bull Should the measured core losses in watts per pound or the core loss
test exceeds 6 watts per pound at 1T when tested per IEEE Std 422
or hot spots greater than 10C or an increase of the second test
exceed those of the first the Contractor shall notify FW prior to
further repair activity
c Only if necessary the old windings shall be burned out of the stator in a burnout oven
with adequate temperature controls in order to provide uniform heating and cooling
thus preventing warping and cracking of the frame deterioration of the core plate
treatment on the laminations and impairment of the magnetic qualities of the core The
oven shall be equipped with a water fire suppression system and a temperature
recording chart meter The temperature used for roasting shall not exceed 700 degrees
Fahrenheit Additional stripping methods are found in IEEE Std 1068 Section 82
STATOR STRIPPING METHOD HOLD POINT
bull Stripping methods other than burnout oven may be applied with
Owner consent
d After the windings have been removed the stator laminations shall be thoroughly
cleaned by blowing out with compressed air and removing any foreign matter by hand
The stator slots shall be clean and free of sharp edges or particles
e Laminations shall be inspected for damage Any minor iron damage shall be corrected
by hand filing and separating laminations to eliminate shorts All burrs and rough edges
shall be corrected prior to the rewinding procedure Corrections shall be made
regardless of whether the imperfections existed originally in the stator iron or were
caused by the stripping operation
STATOR DAMAGED LAMININATIONS OR IRON
REPLACEMENT HOLD POINT
bull Should major core damage require restacking of laminations a
digital photo of the damaged area shall be submitted to the Owner
or Owner inspection will be required prior to repairing damaged
laminations or iron replacement
f The repaired stator shall be loop checked and hot spots greater than 10C shall be
corrected
g The suspected cause of iron damage shall be listed on Attachment 4
IFB 21-054
Electric Motor Repairs
12
STATOR MOTOR LEAD REPLACEMENT HOLD POINT
bull Should motor lead replacement be required FW shall be notified
prior to replacement concerning lead length designations
termination hardware etc
h The stator shall be rewound in accordance with Section 43C Winding Materials and
Insulation Requirements
i Where slot space permits coil copper size shall be increased with prior approval of
FW Electrical Supervisor when doing so will increase the motor efficiency and the
increased starting current can be accommodated by the motor controller
j Coils shall be securely tied to surge rings and adjacent coils Surge rings shall be rigid
k The stator coils shall fit in the stator iron parallel to the slot Where extra room exists
between the coil and the iron either a slot cell (if originally designed with one) or side
filler shall be used to make a more intimate fit between the coil and the iron
l The connections between coils and groups shall be horseshoed (eg U-shaped) to
permit continuous taping over all brazed joints
m The coil extensions shall be tied to one or more surge rings and shall be suitably blocked
between coils on both the inside and outside of the coil extensions
n The jumpers shall be uniformly laid and placed around the periphery of the connection
o Motors with form wound coils shall not be converted to random wound
p Tie cord used to secure the wires in the end turns shall be at a minimum 100 lb test
Dacron stranded cord
q Motor stators containing stator RTDrsquos thermocouples or thermistors shall be rewound
with devices rated the same RTDrsquos are to be 3-lead and added to old motors at a
minimum of two per phase Owner shall indicate if a greater quantity is desired When
possible the Contractor shall arrange RTDs in the same position as the original
winding or evenly spaced if unknown or new
4 Rotor Repair
ROTOR REPAIR HOLD POINT
bull Any repair activity involved with securing loose rotor bars and retaining
rings shall be brought to the attention of the Owner prior to beginning
the activity
IFB 21-054
Electric Motor Repairs
13
5 Shaft Straightening
SHAFT STRAIGHTENING HOLD POINT
bull Any shaft straightening procedure shall be brought to the attention of
the Owner prior to beginning the activity Shafts shall be straightened
by heating or jacking to meet the following run out requirements
RPM Run Out
Less than 1800 0002 in
More than 1800 0001 in
C Winding Materials and Insulation Requirements
1 Winding Materials
a Magnet wire in coils shall be copper
b Form wound coils shall not be converted to random wound
c Lacings and ties shall be made with glass cord or tape or woven Dacron tape
d Wedges fillers blocks and winding material shall be suitable for Class ldquoHrdquo operation
e Shrink tapes are not acceptable
2 Insulation Requirements
a Form Wound Coils
1) All materials in the insulation system shall be rated for Class ldquoHrdquo operation
2) Strand insulation shall consist of fiberglass Dacron-glass wrap or mica tape applied
over epoxy or polyester resins Class ldquoHrdquo enamel or Kapton applied to the wire as
dictated by the volts per turn rating of the coil Reference IEEE Std 1068 Section
853
3) Ground wall insulation shall consist of Nomexreg such as Nomex-Milar-Nomex or
Dacron-glass backed mica paper or an equivalent mica flaked tape Ground
insulation shall be compatible with epoxy or polyester resin used during vacuum-
pressure impregnation
4) Nomex or polyester glass armor tape shall be applied on the outside of the coil for
mechanical protection
5) For sealed coil applications a partially cured epoxy coated polyester or polyester
glass tape shall be applied to the outside of the coil in addition to the requirements
stated above Lead areas shall be sealed with compatible epoxy putty
IFB 21-054
Electric Motor Repairs
14
b Random Wound Coils
1) All materials in the insulation system shall be rated for Class ldquoHrdquo operation
2) Minimum thickness for stator slot insulation material shall be 015 inches
3) All ground wall insulating material shall extend beyond the edge of the stator iron
in a uniform manner and shall be cuffed
4) Slot separators shall be used between coils in all stator slots
5) Phase insulation in the winding end turns shall be resin treated glass cloth or
equivalent to provide positive separation between phases in the event of varnish
degradation caused by excessive temperature above the motor rating
6) Sleeving used on stator connections shall be acrylic coated fiberglass or equivalent
rate 4000 volts or higher
7) Leads shall be GE Vulkaflex or equivalent for open enclosure motors and silicone
rubber covered with glass braid or equivalent for totally enclosed motors
8) Stator shall be subjected to two dip and bake cycles as outlined in Section 23A7
or as directed by Owner
44 Repair Facility Requirements
A Repair Facility Capabilities
1 Facility shall be capable of performing all balance work (no subcontracting will be
authorized)
2 Facility shall be capable of starting 3-phase 4160 volt 3050 HP vertical motor
3 Facility shall be capable of starting 3-phase 4160 volt 1800 HP horizontal motor
4 Facility shall allow for FW staff to safely witness testing
B Repair Facility Location
The Contractorrsquos repair facility shall be located within a four-hour drive from FWrsquos main office
located at 8570 Executive Park Avenue Fairfax Virginia 22031 Fairfax County Virginia
45 Future Work Time of Performance
A All motor repairs shall be performed and completed in accordance with the delivery lead time
included in the written quote Failure of the Contractor to perform within the stated deadlines
may jeopardize FWrsquos ability to provide water to its customers and may result in FW terminating
the contract with the Contractor for cause
B By submitting a proposal in response to this solicitation Contractor agrees without exception
that for all future work quoted they shall meet the delivery lead times as specified in their written
quote Contractor further attests that they shall provide FW expedited services as required to
complete all future work without additional cost (See Section 47)
IFB 21-054
Electric Motor Repairs
15
46 Transportation
The Contractor shall furnish all transportation services to pick up and return motors to the
designated FW facility All deliveries to FW shall be FOB Destination Transportation costs shall
be included in the Contractorrsquos labor rates or listed separately Fairfax Water will not pay any
additional or separate charges for transportation not included on the bid price
47 Priority Customer
The Contractor understands and acknowledges that FW provides services that are essential to the
health and welfare of the public Failure of the Contractor to perform the services described herein
in a timely manner may jeopardize FWrsquos ability to provide essential services which may affect the
health and welfare of the public served by FW In the event of material shortages at any level of the
production to delivery chain the Contractor agrees and affirms that FW shall be given the earliest
possible notice and the highest priority for allocation of all goods and services specified herein To
the extent that the Contractor must prioritize and allocate delivery among its customers the
requirements of FW shall be honored before goods and services are provided to any customer with
no obligations with regard to the public health and welfare To the extent that availability of repair
parts or Contractor staffing including subcontractor staffing is insufficient to meet the requirements
of all the Contractorrsquos customers who are responsible for the health and welfare of the public the
goods shall be allocated in a manner deemed to be fair and reasonable to all such clients
48 Time Is Of The Essence
Time is of the essence Repair services shall be performed within the time specified on the
Contractorrsquos Bid Submission Form or otherwise set forth on the applicable Purchase Order
Notwithstanding the foregoing the Contractor shall not be deemed to have breached the terms and
conditions of the Contract Documents to the extent any delay is due to circumstances beyond its
reasonable control and without the fault or negligence of the Contractor provided that the Contractor
first shall have provided Fairfax Water with written notice (to include facsimile or e-mail) of any
such delay within five days after the occurrence of events or circumstances causing the delay
49 Use of Subcontractors
A The Contractor shall be responsible for all products and services described and defined herein
The use of any subcontractor is prohibited unless the Contractor proposes to use a subcontractor
at the time of bid submission Approval to use a subcontractor shall be in written form and be a
part of the resultant contract (See Section 55 for subcontractor submittal requirements)
B Even when properly authorized by FW the use of a subcontractor does not relieve the Contractor
of liability under the contract
C The Contractor at its sole expense shall be responsible for damage to FW and non-FW property
as a result of its failure or its subcontractorrsquos failure to protect such facilities and utilities
D The Contractor at its sole expense shall immediately repair or replace FW property damaged
by (or caused by) the Contractor or its Subcontractor(s) Replacements will be of equal or better
IFB 21-054
Electric Motor Repairs
16
quality than the property damaged property and all such work must be approved by FW Project
Manager
410 Delays
A By the Contractor After issuing a written warning to the Contractor FW may declare the
Contractor in default for unacceptable delays If such a declaration is made FW reserves the
unilateral right to cure the default by any means available to FW including but not limited to
contracting with another supplier to complete the repairs Any additional repair costs incurred
by FW as a result of unacceptable delays on the part of the Contractor may be passed onto the
Contractor This is not a limitation of FWrsquos legal rights to recover damages due to Contractor
default in any other way
B By FW The Contractor shall not be responsible for delays caused by FW its agents or other
FW Contractors To the extent that the Contractor is unable to proceed due to the actions or
inactionrsquos of FW its agents employees or other FW Contractors the Contractor shall be granted
an extension to the delivery schedule equal to the documented amount of time the Contractor
was prevented from performing work The Contractor shall not be eligible for damages as a
result of FW delays
411 Site Safety and Access
A The Contractor shall schedule and coordinate the Work and install temporary facilities as
required to maintain continuous operation and access to existing equipment in the area of Work
The Contractor shall not commence retrofit work until authorized by the FW Project Manager
The Contractor is advised that FW may at its sole discretion delay or stop work as required to
ensure continuous and reliable operation of the facility especially during peak flow events
B The Contractor shall secure the Site and all areas of Work to prevent access and the potential for
injury to its employees FW employees its agents and others by construction and installation of
temporary guard-rails fencing barricades highway cones warning signstape etc andor other
appropriate means and as directed by the FW Project Manager Such hazards include but are
not limited to mechanical hazards electrical hazards surface irregularities or construction tools
and equipment
C FW shall have the right to deny access to the Site or require the Contractor to remove from the
Site any individual who has exhibited violent abusive or threatening behavior or conduct
D FW may limit restrict or prohibit access to areas of the Site on a permanent or temporary basis
When access to such restricted areas is required by the Contractor to perform the Work the
Contractor shall obtain permission from the FW Project Manager and shall comply with such
conditions or limitations to access as may be imposed by the FW Project Manager
E FW may restrict parking or require parking permits for vehicles to be brought onto the plant The
Contractor shall be responsible for arranging transportation for its personnel to reach the job sites
from whatever parking area is provided by FW
IFB 21-054
Electric Motor Repairs
17
412 Superintendence by Contractor
A The Contractor shall have a competent Field Supervisor satisfactory to FW on the job site at all
times during the progress of the Work The Contractor shall be responsible for coordinating all
portions of the Work under contract except where otherwise specified in the contract documents
and for all safety and worker health programs and practices The Contractor shall notify the
Project Manager in writing of any proposed change in superintendent including the reason
therefore prior to making such change
B The Contractor shall at all times enforce strict discipline and good order among the workers on
the project The Contractor shall not employ on the Project any unfit person anyone not skilled
in the work assigned to him or anyone who will not work in harmony with those employed by
the Contractor subcontractors FW or FWrsquos separate Contractors and their subcontractors
C FW may in writing require the Contractor to remove from FW property any employee FW
deems to be incompetent careless not working in harmony with others on the site or otherwise
objectionable
5 INSTRUCTIONS TO BIDDERS
51 Questions and Communications
A All contact between prospective bidders and FW with respect to this solicitation will be formally
held at scheduled meetings or in writing issued by the Procurement Office Questions and
comments regarding the meaning or interpretation of any aspect of this solicitation must be
submitted in writing to the Procurement Contact identified on the cover page to this solicitation
and must be received on or before the deadline for submitting questions Only written questions
will be accepted Questions or comments that are submitted after the deadline set forth on the
cover page to this solicitation will not be answered
B FW will respond to all questions and comments that are received by the deadline and that are
deemed to address a matter that is relevant and substantive in nature within a reasonable period
of time in the form of a written Addendum Oral communications between FW and any bidder
regarding the interpretation or meaning of any aspect of this IFB are not authorized and may not
be relied upon for any purpose
52 Instructions for Submitting Bids
The deadline for submitting bids and the location of the bid opening is shown on the cover page All
bids must be submitted in a sealed package(s) no other form of submission will be accepted (ie
email facsimile etc) Bids will be opened immediately following the deadline for submitting bids
Bids will be opened in accordance with the provisions of the Virginia Public Procurement Act
IFB 21-054
Electric Motor Repairs
18
Bid packages must be identified on the outside as follows
From _____________________________________________ ______________________
Name of Bidder Due Date
_____________________________________________ ______________________
Street IFB No
_____________________________________________ ______________________
City State Zip Code IFB Title
Attn Tammy Spinks
53 Virtual Bid Opening
A Virtual Bid Opening will be held immediately after the bid submission deadline Attendees may
access the Virtual Bid Opening using the following information
Microsoft Teams meeting
Join on your computer or mobile app
Click here to join the meeting
Or call in (audio only)
+1 571-348-5786544174819 United States Arlington
Phone Conference ID 544 174 819
54 Familiarity with Specifications
A Each Bidder shall bear responsibility for thoroughly examining this solicitation in its entirety
In the event that a bidder has any questions or comments regarding the proper meaning or intent
of any aspect of this solicitation then the bidder shall submit all such questions and comments
in writing to the Procurement Contact identified on the cover sheet of this solicitation
B The submission of a bid by a bidder in response to this solicitation shall be deemed to constitute
a representation on the part of such Bidder that it has thoroughly examined this solicitation and
has submitted any and all questions and comments it may have regarding the meaning or
interpretation of this solicitation to Fairfax Water in the manner prescribed herein
55 Bid Submission Packet
A Attachment 1 is the Bid Submission Form It must be completed and signed by an agent who is
fully authorized to bind the individual or organization submitting the offer to sell to the
specifications terms and conditions contained herein as well as any addenda to this solicitation
B Attachment 2 is the Reference Form Each bidder shall include at least three references with
their bid submission packet References shall be from customers of comparable size and scope
of operations as FW to whom the bidder has supplied the same services within the past 24-
months References must be able to attest without reservation to the fact that the bidder provided
the contracted services without any significant problem of any kind and at any time during the
contract period Bidders shall not list FW as a reference for purposes of this solicitation
IFB 21-054
Electric Motor Repairs
19
C Subcontractor List and Subcontractor Reference List Submittals
1 The Contractor shall include a list of all proposed subcontractors with their bid submission
packet The Subcontractor List shall specify the type of work and percentage of work the
Contractor shall rely on the subcontractor to perform
2 The Contractor shall include a separate list of references for each proposed subcontractor
with three references from the subcontractorrsquos customers that are of comparable size and
scope of operations as FW to whom the subcontractor has supplied the same services within
the past 24-months References must be able to attest without reservation to the fact that the
subcontractor provided the services without any significant problem of any kind and at any
time during the contract period The subcontractor reference list shall not list FW as a
reference for purposes of this solicitation
D Attachment 9 is the IRS Form W-9 Request for Taxpayer Identification Number and
Certification Each bidder shall include a completed form with their bid submission packet
E In addition to the mandatory insurance requirements listed in Subsection 614 (Insurance
Requirements) and at the request of FW the Contractor shall submit a list of all insurance claims
made against it within the past 12 months Failure to include this information within ten calendar
days of request by FW may result in rejection of your bid
56 Directions for Completing the Bid Form and Bidding each Hypothetical Electric Motor Repair
A The Bid Submission Form is broken down into five sections
Part 1 ndash Hypothetical Electric Motor Repair Pricing
Part 2 ndash Vaughenrsquos Pricing Guide Discounts Offered by Motor horse power
Part 3 ndash Labor Rates
Part 4 ndash Contact Person
Part 5 ndash Repair Facility Capabilities and Location Certification
B Bidders shall fill in all blanks provided on the Bid Form for all sections paying particular attention
to the instructions given for Part 1 and Part 3 Failure to complete all sections of the Bid Submission
Form may deem your bid as non-responsive Failure to include the separate pricing sheets for
each scenario in your bid submission packet will cause FW to deem the bid as non-response
and it will not be eligible for contract award All transportation shall be bid as FOB Destination
Include all necessary costs in your bid submission Failure to include the cost of shipping and
handling will be interpreted as included in the unit price for each item FW will not pay for shipping
and handling charges not included in your bid
C Directions for bidding each hypothetical electric motor repair
1 Bidders shall attach a separate and detailed price sheet for each sample scenario to their bid
form The price sheet shall be on the bidderrsquos company letterhead and labeled with the
applicable hypothetical scenario title The price sheet shall be signed by the bidder and
IFB 21-054
Electric Motor Repairs
20
include the bidderrsquos printed name title and date All repair work and parts shall be based on
the Vaughenrsquos Pricing Guide less any discount offered
2 The bidderrsquos separate price sheet shall include at a minimum the following
b Parts shall be bid by quantity unit cost and total cost
c Labor shall be bid by labor type and hourly rate and the extended total cost
d Transportation shall be included in the labor rate or listed separately
3 Bidders shall report their total material costs less any discount offered the total number of
manhours needed to complete the repair and the total cost for all labor categories for each
scenario in the appropriate spaces in PART 1 Sample Repair Pricing Schedule on the Bid
Submission Form
4 Bidders shall report the aggregate cost of all four repair scenarios in PART 1 Sample Repair
Pricing Schedule on the Bid Submission Form in the appropriate space
5 In the event of a mathematical error on the Sample Repair Pricing Schedule unit prices from
each detailed price sheet scenario shall prevail
6 Bidders shall record any discount offered and utilized in pricing each scenario by motor horse
power in PART 2 ndash Discounts Offered on the Bid Submission Form
7 All four hypothetical repair scenarios shall be bid and the bidderrsquos separate price sheet shall be
included with their Bid Submission Form Bidders who fail to bid all four hypothetical repairs
or fail to include each hypothetical repairs separate price sheet will be deemed non-responsive
and their bid will not be eligible for award
57 Proprietary Information
A Except as provided herein or as otherwise set forth in sect22-4342 of the Virginia Public
Procurement Act (Va Code Ann sect22-4300 et seq the ldquoActrdquo) all proceedings records
contracts and other public records relating to procurement transactions shall be open to
inspection in accordance with the Virginia Freedom of Information Act (Va Code Ann sect22-
3700 et seq the ldquoVirginia FOIArdquo)
B A Bidder Offeror or Contractor shall have the right to identify data or other materials submitted
in connection with this procurement as trade secrets or proprietary information which shall not
be subject to inspection pursuant to either sect22-4342 of the Act or the Virginia FOIA by
submitting to Fairfax Water prior to or at the time of submission of its proposal or bid a separate
written notice on its letterhead stationery setting forth the following (i) a statement indicating
that the Bidder Offeror or Contractor wishes to invoke the protections of this section (ii) an
identification of the data or other materials for which protection is sought and (iii) a statement
with regard to why protection is necessary
IFB 21-054
Electric Motor Repairs
21
58 ExceptionsAdditions
No exceptions or additions to the SpecificationsScope of Work or Contract Terms and Conditions
shall be permitted Any questions or concerns regarding any part of the IFB shall be submitted to
the Procurement Contact prior to the date specified in the Questions and Communications section
above Bids containing any exceptions to the SpecificationsScope of Work or Contract Terms and
Conditions or submitting additional Terms and Conditions shall be deemed non-responsive and
rejected Exceptions or additions proposed after bid submission by the successful bidder shall not
be accepted
59 Addenda to the IFB
A FW reserves the right to amend this solicitation at any time prior to the deadline for submitting
Bids If it becomes necessary to revise any part of this IFB notice of the revision will be given
in the form of an Addendum that will be provided to all prospective Bidders who are on record
with FW as having received this solicitation If in the opinion of FW the deadline for the
submission of bids does not provide sufficient time for consideration of any Addendum then
such deadline may be extended at the discretion of FW
B It shall be the responsibility of each Bidder to contact the Purchasing Contact identified on the
cover page to this solicitation prior to submission of a bid hereunder in order to determine
whether any Addenda have been issued in connection with this procurement Notwithstanding
any provision to the contrary the failure of any Bidder to receive any Addenda shall neither
constitute grounds for withdrawal of its bid nor relieve such Bidder from any responsibility for
incorporating the provisions of any Addenda in its proposal
C Acknowledge receipt of each addendum by signing it and submitting it by the bid deadline
Failure to return a signed addendum may result in a bid being determined non-responsive
510 Late Bids
Bids or unsolicited amendments to bids arriving after the bid submission deadline will not be
considered
511 Arrearage
By submitting a Bid in response to this solicitation the individual or firm submitting the bid shall
be deemed to represent that it is not in arrears in the payment of any obligation due and owing FW
the Commonwealth of Virginia or any public body in the Commonwealth of Virginia including but
not limited to any obligation to pay taxes andor employee benefits Bidder further agrees that it
shall make diligent efforts to avoid becoming in arrears during the Term of any Contract awarded
hereunder
512 Contract Award
Contract award will be made to the lowest responsive and responsible bidder based on total cost
Whenever the lowest responsive and responsible bidder is a resident of a state other than Virginia
IFB 21-054
Electric Motor Repairs
22
and such state under its laws allows a resident contractor of that state a percentage preference a like
preference shall be allowed to the lowest responsive and responsible bidder who is a resident of
Virginia and is the next lowest bidder If the lowest bidder is a resident contractor of a state with an
absolute preference the bid preference shall not be considered
513 Public Notice of Award
Public notice of award will be posted on the official FW web site
httpswwwfairfaxwaterorgcontracts
514 Authorization to do Business in Virginia
Each bidder that is organized or authorized to transact business in the Commonwealth of Virginia
pursuant to Title 131 or Title 50 of the Virginia Code shall include with its bid the identification
number issued to it by the Virginia State Corporation Commission Any bidder that is not authorized
to transact business in Virginia as a foreign entity under Title 131 or title 50 of the Virginia Code
or as otherwise required by law shall include in its bid a statement describing why the bidder is not
required to be so authorized Any bidder that fails to provide the required information may not
receive an award
515 Cancellation
FW may cancel this solicitation at any time and for any reason prior to contract award
516 Compliance with Laws Regulations and Codes
The Bidder hereby represents and warrants that
A It is qualified and properly licensed to do business in the Commonwealth of Virginia and that it
will take such action as from time to time hereafter may be necessary to remain so qualified
B It is not in arrears with respect to the payment of any monies due and owing FW the
Commonwealth of Virginia or any department or unit thereof including but not limited to the
payment of taxes and employee benefits and that it shall not become so in arrears during the
term of this Contract
C It shall comply with all federal State and local laws regulations and ordinances applicable to
its activities and obligations under this Contract and
D It shall obtain at its expense all licenses permits insurance and governmental approval if any
necessary to the performance of its obligations under this Contract
517 Debarment Status
By submitting a Bid in response to this solicitation each Bidder certifies that it is not currently
debarred by the federal government the Commonwealth of Virginia or any agency or department
thereof from submitting a bid or proposal in connection with any procurement project and that it is
not an agent of any person or entity that currently is so debarred
IFB 21-054
Electric Motor Repairs
23
518 Duration of Bids
Bids shall be valid for a minimum of 90 days following the deadline for submitting bids If an award
is not made during that period all bids shall be automatically extended for another 90 days Bids
will be automatically renewed until such time as either an award is made or proper notice is given
to FW of Bidders intent to withdraw its bid Bids may only be withdrawn by submitting written
notice at least seven days before the expiration of the then current 90-day period
519 Unit Prices Prevail
In the event that there is a mathematical error on the bid submission form the unit price for each
item shall prevail All costs to provide the goods and services specified in this solicitation shall be
shown on the attached bid form Line items left blank will be interpreted as at no cost to FW
520 Negotiation with Low Bidder
If the lowest bid submitted by a responsive and responsible bidder exceeds available funds for this
procurement then Fairfax Water may in its discretion conduct negotiations with the lowest
responsive and responsible bidder (the ldquoLow Bidderrdquo) in an effort to obtain a contract price that is
within available funds In such event Fairfax Water will notify the Low Bidder verbally or in writing
that its bid exceeds available funds and will schedule a conference with the Low Bidder Fairfax
Water staff and such advisors and consultants as Fairfax Water deems appropriate in order to discuss
possible modifications to the scope of the procurement that may result in a price that is within
available funds The conference and any subsequent negotiations may be conducted in person or by
telephone If during the conference the parties arrive at an acceptable modification to the scope of
the project and a contract price that is within available funds then Fairfax Water may award a
contract to the Low Bidder based upon the newly-modified terms and conditions Otherwise the
Low Bidder will within 15 days after the date of the conference (or such longer or shorter period as
may be specified in writing by Fairfax Water) submit to Fairfax Water a written addendum to its
original Bid Form which describes its proposed modification(s) to the scope of the procurement and
sets forth the Low Bidderrsquos newly adjusted bid price Fairfax Water may conduct further
negotiations with the Low Bidder or request additional clarifications or modifications If the Low
Bidderrsquos proposed modifications are acceptable to Fairfax Water and the associated contract price is
within available funds then Fairfax Water may award a contract to the Low Bidder based upon the
modified terms and conditions If the proposed modifications are not acceptable to Fairfax Water
or the associated price reductions are not within available funds then Fairfax Water will terminate
negotiations and reject all bids
521 References
Each bidder shall include at least three references with their bid submission packet (see Attachment
2 References) References shall be from customers of comparable size and scope of operations as
FW to whom the bidder has supplied the same services within the past 24-months References must
be able to attest without reservation to the fact that the bidder provided the contracted services
without any significant problem of any kind and at any time during the contract period Bidders
shall not list FW as a reference for purposes of this solicitation
IFB 21-054
Electric Motor Repairs
24
522 Insurance Claims against Bidder
In addition to the mandatory insurance requirements listed in Section 614 (Insurance Requirements)
and at the request of FW the apparent low bidder shall submit a list of all insurance claims made
against it within the past 12 months Failure to include this information within ten calendar days of
request by FW may result in rejection of your bid
523 Incorporation by Reference
This solicitation is issued in accordance with and controlled by the Virginia Public Procurement
Act (VPPA) which is incorporated into and made part of the solicitation by reference By submitting
a bid in response to this solicitation all bidders acknowledge the VPPA and agree to be bound by it
A copy of the VPPA is available for inspection at the Purchasing Department at FW It is also
available at this site
httpslawlisvirginiagovvacodepopularnamesvirginia-public-procurement-act
6 CONTRACT TERMS AND CONDITION
61 Term of Contract
The term of this contract shall be from the effective date of the contract award through October 31 2022 with four 1-
year renewal options through October 31 2026
62 Anti-Discrimination
By submitting their bids Bidders certify to FW that they will conform to the provisions of the Federal Civil Rights Act of 1964 as amended as well as the Virginia Fair Employment Contracting Act of 1975 as amended where applicable
the Virginians With Disabilities Act the Americans With Disabilities Act and sect11-51 of the Virginia Public Procurement
Act
A During the performance of the contract the Contractor agrees as follows
1 The Contractor will not discriminate against any employee or applicant for employment because of race
religion color sex national origin or disabilities except where religion sex or national origin is a bona fide
occupational qualification reasonably necessary to the normal operation of the Contractor The Contractor
agrees to post in conspicuous places available to employees and applicants for employment notices setting
forth the provisions of this nondiscrimination clause
2 The Contractor in all solicitations or advertisements for employees placed by or on behalf of the Contractor
will state that such Contractor is an equal opportunity employer
3 Notices advertisements and solicitations placed in accordance with federal law rule or regulation shall be
deemed sufficient for the purpose of meeting these requirements
B The Contractor will include the provisions above in every subcontract or purchase order so that the provisions will
be binding upon each subcontractor or vendor
C Fairfax Water does not discriminate against faith-based organizations on the basis of the organizationrsquos religious
character or impose conditions that (a) restrict the religious character of the faith-based organization except as provided by law or (b) impair diminish or discourage the exercise of religious freedom by the recipients of such
goods services or disbursements
IFB 21-054
Electric Motor Repairs
25
63 Antitrust
By entering into a contract the Contractor conveys sells assigns and transfers to FW all rights title and interest in and
to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the
Commonwealth of Virginia relating to the particular goods or services purchased or acquired by FW
64 Assignment of Interest
The Contractor shall not assign any interest in any resulting Contract and shall not transfer any interest in the same
without prior written consent of FW which FW shall be under no obligation to grant
65 Availability of Funds
It is understood and agreed between the parties herein that FW shall be bound hereunder only to the extent of the funds
available or which may hereafter become available for the purpose of this agreement
66 Compliance with Laws Regulations and Codes
The Bidder hereby represents and warrants that
A It is qualified and properly licensed to do business in the Commonwealth of Virginia and that it will take such action
as from time to time hereafter may be necessary to remain so qualified
B It is not in arrears with respect to the payment of any monies due and owing FW the Commonwealth of Virginia
or any department or unit thereof including but not limited to the payment of taxes and employee benefits and that
it shall not become so in arrears during the term of this Contract
C It shall comply with all federal State and local laws regulations and ordinances applicable to its activities and
obligations under this Contract and
D It shall obtain at its expense all licenses permits insurance and governmental approval if any necessary to the
performance of its obligations under this Contract
67 Contract Formation
A The words ldquoContractrdquo and ldquoPurchase Orderrdquo are used interchangeably unless the context otherwise plainly requires
The documents comprising the Contract shall be accorded the following order of precedence
1 The Contract including any Amendments or Change Orders
2 All Purchase Orders
3 Any Addenda to this RFQ 4 This RFQ (including all Appendices and Attachments hereto) and
5 The Bidderrsquos completed Quote Submission Form (including any drawings and submittals)
B Anything called for by one of the contract documents and not called for by the others shall be of like effect as if
required or called for by all except that a provision clearly designed to negate or alter a provision contained in one
or more of the other contract documents shall have the intended effect
68 Contract Changes Change Orders
A No verbal agreement or conversation with any officer agent or employee of FW either before or after the execution
of any Contract resulting from this solicitation or follow-on negotiations shall affect or modify any of the terms
conditions specifications or obligations contained in the solicitation or resulting Contract No alterations to the
terms and conditions of the Contract shall be valid or binding upon FW unless made in writing and signed by the
purchasing contact identified on the cover page Contract changes shall be in writing and shall be on official FW
Purchasing Department letterhead In any event and in all circumstances the Contractor shall be solely liable and
responsible for any Contract changes deviations etc made without first receiving written authorization to deviate
from the Contract by the FW Project Manager
IFB 21-054
Electric Motor Repairs
26
B Changes can be made to the contract in any of the following ways
1 The parties may agree in writing to modify the scope of the contract An increase or decrease in the price of
the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement
to modify the scope of the contract 2 FW may order changes within the general scope of the contract at any time by Notice to the Contractor
Changes within the scope of the contract include but are not limited to things such as services to be performed
the method of packing or shipment and the place of delivery or installation The Contractor shall comply with
the notice upon receipt The Contractor shall be compensated for any additional costs incurred as the result of
such order and shall give FW a credit for any savings Said compensation shall be determined by one of the
following methods
a By mutual agreement between the parties in writing or
b By agreeing upon a unit price or using a unit price set forth in the contract if the work to be done can be
expressed in units and the Contractor accounts for the number of units of work performed subject to FWrsquos
right to audit the Contractorrsquos records andor to determine the correct number of units independently or
c By ordering the Contractor to proceed with the work and keep a record of all costs incurred and savings realized A markup for overhead and profit may be allowed if provided by the contract The same markup
shall be used for determining a decrease in price as the result of savings realized The Contractor shall
present FW with all vouchers and records of expenses incurred and savings realized FW shall have the
right to audit the records of the Contractor as it deems necessary to determine costs or savings Any claim
for an adjustment in price under this provision must be asserted by Notice to the Purchasing Department
Neither the existence of a claim nor a dispute resolution process litigation or any other provision of this
contract shall excuse the Contractor from promptly complying with the changes ordered by FW or with
the performance of the contract generally
69 Contractorrsquos Responsibilities
A The Contractor shall be responsible for all products andor services as required by this IFB The use of
subcontractors is prohibited unless
1 A request to include a subcontractor is included in the bid and
2 The Bidder receives written approval to use a subcontractor prior to or as part of the formal contract between
the parties
B Even when properly authorized by FW the use of a subcontractor does not relieve the Contractor of liability under
the contract C The Contractor at its sole expense shall be responsible for damage to FW and non-FW property as a result of its
failure or its subcontractorrsquos failure to protect such facilities and utilities
D The Contractor at its sole expense shall immediately repair or replace FW property damaged by (or caused by) the
Contractor or its Subcontractor(s) Replacements will be of equal or better quality than the property damaged
property and all such work must be approved by FW Project Manager
610 Ethics in Public Contracting
Contractor hereby certifies that it has familiarized itself with Article 4 of Title 11 of the Virginia Public Procurement
Act Section 11-72 through 80 Virginia Code Annotated and that all amounts received by it pursuant to a contract
resulting from this solicitation are proper and in accordance therewith
611 Examination of Records
Bidder agrees that in any resulting contract either FW or its duly authorized representative shall have access to and the
right to examine and copy any directly pertinent books documents papers and records of the Contractor involving
transactions related to any resulting contract This obligation shall expire five years after the final payment for the final service performed as a result of any and all contract(s) awarded pursuant to this solicitation or until audited by FW
whichever is sooner Contractor will provide reasonable access to any and all necessary documents and upon demand
IFB 21-054
Electric Motor Repairs
27
provide copies of documents if so required by FW or its representative(s) FW will reimburse the Contractor for any
reasonable expenses it incurs as a result of such a request
612 Governing Law Venue Waiver of Jury Trial
Notwithstanding any provision to the contrary this solicitation and any resulting contract shall be governed in all
respects by the laws of the Commonwealth of Virginia Any dispute arising hereunder which is not otherwise resolved
by the parties shall be resolved by a court of competent jurisdiction in the Commonwealth of Virginia The Contractor
and FW hereby waive any right such party may have to a trial by jury in connection with any such litigation
613 Indemnification and Responsibility for Claims and Liability
With respect to any contract that results from this solicitation Bidder is bound by the following
A The Contractor shall indemnify save harmless and defend FW or any employee of FW against liability for any
suits actions or claims of any character whatsoever arising from or relating to the performance of the Contractor
or its subcontractors under this contract
B FW has no obligation to provide legal counsel or defense or pay attorneys fees to the Contractor or its
subcontractors in the event that a suit or action of any character is brought by any person not party to the contract
against the Contractor or its subcontractors as a result of or relating to the Contractors obligations under this
contract
C FW has no obligation for the payment of any judgments or the settlement of any claims against the Contractor or
its subcontractors as a result of or relating to the Contractors obligations under this contract
D The Contractor shall immediately notify FW of any claim or suit made or filed against the Contractor or its
subcontractors regarding any matter resulting from or related to the Contractors obligations under the contract If
such a claim or suit is brought the Contractor will cooperate assist and consult with FW in the defense or
investigation of any suit or action made or filed against FW as a result of or relating to the Contractors performance
under this contract
E The Contractor shall pay all royalties and license fees necessary for performance of the contract The Contractor
shall defend all suits or claims for infringement of any patent rights or other proprietary rights arising from or related to performance of the resulting contract and shall save FW harmless from any loss including Attorneysrsquo fees arising
out of any such claim
614 Insurance
A In addition to the mandatory insurance requirements listed in this Section and at the request of FW any Bidder may
be required to provide a list of all insurance claims made against it within the past 36 months FW reserves the right
to reject any bid if in FWrsquos opinion the amount or number of claims is deemed to be excessive A Bidderrsquos failure
to comply with this requirement may result in rejection of its bid If no claims have been made then the Bidder shall so state in its bid Fairfax Water may require such information from the Contractor as it deems necessary to assess
the Contractorrsquos financial ability to pay any deductibles with respect to the insurance policies required hereunder
B Before commencing the work the Contractor shall procure and maintain at its own expense minimum insurance in
forms and with insurance companies acceptable to FW to cover loss or liability arising out of the Work All
insurance policies must be underwritten by insurers authorized to conduct business within the Commonwealth of
Virginia and must have a Bests rating of at least A- and a financial size of class VIII or better in the latest edition
of Bests Insurance Reports
C The Contractor shall immediately notify FW of any claim or suit made or filed against the Contractor or its
subcontractors regarding any matter resulting from or related to the Contractors obligations under the contract If such a claim or suit is brought the Contractor will cooperate assist and consult with FW in the defense or
IFB 21-054
Electric Motor Repairs
28
investigation of any suit or action made or filed against FW as a result of or relating to the Contractors performance
under this contract
D With the exception of Workersrsquo Compensation and Employersrsquo Liability Insurance all additional insurance policies
specified herein shall name FW as an additional insured with regard to work performed under any subsequent Contract
E The Contractor will provide FW with copies of certificates of insurance coverage and proof of payment of all
premiums Each certificate of insurance must include (a) an endorsement from the insurer that certifies that the
Contractor maintains the referenced policy in full force and effect (b) where applicable a statement indicating that
FW is included as an additional insured and (c) a provision requiring that not less than 30 days written notice will
be given to FW before any policy or coverage is canceled or modified in any material respect Without limiting the
requirements set forth above the insurance coverages will include a minimum of
1 Workers Compensation and Employers Liability Insurance Statutory requirements and benefits as required
by the Commonwealth of Virginia and 2 Required Commercial General Liability Insurance This insurance must be written on an occurrence basis
and shall be endorsed to include FW as an additional insured and shall provide at a minimum the following
General Aggregate Limit $1000000
(Other than Products-Completed Operations)
Products-Completed Operations Aggregate Limit $ 500000
Personal amp Advertising Injury Limit $ 500000
Each Occurrence Limit $ 500000
For Construction Contracts
Directors amp Officers ndash Errors amp Omissions $2000000
F Business Automobile Liability Insurance This insurance coverage must extend to any motor vehicles or other
motorized equipment regardless of whether it is owned hired or non-owned and must cover Bodily Injury and
Property Damage with a combined single limit of at least $1000000 each accident This insurance must be written
in comprehensive form and must protect the Contractor and FW against claims for injuries to members of the public
andor damage to the property of others arising from the Contractorrsquos use of motor vehicles or other equipment and
must cover both on-site and off-site operations
G Nothing contained herein will be deemed to operate as a waiver of FWrsquos sovereign immunity under the law
615 No Waiver or Estoppel
Neither the inspection by FW nor any of its employees nor any payment of money nor payment for nor acceptance of
any Commodity by FW nor any extension of time shall operate as a waiver of any provision of this Contract or of any
power herein reserved to the Owner or of any right to damage herein provided No waiver of any breach of this Contract
shall be held to be a waiver of any other subsequent breach All remedies provided in this Contract to FW shall be
construed as cumulative and shall be in addition to each and every other remedy herein provided Neither FW nor any
officer employee or authorized representative of FW will be bound precluded or estopped by any action
determination decision acceptance return certificate or payment made or given under or in connection with the
Contract by any officer employee or authorized representative of the Owner at any time either before or after final
completion and acceptance of the Work and payment therefore from (a) showing the true and correct classification amount quality or character of the Commodities delivered or that any determination decision acceptance return
certificate or payment was incorrect or was improperly made in any respect or that the Commodities or any part thereof
do not in fact conform to the requirements of the Contract (b) demanding and recovering from the Contractor any
overpayment made to the Contractor or such damages as FW may sustain by reason of the Contractorrsquos failure to comply
with the requirements of the Contract or (c) both of the foregoing clauses (a) and (b)
616 Partial Invalidity
IFB 21-054
Electric Motor Repairs
29
Neither any payment for nor acceptance of the whole or any part of the services by FW nor any extension of time
shall operate as a waiver of any provision of any Contract resulting from this IFB nor of any power herein reserved to
FW or any right to damages herein provided nor shall any waiver of any breach of any Contract be held to be a waiver
of any other or subsequent breach Failure of FW to require compliance with any term or condition of any Contract shall
not be deemed a waiver of such term or condition or a waiver of the subsequent enforcement thereof
617 Payment Clauses Required in All Contracts
Section sect 22-4352 of the Virginia Public Procurement Act requires the following
A That any contract awarded by FW include the following clauses
1 The Contractor shall take one of the two following actions within seven days after receipt of amounts paid to the contractor by FW for work performed by any subcontractor(s) under the contract
a The Contractor shall pay its subcontractor(s) for the proportionate share of the total payment received from
FW attributable to the work performed by the subcontractor under that contract or
b Notify FW and any subcontractor(s) in writing of his intention to withhold all or a part of the
subcontractors payment with the reason for nonpayment
2 Bidders shall include in their offer submissions either (i) if an individual contractor their social security
numbers and (ii) proprietorships partnerships and corporations to provide their federal employer identification
numbers
3 The contractor shall pay interest to the subcontractor(s) on all amounts owed by the Contractor that remain
unpaid after seven days following receipt by the Contractor of payment from FW for work performed by the
subcontractor under the contract except for amounts withheld as allowed in subdivision 1
4 Unless otherwise provided under the terms of this contract interest shall accrue at the rate of one percent per
month
B The contractor shall include in each of its subcontracts a provision requiring each subcontractor to include or
otherwise be subject to the same payment and interest requirements with respect to each lower-tier subcontractor
C A contractors obligation to pay an interest charge to a subcontractor pursuant to the payment clause in this section
shall not be construed to be an obligation of FW A contract modification shall not be made for the purpose of
providing reimbursement for the interest charge A cost reimbursement claim shall not include any amount for
reimbursement for the interest charge
618 Payment
A Invoices All invoices shall be submitted directly to the FW Accounts Payable department by mail fax or e-mail
Invoices shall include the FW Purchase Order and the Contractorrsquos FEIN Invoices are not to be sent to the contract
Project Manager or other departmental reps Failure to comply may result in late payments for which FW will not
be liable
B Terms All payments will be Net 30 from the date of receipt of a valid invoice at FW Finance Department Payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery
whichever occurs last This shall not affect offers of discounts for payment in less than 30 days however
C Partial Payments Requests for partial payments or advanced payments must be submitted as part of the Price Bid
along with a justification FW reserves the right to accept reject or negotiate requests for partial payments If the
request is rejected the Bidder must waive the requirement in order to remain in consideration
D Refunds If the Contractor is declared to be in default FW will be eligible for a full and immediate refund for all
payments made to the Contractor Partial Payments Requests for partial payments or advanced payments must be
submitted as part of the Price Offer along with a justification FW reserves the right to accept reject or negotiate
requests for partial payments If the request is rejected the Bidder must waive the requirement in order to remain
in consideration
IFB 21-054
Electric Motor Repairs
30
E Unreasonable Charges Under certain emergency procurements and for most time and material purchases final job
costs cannot be accurately determined at the time orders are placed In such cases final payment is contingent on
a determination of reasonableness with respect to all invoiced charges Charges that appear to be unreasonable will
be researched and challenged and that portion of the invoice held in abeyance until a settlement can be reached Upon determining that invoiced charges are not reasonable FW shall promptly notify the Contractor in writing as
to those charges that it considers unreasonable and the basis for the determination
619 Price Firm Period
Bid pricing shall be firm fixed as originally offered and accepted for the first 12 months of the contract
620 Rider Clause
Subject to the mutual agreement between the parties any contract awarded on the basis of this solicitation may be used
by any public entity (to include jurisdictions comprising the Metropolitan Washington Council of Governments) to
enter into a contract for the services described and defined herein For single purchases the contract may be used for
up to 12 months from the actual date of contract award For multi-year contracts the contract may be used throughout
the effective period of the contract Contracts awarded as a result of this solicitation will be subject to these terms and
conditions andor such terms and conditions as may be required by the controlling body for the public agency using the
contract Pricing shall be as offered by the successful Offeror and subsequently accepted by FW
621 Taxes
FW is exempt from Federal Excise Taxes Virginia State Sales and Use Taxes and the District of Columbia Sales Taxes
and Transportation Taxes FWs tax identification number is 54-6025290
622 Termination of Contract
A For Cause In the event that the Contractor (1) fails to deliver any Commodity or Service in accordance with the
time period established therefore in the Contract or (2) fails to furnish any Commodity or Service which conforms
in all respects to the requirements of the Contract then FW without prejudice to any other rights or remedies it may
have at law or in equity (including its right to seek damages from the Contractor) shall have the right to terminate
the Contract and any outstanding Purchase Orders by issuing a written notice of termination to the Contractor Such
notice of termination shall describe in reasonable detail the grounds for the termination and shall take effect
immediately upon receipt by the Contractor
If after issuance of a notice of termination under this Section it is determined for any reason that cause for such
termination did not exist then the rights and obligations of the parties shall be the same as if the notice of termination
had been delivered under the provisions of subsection B (termination for convenience) hereof provided however that the Contractor in such event shall be deemed to have received seven days prior written notice of such
termination Any compensation due the Contractor pursuant to subsection B shall be offset by the cost to FW of
remedying the default by the Contractor The Contractor shall in no event be entitled to receive any consequential
damages or any anticipated profits with respect to Commodities not yet furnished to and accepted by FW as of the
effective date of any such termination
B For Convenience FW shall have the right to terminate the Contract andor any outstanding Purchase Orders issued
hereunder at its own convenience for any reason by giving seven business days prior written notice of termination
to the Contractor In such event the Contractor shall be paid an amount equal to the actual cost of any Commodity
delivered to and accepted by FW and the actual cost of any equipment goods or materials ordered by the Contractor
hereunder in good faith which could not be canceled less the salvage value thereof provided sufficient
substantiation is furnished to FW Any subcontract entered into by the Contractor in connection with the transactions contemplated hereby shall contain a similar termination provision for the benefit of the Contractor and
FW The Contractor shall in no event be entitled to receive anticipated profits on any Commodities not yet furnished
to and accepted by FW as of the effective date of any such termination
IFB 21-054
Electric Motor Repairs
31
623 Virginia Freedom of Information Act
Except as provided herein all proceedings records contracts and other public records relating to procurement
transactions shall be open to the inspection of any citizen any interested person firm or corporation in accordance with
the Virginia Freedom of Information Act
624 Faith-Based Organizations
FW does not discriminate against faith-based organizations
625 Immigration Reform and Control Act of 1986
By entering this Contract the Contractor certifies that it does not and will not during the performance of this Contract
violate the provisions of the Federal Immigration Reform and Control Act of 1986 which prohibits employment of
illegal aliens
626 Severability
In the event that any provision shall be adjudged or decreed to be invalid by a court of competent jurisdiction such ruling
shall not invalidate the entire Agreement but shall pertain only to the provision in question and the remaining provisions shall
continue to be valid binding and in full force and effect
627 Licensure
To the extent required by the Commonwealth of Virginia (see eg 541-1100 et seq of the Code of Virginia) or FW the
Contractor shall be duly licensed to provide the goods and services required to be delivered pursuant to this Contract
628 Authority to Transact Business in Virginia
A Contractor organized as a stock or nonstock corporation limited liability company business trust or limited partnership
or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a
domestic or foreign business entity if so required by Title 131 or Title 50 of the Code of Virginia or as otherwise required
by law Any business entity described herein that enters into a Contract with FW pursuant to the Virginia Public Procurement
Act 22-4300 et seq shall not allow its existence to lapse or its certificate of authority or registration to transact business in
the Commonwealth if so required under Title 131 or Title 50 of the Code of Virginia to be revoked or cancelled at any time during the term of the Contract FW may void any Contract with a business entity if the business entity fails to remain in
compliance with the provisions of this section
629 Drug-free Workplace to be Maintained by Contractor
During the performance of this contract the contractor agrees to (i) provide a drug-free workplace for the contractors
employees (ii) post in conspicuous places available to employees and applicants for employment a statement notifying
employees that the unlawful manufacture sale distribution dispensation possession or use of a controlled substance or
marijuana is prohibited in the contractors workplace and specifying the actions that will be taken against employees for violations of such prohibition (iii) state in all solicitations or advertisements for employees placed by or on behalf of the
contractor that the contractor maintains a drug-free workplace and (iv) include the provisions of the foregoing clauses in
every subcontract or purchase order of over $10000 so that the provisions will be binding upon each subcontractor or vendor
630 Employment Discrimination by Contractor Prohibited Required Contract Provisions
The following provision is required to be in every contract of more than $10000 (Virginia Public Procurement Act sect 22-
4311)
A During the performance of any ensuing contract the Contractor agrees as follows
IFB 21-054
Electric Motor Repairs
32
1 The contractor will not discriminate against any employee or applicant for employment because of race
religion color sex national origin age disability or other basis prohibited by state law relating to
discrimination in employment except where there is a bona fide occupational qualification reasonably
necessary to the normal operation of the contractor The contractor agrees to post in conspicuous places
available to employees and applicants for employment notices setting forth the provisions of this nondiscrimination clause
2 The contractor in all solicitations or advertisements for employees placed by or on behalf of the contractor
will state that such contractor is an equal opportunity employer
3 Notices advertisements and solicitations placed in accordance with federal law rule or regulation shall be
deemed sufficient for the purpose of meeting the requirements of this section
B The contractor will include the provisions of the foregoing paragraphs 1 2 and 3 in every subcontract or purchase
order of over $10000 so that the provisions will be binding upon each subcontractor or vendor
631 Counterparts
This Contract and any amendments or renewals hereto may be executed in a number of counterparts and each
counterpart signature when taken with the other counterpart signatures is treated as if executed upon one original of
this Contract or any amendment or renewal A signature by any party to this Contract provided by facsimile or
electronic mail is binding upon that party as if it were the original
632 Survival of Terms
Upon discharge of this Agreement Sections (Notice Hold Harmless Warranties Governing LawForum Contractual
Disputes) of these Terms and Conditions continue and survive in full force and effect
633 Non-Waiver
No waiver of any provision of this Agreement shall constitute a waiver of any other provision nor shall any waiver of this Agreement constitute a continuing waiver unless otherwise expressly provided
634 Contractual Disputes
A Contractual claims whether for money or for other relief will be submitted in writing not later than 60 days after
final payment provided however that written notice of the Contractorrsquos intention to file such claim must
1 Be delivered to the attention of FWrsquos Procurement Representative assigned to this contract not later than five
days after the occurrence or of the beginning of the Work upon which the claim is based and
2 Contain a reasonably detailed description of the basis of the claim otherwise the claim will be deemed to have been waived FW will make a written decision upon any such claim within 60 days after submittal of the claim
The Contractor will not institute legal action prior to receipt of FWrsquos decision on the claim unless FW fails to
render such decision within 90 days after submittal of the claim The decision of FW will be final unless the
Contractor initiates legal action as provided in Section 22-4364 of the Virginia Code Failure of FW to render
a decision within 90 days will not result in the Contractor being awarded the relief claimed nor will it result in
any other relief or penalty The sole result of FWrsquos failure to render a decision within the time allotted will be
the Contractorrsquos right to immediately institute legal action No administrative appeals procedure pursuant to
Section 22-4365 of the Virginia Code has been established for contractual claims under this Agreement
B No claim of any nature will be made against FW by or on behalf of a subcontractor unless the Consultant has first
(a) evaluated such claim thoroughly and determined it to be meritorious (b) issued a written notice to the
subcontractor finding the subcontractorrsquos claim to be meritorious and setting forth any additional compensation or additional days to be paid or granted to the subcontractor on account of such claim and (c) paid the subcontractor
in full for such claim In presenting such a claim the Consultant will provide FW with a copy of the written notice
to the subcontractor and with evidence of payment in full of the subcontractorrsquos claim No such claim will exceed
the amount actually paid to the subcontractor
IFB 21-054
Electric Motor Repairs
33
ATTACHMENT 1
BID SUBMISSION FORM
COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE E-MAIL
FAX FED ID
VIRGINA STATE CORPORATION COMMISSION (SCC) REGISTRATION INFORMATION
The bidder
1048709 is a corporation or other business entity with the following SCC identification number
-OR-
1048709 is not a corporation limited liability company limited partnership registered limited liability partnership or business trust
-OR-
1048709 is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees agents offices facilities or inventories in Virginia (not counting any employees or agents in Virginia
who merely solicit orders that require acceptance outside Virginia before they become contracts and not counting any
incidental presence of the offeror in Virginia that is needed in order to assemble maintain and repair goods in accordance with
the contracts by which such goods were sold and shipped into Virginia from offerorrsquos out-of-state location) -OR-
1048709 is an out-of-state business entity that is including with this proposal an opinion of legal counsel which accurately and
completely discloses the undersigned offerorrsquos current contacts with Virginia and describes why those contacts do not constitute
the transaction of business in Virginia within the meaning of sect 131-757 or other similar provisions in Titles 131 or 50 of the
Code of Virginia
1048709 Please check this box if you have not completed any of the foregoing options but currently have pending before the SCC an
application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number once issued (Fairfax Water reserves the right to determine in its sole discretion
whether to allow such waiver)
IFB 21-054
Electric Motor Repairs
34
COMPANY
PART 1 ndash Hypothetical Electric Motor Repair Pricing
Repair scenarios immediately follow the signature section of the Bid Submission Form See Section 56 of the
solicitation for detailed instructions on how to complete the Bid Form and on how to bid the hypothetical repair scenarios To be deemed responsive and eligible for contract award the Bidder shall bid on all four scenarios and
shall include the separate price for each scenario in their Bid Submission Packet
HYPOTHETICAL REPAIR PRICING SCHEDULE
Repair 1A
Foxmill Pumping Station Pump Motor 5 Motor Evaluation Report Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1A $_______________________
Repair 1B
Corbalis Treatment Plant Finished Water P1 Inboard Bearing Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1B $_______________________
Repair 1C
Corbalis Plate Settler Feed Pump 2 ndash Motor Evaluation Report Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1C $_______________________
Repair 1D
Griffith Finished Water Pumping Station Pump Motor 3 Motor Evaluation Report
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1D $_______________________
PART 1 HYPOTHETICAL REPAIRS 1A ndash 1D TOTAL COST $_______________________
IFB 21-054
Electric Motor Repairs
35
COMPANY
PART 2 Discounts Offered by Motor Horse Power
1 Discount off Vaughenrsquos Guide for motors greater than 60 hp up to 600 hp (includes all makes amp
models AC amp DC high amp low voltage high amp low RPM single amp three phase)
2 Discount off Vaughenrsquos Guide for motors greater than 600 hp (includes all makes amp models AC amp
DC high amp low voltage high amp low RPM single amp three phase)
Date of Vaughenrsquos Pricing Guide
PART 3 Labor Rates
Labor rates bid in this section shall directly correlate to the labor rates quoted in Part 1 and shall include
all direct and indirect overhead costs including but not limited to travel to and from the jobsite general
and administrative costs etc Labor rates will only be paid on the basis of time at the FW job site or as
documented for work done at the ManufacturerrsquosContractorrsquos site
3 FW Onsite Labor ndash Regular Time (MondayndashFriday 730 am through 500 pm) $___________hour
4 FW Onsite Labor-Overtime $___________hour (Monday-Friday 500 pm through 730 am weekends and holidays)
5 In Shop Labor ndash Regular Time (MondayndashFriday 730 am through 500 pm) $___________hour
6 In Shop Labor ndash Overtime $___________hour
(Monday-Friday 500 pm through 730 am weekends and holidays)
PART 4 Contact Person
List a contact personrsquos name and telephone number for normal FW working hours 730 amndash500 pm
Monday-Friday Answering machines are unacceptable as a point of contact For emergency calls outside
normal FW working hours (nights andor weekends) list a contact personrsquos name and telephone number
or have a voice mail paging system or answering service Bidders using a voice mail paging system or
answering service in lieu of a contact person shall be required to initiate a call back to the sender within
(30) thirty minutes
IFB 21-054
Electric Motor Repairs
36
COMPANY
Type of answering system used by your firm (check one)
Voice Mail Paging System Answering Service
Contact for Normal Working Hours
Name(s) __________________________________________
__________________________________________
Telephone __________________________________________
__________________________________________
Contact for Emergency Calls (outside normal FW working hours)
Name(s) __________________________________________
__________________________________________
Telephone __________________________________________
__________________________________________
PART 5 Repair Facility Capabilities
Please check the following for Repair Facility capabilities
Facility capable of performing all balance work (no subcontracting)
Facility capable of starting 3 phase 4160 volt 3050 HP vertical motor
Facility capable of starting 3 phase 4160 volt 1800 HP horizontal motor
Facility allows for Owner personnel to safely witness testing
Repair Facility Address
IFB 21-054
Electric Motor Repairs
37
Submittals to be included in Bid Packet
1 Attachment 2 ndash Bidder Reference Form
2 Subcontractor List with Subcontractor References if applicable
3 Attachment 9 IRS Form W-9
4 Acknowledgement Page(s) for all Addendum if applicable
bull PAYMENT TERMS FWrsquos minimum payment term is Net 30 days All
bids will be interpreted as Net 30 unless otherwise specified herein By submitting an offer to sell in
response to this solicitation all bidders acknowledge and agree to this requirement
By my signature I certify that I am acting as an agent or in the case of an LLP the Partner or Managing
Partner for the firm identified on this Bid Submission Form and that I am fully authorized to bind the
firm to the specifications terms and conditions of this solicitation as well as any addenda thereto
Company Name
Signature Printed Name
Title Date
[HYPOTHETICHAL REPAIR SCENARIOS IMMEDIATELY FOLLOW THIS PAGE]
IFB 21-054
Electric Motor Repairs
38
BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1A FOXMILL PUMPING STATION PUMP MOTOR 5 SERVICE Reason for Service Motor Evaluation Report
Motor Description General Electric Model 5kb3396448501 Sn Wwh-283004190 Type (Kv) Induction Custom-8000 Vertical Motor 70000 Hp 3 Phase 60 Hertz 4000 Volts Frame 8339p30 887 Rpm 1 Pick up motor from the Foxmill Pump Station Herndon
2 Check all mechanical tolerances and fits using precision measurement tools and provide report highlight any
out of tolerance measurements 3 Check out electrical components using electrical test methods Meggar Surge Pi And Hi Pot 4 Dynamically balance rotors in the presence of the FW representative 5 Clean and degrease motor components 6 Reassemble unit and perform motor testing and final report 7 Ship unit to FW Foxmill PS 8 Provide 1 Year Warranty
CONTINUES ON NEXT PAGE
FOXMILL 5 SAP 350261
MFR GENERAL ELECTRIC
SN WWH-283004189
FRAME 8339P30 TYPE INDUCTION PH 3
DISGN CODE HP 700 VOLTS 4000
HZ 60 RPM 887 AMPS 920 RISE 30deg
B
DUTY Cont CLASS INS F AMPS
Y
TEMP AMB 40deg SF
ENCLOSURE TEWAC
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
550
IFB 21-054
Electric Motor Repairs
39
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1A ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
40
COMPANY BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1B CORBALIS FINISHED WATER P1 MOTOR SERVICE Reason for Service Inboard Bearing
Motor Description Horizontal Motor 1750 Horsepower 3 Phase 60 Hertz 900 Rpm 4000 Volts 21120-17 Frame Ideal Electric Serial 981097-01 Synchronous 1 Pick up motor from Corbalis Water Treatment Plant Herndon
2 Check all mechanical tolerances and fits using precision measurement tools and provide report highlight any
out of tolerance measurements
3 Check out electrical components using electrical test methods Meggar Surge Pi and Hi pot
4 Dynamically balance rotors in the presence of the FW representative
5 Clean and degrease motor components
6 Reassemble unit and perform motor testing and final report
7 Ship unit to FW Corbalis Water Treatment Plant
8 Provide 1 Year Warranty
CONTINUES ON NEXT PAGE
FW 1 SAP 350109
MFR IDEAL ELECTRIC
SN 981097-01 FRAME 21120-17 TYPE SMB PH 3
DISGN CODE HP 1750 VOLTS 4000
HZ 60 RPM 900 AMPS 195 RISE 85deg
B DET
DUTY CONT CLASS INS F AMPS
Y
TEMP AMB 40deg SF 15 ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
41
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1B ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
42
COMPANY BID SUBMISSION PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1C
CORBALIS PLATE SETTLER FEED PUMP 2 FLYGHT MOTOR Reason for Service Motor Evaluation Report Service
Motor Description FLYGT 45kW-60hp RPM 1170 Volts 460 AMPS 73 Model CP3300091-0258 Serial 3300091-0720003 1 Pick Up motor from the Corbalis Water Treatment Plant Herndon
2 Inspect test run and disassemble
3 Perform electrical test and mechanical checks
4 Clean and bake
5 Rewind stator install thermal protectors VPI in Epoxy Resin
6 Fabricate new SS shaft
7 Balance rotor and impeller in the presence of FW representative
8 Replace lower bearing housing and install new bearings and new mechanical seals
9 Replace o-rings and gaskets Replace lifting chain (SS Grade)
10 Install new stationary and rotating wear rings replace retaining rings
11 Replace hardware reassemble unit and perform motor testing and final report
12 Paint
CONTINUES ON NEXT PAGE
Plate Settler Feed Pump 2 SAP 360128
MFR FLYGHT
SN 3300091-0720003
FRAME TYPE
PH
DISGN CODE HP 60 VOLTS 460
HZ
RPM 1170 AMPS 73 RISE
B
DUTY
CLASS INS
AMPS
Y
TEMP AMB
SF
ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
43
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1C ndash CONTINUED
13 Ship unit to FW Corbalis Water Treatment Plant
14 Provide 1 Year Warranty
15 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
44
COMPANY BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1D
GRIFFITH PUMPING STATION PUMP MOTOR 3 SERVICE Reason for Service Motor Evaluation Report Motor has excessive clearance in lower guide bearing Lower Guide bearing is NU style bearing Bearing Skidding is present in Bearing
Motor Description Vertical Motor Type MIBA-V TEWAC 720 RPM 1800 HP 3 Phase 60 Hz 4000 Volts 1 Pick Up motor from Griffith Pump Station Lorton
2 Check All Mechanical Tolerances Fits Using Precision Measurement Tools And Provide Report Hi Lite Any Out
Of Tolerance Measurements 3 Check Out Electrical Components Using Electrical Test Methods Meggar Surge Pi And Hi Pot
4 Dynamically Balance Rotors with FW Rep Present At API 610 4WN
5 Clean And Degrease Motor Components
6 Reassemble Unit and Perform Motor Testing and vibration analysis with FW rep present and provide Final Report
7 Ship Unit to FW Griffith PS
8 Provide 2 Year Warranty
CONTINUES ON NEXT PAGE
FWP3 MFR IDEAL
SN 001077-03 FRAME TYPE IMV PH 3
DISGN CODE HP 1800 VOLTS 4000
HZ 60 RPM 715 AMPS 238 RISE 80 C B RES
DUTY CONT CLASS INS F AMPS 274 105 C
Y RES
TEMP AMB 40 C SF 115 ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
45
COMPANY
BID SUBMISSION PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1D ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
46
ATTACHMENT 2
REFERENCES
BIDDERrsquoS NAME
1 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
2 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
3 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
IFB 21-054
Electric Motor Repairs
47
ATTACHMENT 2
REFERENCES CONTINUED
BIDDERS NAME ______________________________
4 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
5 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
IFB 21-054
Electric Motor Repairs
48
ATTACHMENT 3 OPERATING DATA SHEET
ISSUED TO DATE ISSUED Fairfax Water Work Order FW Electrical Supervisor Phone Conditioned Based Maintenance Supervisor Phone Return date requested A Equipment Specifications
1 Equipment Name
2 SAP ID Number
3 Manufacturer
4 Serial Number
5 Horsepower
6 Voltage B Work Requested
1 Reconditioning and Testing
2 Rewind
3 Other (describe) C If motor failure is involved state conditions under which failure occurred D Special Insulation Requirements
1 Moisture
2 Abrasion E Type of Housing Paint and Color
Paint furnished by customer Yes No
IFB 21-054
Electric Motor Repairs
49
ATTACHMENT 4
INSPECTION DATA SHEET ndashPAGE 1 OF 2 Company Performing Work Motor SN SAP ID A Initial Inspection and Tests
1 Insulation Resistance
Voltage Applied v Ambient Temp oC Machine Temp oC
1 min 10 min PI A to GND
B to GND
C to GND
2 Surge Test Test Voltagehelliphelliphellip V Pass ___ Fail ___ 3 Growler Test Pass ___ Fail ___ 4 Motor Shaft Run out In
5 Rotor Endplay In
6 Shaft Diameter In
B Disassembly
1 End Bells Marked
2 Fan Orientation Marked C Component Inspection
1 General Condition of Rotor (include probable cause of major damage)
a Rotor Iron
b Rotor Windings Rotor bars
c Retaining Rings
IFB 21-054
Electric Motor Repairs
50
ATTACHMENT 4 INSPECTION DATA SHEET ndashPAGE 2 OF 2
Company Performing Work Motor SN SAP ID
2 General Condition of Stator (include probable cause of major damage)
a Stator Iron b End Lacings and Support systems
c Wedges
d Windings
e RTDThermocouple Condition
3 General Condition of Shaft Keyways
4 General Condition of Bearings
5 General Condition of Motor Housing
6 Other
7 Core loss preceding winding removal watts
8 Core loss following winding removal watts
9 Recommended Repairs Signature Printed Name Title Date
IFB 21-054
Electric Motor Repairs
51
ATTACHMENT 5 Page 1 of 5
WORK PERFORMED DATA SHEET Company Performing Work Motor SN SAP ID A Describe work performed on rotor B Describe work performed on stator C Describe work performed on shaft D Describe work performed on bearings
Replaced bearings Yes No Manufacturer Type Code
E Other F Was motor vacuum-pressure impregnated Yes No
Resin used
Number of VPI and bake cycles G Was motor treated for abrasion protection Yes No
Treatment used
IFB 21-054
Electric Motor Repairs
52
ATTACHMENT 5 Page 2 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID H Varnish used for non-VPI applications
Number of dip and bake cycles I Final Tests
1 Insulation Resistance
Voltage Applied v Ambient Temp oC Machine Temp oC
1 min 10 min PI
A to GND
B to GND
C to GND
2 Phase Balance
Voltage Applied Vac A amps B amps C amps
3 High Potential Applied Leakage Time
Phase Voltage Current Duration
A
B
C
OR (if cant be separated)
ALL
IFB 21-054
Electric Motor Repairs
53
ATTACHMENT 5 Page 3 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
4 Winding Resistance
A-B milliohms A-N milliohms
B-C milliohms OR B-N milliohms C-A milliohms C-N milliohms
5 Dynamic Balance
RPM Vibration DE ODE Initial Final
6 No-Load Run
Phase Bearing Current Temperature Vibration_________
Ia Ib Ic Inboard Outboard RPM Inboard Outboard
15 Min 30 Min 45 Min
60 Min Acceleration time (Seconds) Peak starting current (Amper) ( IFL)
7 Miscellaneous
Direction of Rotation Viewed from End
End Play (Sleeve Bearing Only) in
IFB 21-054
Electric Motor Repairs
54
ATTACHMENT 5 Page 4 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
Inboard Bearing Journal Dia in
Inboard Bearing ID in
Outboard Bearing Journal Dia in
Outboard Bearing ID in
8 High FrequencySurge Comparison Tests (New Coils Only)
Voltage Applied v
Results
9 Air Gap Measurements
A minimum of sixteen (16) readings should be taken from each end using the following method
1 Mark position on stator at 12 oclock 3 oclock 6 oclock and 9 oclock 2 Mark position on rotor at 12 oclock 3 Take air gap readings at 12 3 6 and 9 from both ends pinion end (DE) opposite end (ODE)
Record readings [Eight (8) readings] 4 Rotate rotor to 3 oclock position 5 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings [Eight (8)
readings] 6 Rotate rotor to 6 oclock position 7 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings [Eight (8)
readings] 8 Rotate rotor to 9 oclock position 9 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings (Eight (8)
readings) 10 Calculate average readings and overall average air gap The acceptable tolerance between
average readings and the overall average gap is plusmn5
IFB 21-054
Electric Motor Repairs
55
ATTACHMENT 5 Page 5 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
DRIVE END
OPPOSITE DRIVE END
IFB 21-054
Electric Motor Repairs
56
ATTACHMENT 6 WAIVER OF SPECIFICATIONRELEASE OF HOLD POINT
Company Requesting Waiver of SpecificationRelease of Hold Point Person Making RequestDate Contact Info FW Equipment Name FW SAP EQUIPMENT Number Manufacturer Serial Number Horsepower Voltage Request for Waiver of Specification
Request for Release of Hold Point
Item Description FW Authorized Action APPROVED BY Printed Name and Title Date
IFB 21-054
Electric Motor Repairs
57
ATTACHMENT 7
RECOMMENDED CLEARANCES SLEEVE BEARINGS
ROUND BORES ONLY Company Performing Work Motor SN SAP ID Shaft Size Clearance for Clearance for Journal Diameter Horizontal Shaft Vertical Shaft (In inches) (In Inches) (In Inches) (In Inches) 1 004 +001 -000 004 +001 -000 2 004 +001 -000 004 +001 -000 3 006 +002 -000 006 +001 -000 4 008 +002 -000 007 +001 -000 5 010 +002 -000 007 +002 -000 6 012 +002 -000 007 +002 -000 7 014 +002 -000 007 +002 -000 8 016 +002 -000 007 +002 -000 9 018 +002 -000 007 +002 -000 10 020 +002 -000 007 +002 -000 11 020 +002 -000 007 +002 -000 12 021 +002 -000 007 +002 -000 13 021 +002 -000 007 +002 -000 14 022 +002 -000 007 +002 -000 15 022 +002 -000 008 +002 -000 16 023 +002 -000 008 +002 -000 17 023 +002 -000 008 +002 -000 18 024 +002 -000 008 +002 -000 19 024 +002 -000 008 +002 -000 20 025 +002 -000 008 +002 -000
IFB 21-054
Electric Motor Repairs
58
ATTACHMENT 8 Company Performing Work Motor SN SAP ID
DYNAMIC BALANCE CERTIFICATE
Balance Machine Model No ______________ Last Calibration Date ________ Balance Machine Serial No __________________________ Weight __________________ ldquoIn Servicerdquo Speed (RPM) ________ Balance Speed (RPM) __________________________
Certified by Printed Name and Title
Radius of permanent balance weight (in) _____________ IB _____________OB As Found Balance (ozin) _____________________IB ___________________OB As Left Balance (ozin) ______________________IB ___________________OB Calculated acceptance limit per journal (4WN) ___________IB __________OB If ozin value is not available for ldquoAs Found Balancerdquo and ldquoAs Left Balancerdquo use the mils value
Vendor _______________________________ Balance Date _________Time____ Equipment balanced __________________________________________________
IFB 21-054
Electric Motor Repairs
7
Journal run out and shaft imperfections shall be corrected by
welding for direct coupled machines only or by providing a new
shaft
d Bearings
1) Roller and ball bearing fits shall be measured and compared with tolerances
specified by the motor manufacturer Bearings shall be replaced with SKF brand
bearings When replacing roller bearings that require periodic greasing shielded
pre-greased bearings shall be used where possible Otherwise the bearing shall be
replaced with the same style bearing as the original (eg shielded sealed open
covered roller etc) Reference ANSIEASA AR100 Section 2 and Tables 2-13
and 2-14 for fit guidance Reference ABFMA 7 and 20 for all other tolerances
Inspection guidance and terminology are found in IEEE Std 1068 Section 62
2) No substitute bearing types will be allowed without the Ownerrsquos consent
3) No knurling peening or adhesive shall be used as a means of retaining bearings on
a shaft or housing
4) Sleeve bearings shall be re-babbitted as needed uniform in diameter smooth
internally suitably grooved for proper distribution of lubricant and fitted within
tolerances specified by the motor manufacturer If manufacturerrsquos bearing data is
not available the maximum clearance between the bore of the bearing and the
diameter of the shaft journal shall be determined by referring to Attachment 7 Re-
babbetting shall be spun-cast and adherence greater than 98
BEARINGS HOLD POINT
bull The Contractor shall report any bearing requiring repair or
replacement on the written repair quote and on the Work
Performed Sheet (Attachment 5)
e Motor Housing The motor housing and end bells shall be inspected for cracks or other
damage Reference ANSIEASA AR100 Section 2 and IEEE Std 1068 Section 62 for
guidance
6 Cleaning and Baking
a The stator shall be steam cleaned Any solvents or soaps required shall be compatible
with the motor insulation system No steel wool or similar metallic pads shall be used
for cleaning the stator windings or rotor of the motor The stator shall be baked at a
temperature of 250 degrees F ndash 300 degrees F for a period of two to three hours or
until sufficiently dry The stator shall then be cooled down to 170 degrees F ndash 150
degrees F prior to varnish treatment The oven shall be equipped with a water fire
suppression system and a temperature recording chart meter
IFB 21-054
Electric Motor Repairs
8
CLEANING AND BAKING HOLD POINT
bull Should an alternative to baking be necessary Owner approval will
be required before further action is taken
b The rotor shall be cleaned as needed with a suitable solvent and oven dried
7 Varnish Treatment and Bake Cycle (Reference IEEE Std 1068 Section 8
a Random wound stators shall be subjected to two dip and bake cycles using a polyester
or epoxy resin for rewinds and a single dip and bake for reconditioning Bake cycle
time and temperature shall be in accordance with the resin manufacturerrsquos
recommendation Resin shall be capable of Class H operation
b If moisture protection is specified on Attachment 3 the windings shall be given three
vacuum-pressure impregnation treatments for rewinds and one for reconditioning
c If abrasion protection is specified on Attachment 3 a coat of polyurethane resin or
silicone rubber shall be applied in addition to the resin treatment described in 43A7a
and 43A7b Cooling passages shall not be blocked
d Form wound stators shall be subjected to one dip and bake cycle for reconditioning and
two for rewinds as outlined in 43A7a The stator shall be inspected prior to and
immediately after dipping to ensure the cooling vents are clear
8 Reassembly and Testing
All work and final test results shall be recorded on the Work Performed Report
(Attachment 5) The following tests shall be performed on the reconditioned motor
(reference IEEE Std 1068 Section 813 for guidance on final testing with additional
tolerance guidance in ANSIEASA AR100)
a Insulation resistance ndash An insulation resistance test shall be performed as outlined in
Section 43A3a for ten minutes The acceptance value of resistance measured in
megohms corrected to 40 C shall be no less than 1 megohm per KV where KV is equal
to rating of motor in kilovolts Insulation resistance findings shall be temperature
corrected to the lsquoThermosettingrsquo value per IEEE 43 Section 63 and Figure 5 with
acceptable tolerance as found in Table 4 for further electrical testing
INSULATION RESISTANCE TESTING HOLD POINT
bull Owner shall be notified if this reading is below 10 megohms for
motors under 1000 volts and random wound motors and below 100
megohms for motors over 1000 volts and form wound motors
b Polarization Index A polarization index shall be calculated The index is the ratio of
the 10-minute insulation resistance measurement and the 1-minute measure The
IFB 21-054
Electric Motor Repairs
9
minimum acceptable PI shall be 20 when the insulation resistance is below 5000
megohms at one minute and no less than 10 over 5000 megohms at one minute
POLARIZATION INDEX HOLD POINT
bull Owner shall be notified if this reading is below 20 when the insulation resistance
is below 5000 megohms after 1 minute between 1 and 2 when the insulation
resistance is over 5000 megohms or below 10 at any time
c Phase Balance A phase balance test shall be performed at 20 rated voltage The
maximum unbalance in line currents shall be 5
d High Potential An AC high potential test shall be performed for a duration of one
minute Applied test voltage shall be as follows
1) Reconditioned coils 06 (2E+1000)vac
096(2E+1000)vac
2) New coils (2E+1000)vac
17(2E+1000)vac
Where E equals phase to phase operating voltage
e Winding Resistance Winding resistances and ambient temperature of the equipment
shall be measured and recorded Winding resistance shall be normalized to 25C per
IEEE 112 and IEEE 1068
f Dynamic Balance Rotors shall be dynamically balanced per API 610 4WN and in the
presence of the FW Condition Based Maintenance Supervisor and the FW Electrical
Supervisor or their designated representative (Note API 610 4WN is lower than ISO
19401 G 10 and is equivalent to ISO 1940 G07)
g No Load Run The motor shall be run at rated voltage non-loaded until bearing
temperatures stabilize (no change by more than 2 degrees over 20 minutes) bolted to
metal bed plate during which the following parameters shall be measured and recorded
at 10-minute intervals
1) Load Current
2) Bearing Temperature
3) Overall vibration maximum amplitude at any RPM shall be as identified in IEEE
1068 Tables 11 and 12
4) RPM
5) Rotation shall be compared with original direction
6) In addition the uncoupled acceleration time and peak starting currents shall be
recorded on the work sheet for across-the-line starts For any motor that FW
designates that is not to be started across-the-line but only by reduced voltage
means shall not be started across-the-line but shall be started for the shop tests
IFB 21-054
Electric Motor Repairs
10
using reduced voltage starters that limit the motor current to no more than 5 times
full load nameplate current
h Miscellaneous
1) Direction of rotation shall be marked on the motor and recorded
2) End play for sleeve bearing applications shall be measured and recorded
3) Bearing and bearing journal data shall be measured and recorded
4) Magnetic center shall be marked
i Surge Comparison Tests The voltage levels shall be at 2E + 1000 volts AC for the
high frequencysurge comparison test
j Air gap shall be measured and recorded at 1200 300 600 and 900 orsquoclock
positions according to the instructions given on Attachment 5
9 Painting The motor shall be painted with paint specified on Attachment 3 Shaft
extensions shall be sprayed with a preservative Reference IEEE 1068 Section 810
B Major Repair
1 In cases where major repair is necessary the Contractor shall perform the following
procedures as outlined in Section 43A1 Motor Reconditioning as well as the major
repair
a Initial inspection and tests
b Disassembly
c Component inspection
d Cleaning and baking
e Varnish treatment and bake cycle
f Reassembly and testing
g Painting
2 Data required by the Owner from results of inspections and tests performed during a major
repair is outlined on Attachment 5 Inspection Data Sheet The items listed shall apply as
the individual case dictates upon Ownerrsquos approval
3 Stator Rewind
a All winding data shall be recorded prior to stripping stator conductors ie wire size
number of turns pitch winding connections etc
b A core loss test shall be recorded on Attachment 4 Following winding removal a
second test shall be performed
IFB 21-054
Electric Motor Repairs
11
STATOR REWIND HOLD POINT
bull Should the measured core losses in watts per pound or the core loss
test exceeds 6 watts per pound at 1T when tested per IEEE Std 422
or hot spots greater than 10C or an increase of the second test
exceed those of the first the Contractor shall notify FW prior to
further repair activity
c Only if necessary the old windings shall be burned out of the stator in a burnout oven
with adequate temperature controls in order to provide uniform heating and cooling
thus preventing warping and cracking of the frame deterioration of the core plate
treatment on the laminations and impairment of the magnetic qualities of the core The
oven shall be equipped with a water fire suppression system and a temperature
recording chart meter The temperature used for roasting shall not exceed 700 degrees
Fahrenheit Additional stripping methods are found in IEEE Std 1068 Section 82
STATOR STRIPPING METHOD HOLD POINT
bull Stripping methods other than burnout oven may be applied with
Owner consent
d After the windings have been removed the stator laminations shall be thoroughly
cleaned by blowing out with compressed air and removing any foreign matter by hand
The stator slots shall be clean and free of sharp edges or particles
e Laminations shall be inspected for damage Any minor iron damage shall be corrected
by hand filing and separating laminations to eliminate shorts All burrs and rough edges
shall be corrected prior to the rewinding procedure Corrections shall be made
regardless of whether the imperfections existed originally in the stator iron or were
caused by the stripping operation
STATOR DAMAGED LAMININATIONS OR IRON
REPLACEMENT HOLD POINT
bull Should major core damage require restacking of laminations a
digital photo of the damaged area shall be submitted to the Owner
or Owner inspection will be required prior to repairing damaged
laminations or iron replacement
f The repaired stator shall be loop checked and hot spots greater than 10C shall be
corrected
g The suspected cause of iron damage shall be listed on Attachment 4
IFB 21-054
Electric Motor Repairs
12
STATOR MOTOR LEAD REPLACEMENT HOLD POINT
bull Should motor lead replacement be required FW shall be notified
prior to replacement concerning lead length designations
termination hardware etc
h The stator shall be rewound in accordance with Section 43C Winding Materials and
Insulation Requirements
i Where slot space permits coil copper size shall be increased with prior approval of
FW Electrical Supervisor when doing so will increase the motor efficiency and the
increased starting current can be accommodated by the motor controller
j Coils shall be securely tied to surge rings and adjacent coils Surge rings shall be rigid
k The stator coils shall fit in the stator iron parallel to the slot Where extra room exists
between the coil and the iron either a slot cell (if originally designed with one) or side
filler shall be used to make a more intimate fit between the coil and the iron
l The connections between coils and groups shall be horseshoed (eg U-shaped) to
permit continuous taping over all brazed joints
m The coil extensions shall be tied to one or more surge rings and shall be suitably blocked
between coils on both the inside and outside of the coil extensions
n The jumpers shall be uniformly laid and placed around the periphery of the connection
o Motors with form wound coils shall not be converted to random wound
p Tie cord used to secure the wires in the end turns shall be at a minimum 100 lb test
Dacron stranded cord
q Motor stators containing stator RTDrsquos thermocouples or thermistors shall be rewound
with devices rated the same RTDrsquos are to be 3-lead and added to old motors at a
minimum of two per phase Owner shall indicate if a greater quantity is desired When
possible the Contractor shall arrange RTDs in the same position as the original
winding or evenly spaced if unknown or new
4 Rotor Repair
ROTOR REPAIR HOLD POINT
bull Any repair activity involved with securing loose rotor bars and retaining
rings shall be brought to the attention of the Owner prior to beginning
the activity
IFB 21-054
Electric Motor Repairs
13
5 Shaft Straightening
SHAFT STRAIGHTENING HOLD POINT
bull Any shaft straightening procedure shall be brought to the attention of
the Owner prior to beginning the activity Shafts shall be straightened
by heating or jacking to meet the following run out requirements
RPM Run Out
Less than 1800 0002 in
More than 1800 0001 in
C Winding Materials and Insulation Requirements
1 Winding Materials
a Magnet wire in coils shall be copper
b Form wound coils shall not be converted to random wound
c Lacings and ties shall be made with glass cord or tape or woven Dacron tape
d Wedges fillers blocks and winding material shall be suitable for Class ldquoHrdquo operation
e Shrink tapes are not acceptable
2 Insulation Requirements
a Form Wound Coils
1) All materials in the insulation system shall be rated for Class ldquoHrdquo operation
2) Strand insulation shall consist of fiberglass Dacron-glass wrap or mica tape applied
over epoxy or polyester resins Class ldquoHrdquo enamel or Kapton applied to the wire as
dictated by the volts per turn rating of the coil Reference IEEE Std 1068 Section
853
3) Ground wall insulation shall consist of Nomexreg such as Nomex-Milar-Nomex or
Dacron-glass backed mica paper or an equivalent mica flaked tape Ground
insulation shall be compatible with epoxy or polyester resin used during vacuum-
pressure impregnation
4) Nomex or polyester glass armor tape shall be applied on the outside of the coil for
mechanical protection
5) For sealed coil applications a partially cured epoxy coated polyester or polyester
glass tape shall be applied to the outside of the coil in addition to the requirements
stated above Lead areas shall be sealed with compatible epoxy putty
IFB 21-054
Electric Motor Repairs
14
b Random Wound Coils
1) All materials in the insulation system shall be rated for Class ldquoHrdquo operation
2) Minimum thickness for stator slot insulation material shall be 015 inches
3) All ground wall insulating material shall extend beyond the edge of the stator iron
in a uniform manner and shall be cuffed
4) Slot separators shall be used between coils in all stator slots
5) Phase insulation in the winding end turns shall be resin treated glass cloth or
equivalent to provide positive separation between phases in the event of varnish
degradation caused by excessive temperature above the motor rating
6) Sleeving used on stator connections shall be acrylic coated fiberglass or equivalent
rate 4000 volts or higher
7) Leads shall be GE Vulkaflex or equivalent for open enclosure motors and silicone
rubber covered with glass braid or equivalent for totally enclosed motors
8) Stator shall be subjected to two dip and bake cycles as outlined in Section 23A7
or as directed by Owner
44 Repair Facility Requirements
A Repair Facility Capabilities
1 Facility shall be capable of performing all balance work (no subcontracting will be
authorized)
2 Facility shall be capable of starting 3-phase 4160 volt 3050 HP vertical motor
3 Facility shall be capable of starting 3-phase 4160 volt 1800 HP horizontal motor
4 Facility shall allow for FW staff to safely witness testing
B Repair Facility Location
The Contractorrsquos repair facility shall be located within a four-hour drive from FWrsquos main office
located at 8570 Executive Park Avenue Fairfax Virginia 22031 Fairfax County Virginia
45 Future Work Time of Performance
A All motor repairs shall be performed and completed in accordance with the delivery lead time
included in the written quote Failure of the Contractor to perform within the stated deadlines
may jeopardize FWrsquos ability to provide water to its customers and may result in FW terminating
the contract with the Contractor for cause
B By submitting a proposal in response to this solicitation Contractor agrees without exception
that for all future work quoted they shall meet the delivery lead times as specified in their written
quote Contractor further attests that they shall provide FW expedited services as required to
complete all future work without additional cost (See Section 47)
IFB 21-054
Electric Motor Repairs
15
46 Transportation
The Contractor shall furnish all transportation services to pick up and return motors to the
designated FW facility All deliveries to FW shall be FOB Destination Transportation costs shall
be included in the Contractorrsquos labor rates or listed separately Fairfax Water will not pay any
additional or separate charges for transportation not included on the bid price
47 Priority Customer
The Contractor understands and acknowledges that FW provides services that are essential to the
health and welfare of the public Failure of the Contractor to perform the services described herein
in a timely manner may jeopardize FWrsquos ability to provide essential services which may affect the
health and welfare of the public served by FW In the event of material shortages at any level of the
production to delivery chain the Contractor agrees and affirms that FW shall be given the earliest
possible notice and the highest priority for allocation of all goods and services specified herein To
the extent that the Contractor must prioritize and allocate delivery among its customers the
requirements of FW shall be honored before goods and services are provided to any customer with
no obligations with regard to the public health and welfare To the extent that availability of repair
parts or Contractor staffing including subcontractor staffing is insufficient to meet the requirements
of all the Contractorrsquos customers who are responsible for the health and welfare of the public the
goods shall be allocated in a manner deemed to be fair and reasonable to all such clients
48 Time Is Of The Essence
Time is of the essence Repair services shall be performed within the time specified on the
Contractorrsquos Bid Submission Form or otherwise set forth on the applicable Purchase Order
Notwithstanding the foregoing the Contractor shall not be deemed to have breached the terms and
conditions of the Contract Documents to the extent any delay is due to circumstances beyond its
reasonable control and without the fault or negligence of the Contractor provided that the Contractor
first shall have provided Fairfax Water with written notice (to include facsimile or e-mail) of any
such delay within five days after the occurrence of events or circumstances causing the delay
49 Use of Subcontractors
A The Contractor shall be responsible for all products and services described and defined herein
The use of any subcontractor is prohibited unless the Contractor proposes to use a subcontractor
at the time of bid submission Approval to use a subcontractor shall be in written form and be a
part of the resultant contract (See Section 55 for subcontractor submittal requirements)
B Even when properly authorized by FW the use of a subcontractor does not relieve the Contractor
of liability under the contract
C The Contractor at its sole expense shall be responsible for damage to FW and non-FW property
as a result of its failure or its subcontractorrsquos failure to protect such facilities and utilities
D The Contractor at its sole expense shall immediately repair or replace FW property damaged
by (or caused by) the Contractor or its Subcontractor(s) Replacements will be of equal or better
IFB 21-054
Electric Motor Repairs
16
quality than the property damaged property and all such work must be approved by FW Project
Manager
410 Delays
A By the Contractor After issuing a written warning to the Contractor FW may declare the
Contractor in default for unacceptable delays If such a declaration is made FW reserves the
unilateral right to cure the default by any means available to FW including but not limited to
contracting with another supplier to complete the repairs Any additional repair costs incurred
by FW as a result of unacceptable delays on the part of the Contractor may be passed onto the
Contractor This is not a limitation of FWrsquos legal rights to recover damages due to Contractor
default in any other way
B By FW The Contractor shall not be responsible for delays caused by FW its agents or other
FW Contractors To the extent that the Contractor is unable to proceed due to the actions or
inactionrsquos of FW its agents employees or other FW Contractors the Contractor shall be granted
an extension to the delivery schedule equal to the documented amount of time the Contractor
was prevented from performing work The Contractor shall not be eligible for damages as a
result of FW delays
411 Site Safety and Access
A The Contractor shall schedule and coordinate the Work and install temporary facilities as
required to maintain continuous operation and access to existing equipment in the area of Work
The Contractor shall not commence retrofit work until authorized by the FW Project Manager
The Contractor is advised that FW may at its sole discretion delay or stop work as required to
ensure continuous and reliable operation of the facility especially during peak flow events
B The Contractor shall secure the Site and all areas of Work to prevent access and the potential for
injury to its employees FW employees its agents and others by construction and installation of
temporary guard-rails fencing barricades highway cones warning signstape etc andor other
appropriate means and as directed by the FW Project Manager Such hazards include but are
not limited to mechanical hazards electrical hazards surface irregularities or construction tools
and equipment
C FW shall have the right to deny access to the Site or require the Contractor to remove from the
Site any individual who has exhibited violent abusive or threatening behavior or conduct
D FW may limit restrict or prohibit access to areas of the Site on a permanent or temporary basis
When access to such restricted areas is required by the Contractor to perform the Work the
Contractor shall obtain permission from the FW Project Manager and shall comply with such
conditions or limitations to access as may be imposed by the FW Project Manager
E FW may restrict parking or require parking permits for vehicles to be brought onto the plant The
Contractor shall be responsible for arranging transportation for its personnel to reach the job sites
from whatever parking area is provided by FW
IFB 21-054
Electric Motor Repairs
17
412 Superintendence by Contractor
A The Contractor shall have a competent Field Supervisor satisfactory to FW on the job site at all
times during the progress of the Work The Contractor shall be responsible for coordinating all
portions of the Work under contract except where otherwise specified in the contract documents
and for all safety and worker health programs and practices The Contractor shall notify the
Project Manager in writing of any proposed change in superintendent including the reason
therefore prior to making such change
B The Contractor shall at all times enforce strict discipline and good order among the workers on
the project The Contractor shall not employ on the Project any unfit person anyone not skilled
in the work assigned to him or anyone who will not work in harmony with those employed by
the Contractor subcontractors FW or FWrsquos separate Contractors and their subcontractors
C FW may in writing require the Contractor to remove from FW property any employee FW
deems to be incompetent careless not working in harmony with others on the site or otherwise
objectionable
5 INSTRUCTIONS TO BIDDERS
51 Questions and Communications
A All contact between prospective bidders and FW with respect to this solicitation will be formally
held at scheduled meetings or in writing issued by the Procurement Office Questions and
comments regarding the meaning or interpretation of any aspect of this solicitation must be
submitted in writing to the Procurement Contact identified on the cover page to this solicitation
and must be received on or before the deadline for submitting questions Only written questions
will be accepted Questions or comments that are submitted after the deadline set forth on the
cover page to this solicitation will not be answered
B FW will respond to all questions and comments that are received by the deadline and that are
deemed to address a matter that is relevant and substantive in nature within a reasonable period
of time in the form of a written Addendum Oral communications between FW and any bidder
regarding the interpretation or meaning of any aspect of this IFB are not authorized and may not
be relied upon for any purpose
52 Instructions for Submitting Bids
The deadline for submitting bids and the location of the bid opening is shown on the cover page All
bids must be submitted in a sealed package(s) no other form of submission will be accepted (ie
email facsimile etc) Bids will be opened immediately following the deadline for submitting bids
Bids will be opened in accordance with the provisions of the Virginia Public Procurement Act
IFB 21-054
Electric Motor Repairs
18
Bid packages must be identified on the outside as follows
From _____________________________________________ ______________________
Name of Bidder Due Date
_____________________________________________ ______________________
Street IFB No
_____________________________________________ ______________________
City State Zip Code IFB Title
Attn Tammy Spinks
53 Virtual Bid Opening
A Virtual Bid Opening will be held immediately after the bid submission deadline Attendees may
access the Virtual Bid Opening using the following information
Microsoft Teams meeting
Join on your computer or mobile app
Click here to join the meeting
Or call in (audio only)
+1 571-348-5786544174819 United States Arlington
Phone Conference ID 544 174 819
54 Familiarity with Specifications
A Each Bidder shall bear responsibility for thoroughly examining this solicitation in its entirety
In the event that a bidder has any questions or comments regarding the proper meaning or intent
of any aspect of this solicitation then the bidder shall submit all such questions and comments
in writing to the Procurement Contact identified on the cover sheet of this solicitation
B The submission of a bid by a bidder in response to this solicitation shall be deemed to constitute
a representation on the part of such Bidder that it has thoroughly examined this solicitation and
has submitted any and all questions and comments it may have regarding the meaning or
interpretation of this solicitation to Fairfax Water in the manner prescribed herein
55 Bid Submission Packet
A Attachment 1 is the Bid Submission Form It must be completed and signed by an agent who is
fully authorized to bind the individual or organization submitting the offer to sell to the
specifications terms and conditions contained herein as well as any addenda to this solicitation
B Attachment 2 is the Reference Form Each bidder shall include at least three references with
their bid submission packet References shall be from customers of comparable size and scope
of operations as FW to whom the bidder has supplied the same services within the past 24-
months References must be able to attest without reservation to the fact that the bidder provided
the contracted services without any significant problem of any kind and at any time during the
contract period Bidders shall not list FW as a reference for purposes of this solicitation
IFB 21-054
Electric Motor Repairs
19
C Subcontractor List and Subcontractor Reference List Submittals
1 The Contractor shall include a list of all proposed subcontractors with their bid submission
packet The Subcontractor List shall specify the type of work and percentage of work the
Contractor shall rely on the subcontractor to perform
2 The Contractor shall include a separate list of references for each proposed subcontractor
with three references from the subcontractorrsquos customers that are of comparable size and
scope of operations as FW to whom the subcontractor has supplied the same services within
the past 24-months References must be able to attest without reservation to the fact that the
subcontractor provided the services without any significant problem of any kind and at any
time during the contract period The subcontractor reference list shall not list FW as a
reference for purposes of this solicitation
D Attachment 9 is the IRS Form W-9 Request for Taxpayer Identification Number and
Certification Each bidder shall include a completed form with their bid submission packet
E In addition to the mandatory insurance requirements listed in Subsection 614 (Insurance
Requirements) and at the request of FW the Contractor shall submit a list of all insurance claims
made against it within the past 12 months Failure to include this information within ten calendar
days of request by FW may result in rejection of your bid
56 Directions for Completing the Bid Form and Bidding each Hypothetical Electric Motor Repair
A The Bid Submission Form is broken down into five sections
Part 1 ndash Hypothetical Electric Motor Repair Pricing
Part 2 ndash Vaughenrsquos Pricing Guide Discounts Offered by Motor horse power
Part 3 ndash Labor Rates
Part 4 ndash Contact Person
Part 5 ndash Repair Facility Capabilities and Location Certification
B Bidders shall fill in all blanks provided on the Bid Form for all sections paying particular attention
to the instructions given for Part 1 and Part 3 Failure to complete all sections of the Bid Submission
Form may deem your bid as non-responsive Failure to include the separate pricing sheets for
each scenario in your bid submission packet will cause FW to deem the bid as non-response
and it will not be eligible for contract award All transportation shall be bid as FOB Destination
Include all necessary costs in your bid submission Failure to include the cost of shipping and
handling will be interpreted as included in the unit price for each item FW will not pay for shipping
and handling charges not included in your bid
C Directions for bidding each hypothetical electric motor repair
1 Bidders shall attach a separate and detailed price sheet for each sample scenario to their bid
form The price sheet shall be on the bidderrsquos company letterhead and labeled with the
applicable hypothetical scenario title The price sheet shall be signed by the bidder and
IFB 21-054
Electric Motor Repairs
20
include the bidderrsquos printed name title and date All repair work and parts shall be based on
the Vaughenrsquos Pricing Guide less any discount offered
2 The bidderrsquos separate price sheet shall include at a minimum the following
b Parts shall be bid by quantity unit cost and total cost
c Labor shall be bid by labor type and hourly rate and the extended total cost
d Transportation shall be included in the labor rate or listed separately
3 Bidders shall report their total material costs less any discount offered the total number of
manhours needed to complete the repair and the total cost for all labor categories for each
scenario in the appropriate spaces in PART 1 Sample Repair Pricing Schedule on the Bid
Submission Form
4 Bidders shall report the aggregate cost of all four repair scenarios in PART 1 Sample Repair
Pricing Schedule on the Bid Submission Form in the appropriate space
5 In the event of a mathematical error on the Sample Repair Pricing Schedule unit prices from
each detailed price sheet scenario shall prevail
6 Bidders shall record any discount offered and utilized in pricing each scenario by motor horse
power in PART 2 ndash Discounts Offered on the Bid Submission Form
7 All four hypothetical repair scenarios shall be bid and the bidderrsquos separate price sheet shall be
included with their Bid Submission Form Bidders who fail to bid all four hypothetical repairs
or fail to include each hypothetical repairs separate price sheet will be deemed non-responsive
and their bid will not be eligible for award
57 Proprietary Information
A Except as provided herein or as otherwise set forth in sect22-4342 of the Virginia Public
Procurement Act (Va Code Ann sect22-4300 et seq the ldquoActrdquo) all proceedings records
contracts and other public records relating to procurement transactions shall be open to
inspection in accordance with the Virginia Freedom of Information Act (Va Code Ann sect22-
3700 et seq the ldquoVirginia FOIArdquo)
B A Bidder Offeror or Contractor shall have the right to identify data or other materials submitted
in connection with this procurement as trade secrets or proprietary information which shall not
be subject to inspection pursuant to either sect22-4342 of the Act or the Virginia FOIA by
submitting to Fairfax Water prior to or at the time of submission of its proposal or bid a separate
written notice on its letterhead stationery setting forth the following (i) a statement indicating
that the Bidder Offeror or Contractor wishes to invoke the protections of this section (ii) an
identification of the data or other materials for which protection is sought and (iii) a statement
with regard to why protection is necessary
IFB 21-054
Electric Motor Repairs
21
58 ExceptionsAdditions
No exceptions or additions to the SpecificationsScope of Work or Contract Terms and Conditions
shall be permitted Any questions or concerns regarding any part of the IFB shall be submitted to
the Procurement Contact prior to the date specified in the Questions and Communications section
above Bids containing any exceptions to the SpecificationsScope of Work or Contract Terms and
Conditions or submitting additional Terms and Conditions shall be deemed non-responsive and
rejected Exceptions or additions proposed after bid submission by the successful bidder shall not
be accepted
59 Addenda to the IFB
A FW reserves the right to amend this solicitation at any time prior to the deadline for submitting
Bids If it becomes necessary to revise any part of this IFB notice of the revision will be given
in the form of an Addendum that will be provided to all prospective Bidders who are on record
with FW as having received this solicitation If in the opinion of FW the deadline for the
submission of bids does not provide sufficient time for consideration of any Addendum then
such deadline may be extended at the discretion of FW
B It shall be the responsibility of each Bidder to contact the Purchasing Contact identified on the
cover page to this solicitation prior to submission of a bid hereunder in order to determine
whether any Addenda have been issued in connection with this procurement Notwithstanding
any provision to the contrary the failure of any Bidder to receive any Addenda shall neither
constitute grounds for withdrawal of its bid nor relieve such Bidder from any responsibility for
incorporating the provisions of any Addenda in its proposal
C Acknowledge receipt of each addendum by signing it and submitting it by the bid deadline
Failure to return a signed addendum may result in a bid being determined non-responsive
510 Late Bids
Bids or unsolicited amendments to bids arriving after the bid submission deadline will not be
considered
511 Arrearage
By submitting a Bid in response to this solicitation the individual or firm submitting the bid shall
be deemed to represent that it is not in arrears in the payment of any obligation due and owing FW
the Commonwealth of Virginia or any public body in the Commonwealth of Virginia including but
not limited to any obligation to pay taxes andor employee benefits Bidder further agrees that it
shall make diligent efforts to avoid becoming in arrears during the Term of any Contract awarded
hereunder
512 Contract Award
Contract award will be made to the lowest responsive and responsible bidder based on total cost
Whenever the lowest responsive and responsible bidder is a resident of a state other than Virginia
IFB 21-054
Electric Motor Repairs
22
and such state under its laws allows a resident contractor of that state a percentage preference a like
preference shall be allowed to the lowest responsive and responsible bidder who is a resident of
Virginia and is the next lowest bidder If the lowest bidder is a resident contractor of a state with an
absolute preference the bid preference shall not be considered
513 Public Notice of Award
Public notice of award will be posted on the official FW web site
httpswwwfairfaxwaterorgcontracts
514 Authorization to do Business in Virginia
Each bidder that is organized or authorized to transact business in the Commonwealth of Virginia
pursuant to Title 131 or Title 50 of the Virginia Code shall include with its bid the identification
number issued to it by the Virginia State Corporation Commission Any bidder that is not authorized
to transact business in Virginia as a foreign entity under Title 131 or title 50 of the Virginia Code
or as otherwise required by law shall include in its bid a statement describing why the bidder is not
required to be so authorized Any bidder that fails to provide the required information may not
receive an award
515 Cancellation
FW may cancel this solicitation at any time and for any reason prior to contract award
516 Compliance with Laws Regulations and Codes
The Bidder hereby represents and warrants that
A It is qualified and properly licensed to do business in the Commonwealth of Virginia and that it
will take such action as from time to time hereafter may be necessary to remain so qualified
B It is not in arrears with respect to the payment of any monies due and owing FW the
Commonwealth of Virginia or any department or unit thereof including but not limited to the
payment of taxes and employee benefits and that it shall not become so in arrears during the
term of this Contract
C It shall comply with all federal State and local laws regulations and ordinances applicable to
its activities and obligations under this Contract and
D It shall obtain at its expense all licenses permits insurance and governmental approval if any
necessary to the performance of its obligations under this Contract
517 Debarment Status
By submitting a Bid in response to this solicitation each Bidder certifies that it is not currently
debarred by the federal government the Commonwealth of Virginia or any agency or department
thereof from submitting a bid or proposal in connection with any procurement project and that it is
not an agent of any person or entity that currently is so debarred
IFB 21-054
Electric Motor Repairs
23
518 Duration of Bids
Bids shall be valid for a minimum of 90 days following the deadline for submitting bids If an award
is not made during that period all bids shall be automatically extended for another 90 days Bids
will be automatically renewed until such time as either an award is made or proper notice is given
to FW of Bidders intent to withdraw its bid Bids may only be withdrawn by submitting written
notice at least seven days before the expiration of the then current 90-day period
519 Unit Prices Prevail
In the event that there is a mathematical error on the bid submission form the unit price for each
item shall prevail All costs to provide the goods and services specified in this solicitation shall be
shown on the attached bid form Line items left blank will be interpreted as at no cost to FW
520 Negotiation with Low Bidder
If the lowest bid submitted by a responsive and responsible bidder exceeds available funds for this
procurement then Fairfax Water may in its discretion conduct negotiations with the lowest
responsive and responsible bidder (the ldquoLow Bidderrdquo) in an effort to obtain a contract price that is
within available funds In such event Fairfax Water will notify the Low Bidder verbally or in writing
that its bid exceeds available funds and will schedule a conference with the Low Bidder Fairfax
Water staff and such advisors and consultants as Fairfax Water deems appropriate in order to discuss
possible modifications to the scope of the procurement that may result in a price that is within
available funds The conference and any subsequent negotiations may be conducted in person or by
telephone If during the conference the parties arrive at an acceptable modification to the scope of
the project and a contract price that is within available funds then Fairfax Water may award a
contract to the Low Bidder based upon the newly-modified terms and conditions Otherwise the
Low Bidder will within 15 days after the date of the conference (or such longer or shorter period as
may be specified in writing by Fairfax Water) submit to Fairfax Water a written addendum to its
original Bid Form which describes its proposed modification(s) to the scope of the procurement and
sets forth the Low Bidderrsquos newly adjusted bid price Fairfax Water may conduct further
negotiations with the Low Bidder or request additional clarifications or modifications If the Low
Bidderrsquos proposed modifications are acceptable to Fairfax Water and the associated contract price is
within available funds then Fairfax Water may award a contract to the Low Bidder based upon the
modified terms and conditions If the proposed modifications are not acceptable to Fairfax Water
or the associated price reductions are not within available funds then Fairfax Water will terminate
negotiations and reject all bids
521 References
Each bidder shall include at least three references with their bid submission packet (see Attachment
2 References) References shall be from customers of comparable size and scope of operations as
FW to whom the bidder has supplied the same services within the past 24-months References must
be able to attest without reservation to the fact that the bidder provided the contracted services
without any significant problem of any kind and at any time during the contract period Bidders
shall not list FW as a reference for purposes of this solicitation
IFB 21-054
Electric Motor Repairs
24
522 Insurance Claims against Bidder
In addition to the mandatory insurance requirements listed in Section 614 (Insurance Requirements)
and at the request of FW the apparent low bidder shall submit a list of all insurance claims made
against it within the past 12 months Failure to include this information within ten calendar days of
request by FW may result in rejection of your bid
523 Incorporation by Reference
This solicitation is issued in accordance with and controlled by the Virginia Public Procurement
Act (VPPA) which is incorporated into and made part of the solicitation by reference By submitting
a bid in response to this solicitation all bidders acknowledge the VPPA and agree to be bound by it
A copy of the VPPA is available for inspection at the Purchasing Department at FW It is also
available at this site
httpslawlisvirginiagovvacodepopularnamesvirginia-public-procurement-act
6 CONTRACT TERMS AND CONDITION
61 Term of Contract
The term of this contract shall be from the effective date of the contract award through October 31 2022 with four 1-
year renewal options through October 31 2026
62 Anti-Discrimination
By submitting their bids Bidders certify to FW that they will conform to the provisions of the Federal Civil Rights Act of 1964 as amended as well as the Virginia Fair Employment Contracting Act of 1975 as amended where applicable
the Virginians With Disabilities Act the Americans With Disabilities Act and sect11-51 of the Virginia Public Procurement
Act
A During the performance of the contract the Contractor agrees as follows
1 The Contractor will not discriminate against any employee or applicant for employment because of race
religion color sex national origin or disabilities except where religion sex or national origin is a bona fide
occupational qualification reasonably necessary to the normal operation of the Contractor The Contractor
agrees to post in conspicuous places available to employees and applicants for employment notices setting
forth the provisions of this nondiscrimination clause
2 The Contractor in all solicitations or advertisements for employees placed by or on behalf of the Contractor
will state that such Contractor is an equal opportunity employer
3 Notices advertisements and solicitations placed in accordance with federal law rule or regulation shall be
deemed sufficient for the purpose of meeting these requirements
B The Contractor will include the provisions above in every subcontract or purchase order so that the provisions will
be binding upon each subcontractor or vendor
C Fairfax Water does not discriminate against faith-based organizations on the basis of the organizationrsquos religious
character or impose conditions that (a) restrict the religious character of the faith-based organization except as provided by law or (b) impair diminish or discourage the exercise of religious freedom by the recipients of such
goods services or disbursements
IFB 21-054
Electric Motor Repairs
25
63 Antitrust
By entering into a contract the Contractor conveys sells assigns and transfers to FW all rights title and interest in and
to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the
Commonwealth of Virginia relating to the particular goods or services purchased or acquired by FW
64 Assignment of Interest
The Contractor shall not assign any interest in any resulting Contract and shall not transfer any interest in the same
without prior written consent of FW which FW shall be under no obligation to grant
65 Availability of Funds
It is understood and agreed between the parties herein that FW shall be bound hereunder only to the extent of the funds
available or which may hereafter become available for the purpose of this agreement
66 Compliance with Laws Regulations and Codes
The Bidder hereby represents and warrants that
A It is qualified and properly licensed to do business in the Commonwealth of Virginia and that it will take such action
as from time to time hereafter may be necessary to remain so qualified
B It is not in arrears with respect to the payment of any monies due and owing FW the Commonwealth of Virginia
or any department or unit thereof including but not limited to the payment of taxes and employee benefits and that
it shall not become so in arrears during the term of this Contract
C It shall comply with all federal State and local laws regulations and ordinances applicable to its activities and
obligations under this Contract and
D It shall obtain at its expense all licenses permits insurance and governmental approval if any necessary to the
performance of its obligations under this Contract
67 Contract Formation
A The words ldquoContractrdquo and ldquoPurchase Orderrdquo are used interchangeably unless the context otherwise plainly requires
The documents comprising the Contract shall be accorded the following order of precedence
1 The Contract including any Amendments or Change Orders
2 All Purchase Orders
3 Any Addenda to this RFQ 4 This RFQ (including all Appendices and Attachments hereto) and
5 The Bidderrsquos completed Quote Submission Form (including any drawings and submittals)
B Anything called for by one of the contract documents and not called for by the others shall be of like effect as if
required or called for by all except that a provision clearly designed to negate or alter a provision contained in one
or more of the other contract documents shall have the intended effect
68 Contract Changes Change Orders
A No verbal agreement or conversation with any officer agent or employee of FW either before or after the execution
of any Contract resulting from this solicitation or follow-on negotiations shall affect or modify any of the terms
conditions specifications or obligations contained in the solicitation or resulting Contract No alterations to the
terms and conditions of the Contract shall be valid or binding upon FW unless made in writing and signed by the
purchasing contact identified on the cover page Contract changes shall be in writing and shall be on official FW
Purchasing Department letterhead In any event and in all circumstances the Contractor shall be solely liable and
responsible for any Contract changes deviations etc made without first receiving written authorization to deviate
from the Contract by the FW Project Manager
IFB 21-054
Electric Motor Repairs
26
B Changes can be made to the contract in any of the following ways
1 The parties may agree in writing to modify the scope of the contract An increase or decrease in the price of
the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement
to modify the scope of the contract 2 FW may order changes within the general scope of the contract at any time by Notice to the Contractor
Changes within the scope of the contract include but are not limited to things such as services to be performed
the method of packing or shipment and the place of delivery or installation The Contractor shall comply with
the notice upon receipt The Contractor shall be compensated for any additional costs incurred as the result of
such order and shall give FW a credit for any savings Said compensation shall be determined by one of the
following methods
a By mutual agreement between the parties in writing or
b By agreeing upon a unit price or using a unit price set forth in the contract if the work to be done can be
expressed in units and the Contractor accounts for the number of units of work performed subject to FWrsquos
right to audit the Contractorrsquos records andor to determine the correct number of units independently or
c By ordering the Contractor to proceed with the work and keep a record of all costs incurred and savings realized A markup for overhead and profit may be allowed if provided by the contract The same markup
shall be used for determining a decrease in price as the result of savings realized The Contractor shall
present FW with all vouchers and records of expenses incurred and savings realized FW shall have the
right to audit the records of the Contractor as it deems necessary to determine costs or savings Any claim
for an adjustment in price under this provision must be asserted by Notice to the Purchasing Department
Neither the existence of a claim nor a dispute resolution process litigation or any other provision of this
contract shall excuse the Contractor from promptly complying with the changes ordered by FW or with
the performance of the contract generally
69 Contractorrsquos Responsibilities
A The Contractor shall be responsible for all products andor services as required by this IFB The use of
subcontractors is prohibited unless
1 A request to include a subcontractor is included in the bid and
2 The Bidder receives written approval to use a subcontractor prior to or as part of the formal contract between
the parties
B Even when properly authorized by FW the use of a subcontractor does not relieve the Contractor of liability under
the contract C The Contractor at its sole expense shall be responsible for damage to FW and non-FW property as a result of its
failure or its subcontractorrsquos failure to protect such facilities and utilities
D The Contractor at its sole expense shall immediately repair or replace FW property damaged by (or caused by) the
Contractor or its Subcontractor(s) Replacements will be of equal or better quality than the property damaged
property and all such work must be approved by FW Project Manager
610 Ethics in Public Contracting
Contractor hereby certifies that it has familiarized itself with Article 4 of Title 11 of the Virginia Public Procurement
Act Section 11-72 through 80 Virginia Code Annotated and that all amounts received by it pursuant to a contract
resulting from this solicitation are proper and in accordance therewith
611 Examination of Records
Bidder agrees that in any resulting contract either FW or its duly authorized representative shall have access to and the
right to examine and copy any directly pertinent books documents papers and records of the Contractor involving
transactions related to any resulting contract This obligation shall expire five years after the final payment for the final service performed as a result of any and all contract(s) awarded pursuant to this solicitation or until audited by FW
whichever is sooner Contractor will provide reasonable access to any and all necessary documents and upon demand
IFB 21-054
Electric Motor Repairs
27
provide copies of documents if so required by FW or its representative(s) FW will reimburse the Contractor for any
reasonable expenses it incurs as a result of such a request
612 Governing Law Venue Waiver of Jury Trial
Notwithstanding any provision to the contrary this solicitation and any resulting contract shall be governed in all
respects by the laws of the Commonwealth of Virginia Any dispute arising hereunder which is not otherwise resolved
by the parties shall be resolved by a court of competent jurisdiction in the Commonwealth of Virginia The Contractor
and FW hereby waive any right such party may have to a trial by jury in connection with any such litigation
613 Indemnification and Responsibility for Claims and Liability
With respect to any contract that results from this solicitation Bidder is bound by the following
A The Contractor shall indemnify save harmless and defend FW or any employee of FW against liability for any
suits actions or claims of any character whatsoever arising from or relating to the performance of the Contractor
or its subcontractors under this contract
B FW has no obligation to provide legal counsel or defense or pay attorneys fees to the Contractor or its
subcontractors in the event that a suit or action of any character is brought by any person not party to the contract
against the Contractor or its subcontractors as a result of or relating to the Contractors obligations under this
contract
C FW has no obligation for the payment of any judgments or the settlement of any claims against the Contractor or
its subcontractors as a result of or relating to the Contractors obligations under this contract
D The Contractor shall immediately notify FW of any claim or suit made or filed against the Contractor or its
subcontractors regarding any matter resulting from or related to the Contractors obligations under the contract If
such a claim or suit is brought the Contractor will cooperate assist and consult with FW in the defense or
investigation of any suit or action made or filed against FW as a result of or relating to the Contractors performance
under this contract
E The Contractor shall pay all royalties and license fees necessary for performance of the contract The Contractor
shall defend all suits or claims for infringement of any patent rights or other proprietary rights arising from or related to performance of the resulting contract and shall save FW harmless from any loss including Attorneysrsquo fees arising
out of any such claim
614 Insurance
A In addition to the mandatory insurance requirements listed in this Section and at the request of FW any Bidder may
be required to provide a list of all insurance claims made against it within the past 36 months FW reserves the right
to reject any bid if in FWrsquos opinion the amount or number of claims is deemed to be excessive A Bidderrsquos failure
to comply with this requirement may result in rejection of its bid If no claims have been made then the Bidder shall so state in its bid Fairfax Water may require such information from the Contractor as it deems necessary to assess
the Contractorrsquos financial ability to pay any deductibles with respect to the insurance policies required hereunder
B Before commencing the work the Contractor shall procure and maintain at its own expense minimum insurance in
forms and with insurance companies acceptable to FW to cover loss or liability arising out of the Work All
insurance policies must be underwritten by insurers authorized to conduct business within the Commonwealth of
Virginia and must have a Bests rating of at least A- and a financial size of class VIII or better in the latest edition
of Bests Insurance Reports
C The Contractor shall immediately notify FW of any claim or suit made or filed against the Contractor or its
subcontractors regarding any matter resulting from or related to the Contractors obligations under the contract If such a claim or suit is brought the Contractor will cooperate assist and consult with FW in the defense or
IFB 21-054
Electric Motor Repairs
28
investigation of any suit or action made or filed against FW as a result of or relating to the Contractors performance
under this contract
D With the exception of Workersrsquo Compensation and Employersrsquo Liability Insurance all additional insurance policies
specified herein shall name FW as an additional insured with regard to work performed under any subsequent Contract
E The Contractor will provide FW with copies of certificates of insurance coverage and proof of payment of all
premiums Each certificate of insurance must include (a) an endorsement from the insurer that certifies that the
Contractor maintains the referenced policy in full force and effect (b) where applicable a statement indicating that
FW is included as an additional insured and (c) a provision requiring that not less than 30 days written notice will
be given to FW before any policy or coverage is canceled or modified in any material respect Without limiting the
requirements set forth above the insurance coverages will include a minimum of
1 Workers Compensation and Employers Liability Insurance Statutory requirements and benefits as required
by the Commonwealth of Virginia and 2 Required Commercial General Liability Insurance This insurance must be written on an occurrence basis
and shall be endorsed to include FW as an additional insured and shall provide at a minimum the following
General Aggregate Limit $1000000
(Other than Products-Completed Operations)
Products-Completed Operations Aggregate Limit $ 500000
Personal amp Advertising Injury Limit $ 500000
Each Occurrence Limit $ 500000
For Construction Contracts
Directors amp Officers ndash Errors amp Omissions $2000000
F Business Automobile Liability Insurance This insurance coverage must extend to any motor vehicles or other
motorized equipment regardless of whether it is owned hired or non-owned and must cover Bodily Injury and
Property Damage with a combined single limit of at least $1000000 each accident This insurance must be written
in comprehensive form and must protect the Contractor and FW against claims for injuries to members of the public
andor damage to the property of others arising from the Contractorrsquos use of motor vehicles or other equipment and
must cover both on-site and off-site operations
G Nothing contained herein will be deemed to operate as a waiver of FWrsquos sovereign immunity under the law
615 No Waiver or Estoppel
Neither the inspection by FW nor any of its employees nor any payment of money nor payment for nor acceptance of
any Commodity by FW nor any extension of time shall operate as a waiver of any provision of this Contract or of any
power herein reserved to the Owner or of any right to damage herein provided No waiver of any breach of this Contract
shall be held to be a waiver of any other subsequent breach All remedies provided in this Contract to FW shall be
construed as cumulative and shall be in addition to each and every other remedy herein provided Neither FW nor any
officer employee or authorized representative of FW will be bound precluded or estopped by any action
determination decision acceptance return certificate or payment made or given under or in connection with the
Contract by any officer employee or authorized representative of the Owner at any time either before or after final
completion and acceptance of the Work and payment therefore from (a) showing the true and correct classification amount quality or character of the Commodities delivered or that any determination decision acceptance return
certificate or payment was incorrect or was improperly made in any respect or that the Commodities or any part thereof
do not in fact conform to the requirements of the Contract (b) demanding and recovering from the Contractor any
overpayment made to the Contractor or such damages as FW may sustain by reason of the Contractorrsquos failure to comply
with the requirements of the Contract or (c) both of the foregoing clauses (a) and (b)
616 Partial Invalidity
IFB 21-054
Electric Motor Repairs
29
Neither any payment for nor acceptance of the whole or any part of the services by FW nor any extension of time
shall operate as a waiver of any provision of any Contract resulting from this IFB nor of any power herein reserved to
FW or any right to damages herein provided nor shall any waiver of any breach of any Contract be held to be a waiver
of any other or subsequent breach Failure of FW to require compliance with any term or condition of any Contract shall
not be deemed a waiver of such term or condition or a waiver of the subsequent enforcement thereof
617 Payment Clauses Required in All Contracts
Section sect 22-4352 of the Virginia Public Procurement Act requires the following
A That any contract awarded by FW include the following clauses
1 The Contractor shall take one of the two following actions within seven days after receipt of amounts paid to the contractor by FW for work performed by any subcontractor(s) under the contract
a The Contractor shall pay its subcontractor(s) for the proportionate share of the total payment received from
FW attributable to the work performed by the subcontractor under that contract or
b Notify FW and any subcontractor(s) in writing of his intention to withhold all or a part of the
subcontractors payment with the reason for nonpayment
2 Bidders shall include in their offer submissions either (i) if an individual contractor their social security
numbers and (ii) proprietorships partnerships and corporations to provide their federal employer identification
numbers
3 The contractor shall pay interest to the subcontractor(s) on all amounts owed by the Contractor that remain
unpaid after seven days following receipt by the Contractor of payment from FW for work performed by the
subcontractor under the contract except for amounts withheld as allowed in subdivision 1
4 Unless otherwise provided under the terms of this contract interest shall accrue at the rate of one percent per
month
B The contractor shall include in each of its subcontracts a provision requiring each subcontractor to include or
otherwise be subject to the same payment and interest requirements with respect to each lower-tier subcontractor
C A contractors obligation to pay an interest charge to a subcontractor pursuant to the payment clause in this section
shall not be construed to be an obligation of FW A contract modification shall not be made for the purpose of
providing reimbursement for the interest charge A cost reimbursement claim shall not include any amount for
reimbursement for the interest charge
618 Payment
A Invoices All invoices shall be submitted directly to the FW Accounts Payable department by mail fax or e-mail
Invoices shall include the FW Purchase Order and the Contractorrsquos FEIN Invoices are not to be sent to the contract
Project Manager or other departmental reps Failure to comply may result in late payments for which FW will not
be liable
B Terms All payments will be Net 30 from the date of receipt of a valid invoice at FW Finance Department Payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery
whichever occurs last This shall not affect offers of discounts for payment in less than 30 days however
C Partial Payments Requests for partial payments or advanced payments must be submitted as part of the Price Bid
along with a justification FW reserves the right to accept reject or negotiate requests for partial payments If the
request is rejected the Bidder must waive the requirement in order to remain in consideration
D Refunds If the Contractor is declared to be in default FW will be eligible for a full and immediate refund for all
payments made to the Contractor Partial Payments Requests for partial payments or advanced payments must be
submitted as part of the Price Offer along with a justification FW reserves the right to accept reject or negotiate
requests for partial payments If the request is rejected the Bidder must waive the requirement in order to remain
in consideration
IFB 21-054
Electric Motor Repairs
30
E Unreasonable Charges Under certain emergency procurements and for most time and material purchases final job
costs cannot be accurately determined at the time orders are placed In such cases final payment is contingent on
a determination of reasonableness with respect to all invoiced charges Charges that appear to be unreasonable will
be researched and challenged and that portion of the invoice held in abeyance until a settlement can be reached Upon determining that invoiced charges are not reasonable FW shall promptly notify the Contractor in writing as
to those charges that it considers unreasonable and the basis for the determination
619 Price Firm Period
Bid pricing shall be firm fixed as originally offered and accepted for the first 12 months of the contract
620 Rider Clause
Subject to the mutual agreement between the parties any contract awarded on the basis of this solicitation may be used
by any public entity (to include jurisdictions comprising the Metropolitan Washington Council of Governments) to
enter into a contract for the services described and defined herein For single purchases the contract may be used for
up to 12 months from the actual date of contract award For multi-year contracts the contract may be used throughout
the effective period of the contract Contracts awarded as a result of this solicitation will be subject to these terms and
conditions andor such terms and conditions as may be required by the controlling body for the public agency using the
contract Pricing shall be as offered by the successful Offeror and subsequently accepted by FW
621 Taxes
FW is exempt from Federal Excise Taxes Virginia State Sales and Use Taxes and the District of Columbia Sales Taxes
and Transportation Taxes FWs tax identification number is 54-6025290
622 Termination of Contract
A For Cause In the event that the Contractor (1) fails to deliver any Commodity or Service in accordance with the
time period established therefore in the Contract or (2) fails to furnish any Commodity or Service which conforms
in all respects to the requirements of the Contract then FW without prejudice to any other rights or remedies it may
have at law or in equity (including its right to seek damages from the Contractor) shall have the right to terminate
the Contract and any outstanding Purchase Orders by issuing a written notice of termination to the Contractor Such
notice of termination shall describe in reasonable detail the grounds for the termination and shall take effect
immediately upon receipt by the Contractor
If after issuance of a notice of termination under this Section it is determined for any reason that cause for such
termination did not exist then the rights and obligations of the parties shall be the same as if the notice of termination
had been delivered under the provisions of subsection B (termination for convenience) hereof provided however that the Contractor in such event shall be deemed to have received seven days prior written notice of such
termination Any compensation due the Contractor pursuant to subsection B shall be offset by the cost to FW of
remedying the default by the Contractor The Contractor shall in no event be entitled to receive any consequential
damages or any anticipated profits with respect to Commodities not yet furnished to and accepted by FW as of the
effective date of any such termination
B For Convenience FW shall have the right to terminate the Contract andor any outstanding Purchase Orders issued
hereunder at its own convenience for any reason by giving seven business days prior written notice of termination
to the Contractor In such event the Contractor shall be paid an amount equal to the actual cost of any Commodity
delivered to and accepted by FW and the actual cost of any equipment goods or materials ordered by the Contractor
hereunder in good faith which could not be canceled less the salvage value thereof provided sufficient
substantiation is furnished to FW Any subcontract entered into by the Contractor in connection with the transactions contemplated hereby shall contain a similar termination provision for the benefit of the Contractor and
FW The Contractor shall in no event be entitled to receive anticipated profits on any Commodities not yet furnished
to and accepted by FW as of the effective date of any such termination
IFB 21-054
Electric Motor Repairs
31
623 Virginia Freedom of Information Act
Except as provided herein all proceedings records contracts and other public records relating to procurement
transactions shall be open to the inspection of any citizen any interested person firm or corporation in accordance with
the Virginia Freedom of Information Act
624 Faith-Based Organizations
FW does not discriminate against faith-based organizations
625 Immigration Reform and Control Act of 1986
By entering this Contract the Contractor certifies that it does not and will not during the performance of this Contract
violate the provisions of the Federal Immigration Reform and Control Act of 1986 which prohibits employment of
illegal aliens
626 Severability
In the event that any provision shall be adjudged or decreed to be invalid by a court of competent jurisdiction such ruling
shall not invalidate the entire Agreement but shall pertain only to the provision in question and the remaining provisions shall
continue to be valid binding and in full force and effect
627 Licensure
To the extent required by the Commonwealth of Virginia (see eg 541-1100 et seq of the Code of Virginia) or FW the
Contractor shall be duly licensed to provide the goods and services required to be delivered pursuant to this Contract
628 Authority to Transact Business in Virginia
A Contractor organized as a stock or nonstock corporation limited liability company business trust or limited partnership
or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a
domestic or foreign business entity if so required by Title 131 or Title 50 of the Code of Virginia or as otherwise required
by law Any business entity described herein that enters into a Contract with FW pursuant to the Virginia Public Procurement
Act 22-4300 et seq shall not allow its existence to lapse or its certificate of authority or registration to transact business in
the Commonwealth if so required under Title 131 or Title 50 of the Code of Virginia to be revoked or cancelled at any time during the term of the Contract FW may void any Contract with a business entity if the business entity fails to remain in
compliance with the provisions of this section
629 Drug-free Workplace to be Maintained by Contractor
During the performance of this contract the contractor agrees to (i) provide a drug-free workplace for the contractors
employees (ii) post in conspicuous places available to employees and applicants for employment a statement notifying
employees that the unlawful manufacture sale distribution dispensation possession or use of a controlled substance or
marijuana is prohibited in the contractors workplace and specifying the actions that will be taken against employees for violations of such prohibition (iii) state in all solicitations or advertisements for employees placed by or on behalf of the
contractor that the contractor maintains a drug-free workplace and (iv) include the provisions of the foregoing clauses in
every subcontract or purchase order of over $10000 so that the provisions will be binding upon each subcontractor or vendor
630 Employment Discrimination by Contractor Prohibited Required Contract Provisions
The following provision is required to be in every contract of more than $10000 (Virginia Public Procurement Act sect 22-
4311)
A During the performance of any ensuing contract the Contractor agrees as follows
IFB 21-054
Electric Motor Repairs
32
1 The contractor will not discriminate against any employee or applicant for employment because of race
religion color sex national origin age disability or other basis prohibited by state law relating to
discrimination in employment except where there is a bona fide occupational qualification reasonably
necessary to the normal operation of the contractor The contractor agrees to post in conspicuous places
available to employees and applicants for employment notices setting forth the provisions of this nondiscrimination clause
2 The contractor in all solicitations or advertisements for employees placed by or on behalf of the contractor
will state that such contractor is an equal opportunity employer
3 Notices advertisements and solicitations placed in accordance with federal law rule or regulation shall be
deemed sufficient for the purpose of meeting the requirements of this section
B The contractor will include the provisions of the foregoing paragraphs 1 2 and 3 in every subcontract or purchase
order of over $10000 so that the provisions will be binding upon each subcontractor or vendor
631 Counterparts
This Contract and any amendments or renewals hereto may be executed in a number of counterparts and each
counterpart signature when taken with the other counterpart signatures is treated as if executed upon one original of
this Contract or any amendment or renewal A signature by any party to this Contract provided by facsimile or
electronic mail is binding upon that party as if it were the original
632 Survival of Terms
Upon discharge of this Agreement Sections (Notice Hold Harmless Warranties Governing LawForum Contractual
Disputes) of these Terms and Conditions continue and survive in full force and effect
633 Non-Waiver
No waiver of any provision of this Agreement shall constitute a waiver of any other provision nor shall any waiver of this Agreement constitute a continuing waiver unless otherwise expressly provided
634 Contractual Disputes
A Contractual claims whether for money or for other relief will be submitted in writing not later than 60 days after
final payment provided however that written notice of the Contractorrsquos intention to file such claim must
1 Be delivered to the attention of FWrsquos Procurement Representative assigned to this contract not later than five
days after the occurrence or of the beginning of the Work upon which the claim is based and
2 Contain a reasonably detailed description of the basis of the claim otherwise the claim will be deemed to have been waived FW will make a written decision upon any such claim within 60 days after submittal of the claim
The Contractor will not institute legal action prior to receipt of FWrsquos decision on the claim unless FW fails to
render such decision within 90 days after submittal of the claim The decision of FW will be final unless the
Contractor initiates legal action as provided in Section 22-4364 of the Virginia Code Failure of FW to render
a decision within 90 days will not result in the Contractor being awarded the relief claimed nor will it result in
any other relief or penalty The sole result of FWrsquos failure to render a decision within the time allotted will be
the Contractorrsquos right to immediately institute legal action No administrative appeals procedure pursuant to
Section 22-4365 of the Virginia Code has been established for contractual claims under this Agreement
B No claim of any nature will be made against FW by or on behalf of a subcontractor unless the Consultant has first
(a) evaluated such claim thoroughly and determined it to be meritorious (b) issued a written notice to the
subcontractor finding the subcontractorrsquos claim to be meritorious and setting forth any additional compensation or additional days to be paid or granted to the subcontractor on account of such claim and (c) paid the subcontractor
in full for such claim In presenting such a claim the Consultant will provide FW with a copy of the written notice
to the subcontractor and with evidence of payment in full of the subcontractorrsquos claim No such claim will exceed
the amount actually paid to the subcontractor
IFB 21-054
Electric Motor Repairs
33
ATTACHMENT 1
BID SUBMISSION FORM
COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE E-MAIL
FAX FED ID
VIRGINA STATE CORPORATION COMMISSION (SCC) REGISTRATION INFORMATION
The bidder
1048709 is a corporation or other business entity with the following SCC identification number
-OR-
1048709 is not a corporation limited liability company limited partnership registered limited liability partnership or business trust
-OR-
1048709 is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees agents offices facilities or inventories in Virginia (not counting any employees or agents in Virginia
who merely solicit orders that require acceptance outside Virginia before they become contracts and not counting any
incidental presence of the offeror in Virginia that is needed in order to assemble maintain and repair goods in accordance with
the contracts by which such goods were sold and shipped into Virginia from offerorrsquos out-of-state location) -OR-
1048709 is an out-of-state business entity that is including with this proposal an opinion of legal counsel which accurately and
completely discloses the undersigned offerorrsquos current contacts with Virginia and describes why those contacts do not constitute
the transaction of business in Virginia within the meaning of sect 131-757 or other similar provisions in Titles 131 or 50 of the
Code of Virginia
1048709 Please check this box if you have not completed any of the foregoing options but currently have pending before the SCC an
application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number once issued (Fairfax Water reserves the right to determine in its sole discretion
whether to allow such waiver)
IFB 21-054
Electric Motor Repairs
34
COMPANY
PART 1 ndash Hypothetical Electric Motor Repair Pricing
Repair scenarios immediately follow the signature section of the Bid Submission Form See Section 56 of the
solicitation for detailed instructions on how to complete the Bid Form and on how to bid the hypothetical repair scenarios To be deemed responsive and eligible for contract award the Bidder shall bid on all four scenarios and
shall include the separate price for each scenario in their Bid Submission Packet
HYPOTHETICAL REPAIR PRICING SCHEDULE
Repair 1A
Foxmill Pumping Station Pump Motor 5 Motor Evaluation Report Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1A $_______________________
Repair 1B
Corbalis Treatment Plant Finished Water P1 Inboard Bearing Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1B $_______________________
Repair 1C
Corbalis Plate Settler Feed Pump 2 ndash Motor Evaluation Report Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1C $_______________________
Repair 1D
Griffith Finished Water Pumping Station Pump Motor 3 Motor Evaluation Report
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1D $_______________________
PART 1 HYPOTHETICAL REPAIRS 1A ndash 1D TOTAL COST $_______________________
IFB 21-054
Electric Motor Repairs
35
COMPANY
PART 2 Discounts Offered by Motor Horse Power
1 Discount off Vaughenrsquos Guide for motors greater than 60 hp up to 600 hp (includes all makes amp
models AC amp DC high amp low voltage high amp low RPM single amp three phase)
2 Discount off Vaughenrsquos Guide for motors greater than 600 hp (includes all makes amp models AC amp
DC high amp low voltage high amp low RPM single amp three phase)
Date of Vaughenrsquos Pricing Guide
PART 3 Labor Rates
Labor rates bid in this section shall directly correlate to the labor rates quoted in Part 1 and shall include
all direct and indirect overhead costs including but not limited to travel to and from the jobsite general
and administrative costs etc Labor rates will only be paid on the basis of time at the FW job site or as
documented for work done at the ManufacturerrsquosContractorrsquos site
3 FW Onsite Labor ndash Regular Time (MondayndashFriday 730 am through 500 pm) $___________hour
4 FW Onsite Labor-Overtime $___________hour (Monday-Friday 500 pm through 730 am weekends and holidays)
5 In Shop Labor ndash Regular Time (MondayndashFriday 730 am through 500 pm) $___________hour
6 In Shop Labor ndash Overtime $___________hour
(Monday-Friday 500 pm through 730 am weekends and holidays)
PART 4 Contact Person
List a contact personrsquos name and telephone number for normal FW working hours 730 amndash500 pm
Monday-Friday Answering machines are unacceptable as a point of contact For emergency calls outside
normal FW working hours (nights andor weekends) list a contact personrsquos name and telephone number
or have a voice mail paging system or answering service Bidders using a voice mail paging system or
answering service in lieu of a contact person shall be required to initiate a call back to the sender within
(30) thirty minutes
IFB 21-054
Electric Motor Repairs
36
COMPANY
Type of answering system used by your firm (check one)
Voice Mail Paging System Answering Service
Contact for Normal Working Hours
Name(s) __________________________________________
__________________________________________
Telephone __________________________________________
__________________________________________
Contact for Emergency Calls (outside normal FW working hours)
Name(s) __________________________________________
__________________________________________
Telephone __________________________________________
__________________________________________
PART 5 Repair Facility Capabilities
Please check the following for Repair Facility capabilities
Facility capable of performing all balance work (no subcontracting)
Facility capable of starting 3 phase 4160 volt 3050 HP vertical motor
Facility capable of starting 3 phase 4160 volt 1800 HP horizontal motor
Facility allows for Owner personnel to safely witness testing
Repair Facility Address
IFB 21-054
Electric Motor Repairs
37
Submittals to be included in Bid Packet
1 Attachment 2 ndash Bidder Reference Form
2 Subcontractor List with Subcontractor References if applicable
3 Attachment 9 IRS Form W-9
4 Acknowledgement Page(s) for all Addendum if applicable
bull PAYMENT TERMS FWrsquos minimum payment term is Net 30 days All
bids will be interpreted as Net 30 unless otherwise specified herein By submitting an offer to sell in
response to this solicitation all bidders acknowledge and agree to this requirement
By my signature I certify that I am acting as an agent or in the case of an LLP the Partner or Managing
Partner for the firm identified on this Bid Submission Form and that I am fully authorized to bind the
firm to the specifications terms and conditions of this solicitation as well as any addenda thereto
Company Name
Signature Printed Name
Title Date
[HYPOTHETICHAL REPAIR SCENARIOS IMMEDIATELY FOLLOW THIS PAGE]
IFB 21-054
Electric Motor Repairs
38
BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1A FOXMILL PUMPING STATION PUMP MOTOR 5 SERVICE Reason for Service Motor Evaluation Report
Motor Description General Electric Model 5kb3396448501 Sn Wwh-283004190 Type (Kv) Induction Custom-8000 Vertical Motor 70000 Hp 3 Phase 60 Hertz 4000 Volts Frame 8339p30 887 Rpm 1 Pick up motor from the Foxmill Pump Station Herndon
2 Check all mechanical tolerances and fits using precision measurement tools and provide report highlight any
out of tolerance measurements 3 Check out electrical components using electrical test methods Meggar Surge Pi And Hi Pot 4 Dynamically balance rotors in the presence of the FW representative 5 Clean and degrease motor components 6 Reassemble unit and perform motor testing and final report 7 Ship unit to FW Foxmill PS 8 Provide 1 Year Warranty
CONTINUES ON NEXT PAGE
FOXMILL 5 SAP 350261
MFR GENERAL ELECTRIC
SN WWH-283004189
FRAME 8339P30 TYPE INDUCTION PH 3
DISGN CODE HP 700 VOLTS 4000
HZ 60 RPM 887 AMPS 920 RISE 30deg
B
DUTY Cont CLASS INS F AMPS
Y
TEMP AMB 40deg SF
ENCLOSURE TEWAC
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
550
IFB 21-054
Electric Motor Repairs
39
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1A ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
40
COMPANY BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1B CORBALIS FINISHED WATER P1 MOTOR SERVICE Reason for Service Inboard Bearing
Motor Description Horizontal Motor 1750 Horsepower 3 Phase 60 Hertz 900 Rpm 4000 Volts 21120-17 Frame Ideal Electric Serial 981097-01 Synchronous 1 Pick up motor from Corbalis Water Treatment Plant Herndon
2 Check all mechanical tolerances and fits using precision measurement tools and provide report highlight any
out of tolerance measurements
3 Check out electrical components using electrical test methods Meggar Surge Pi and Hi pot
4 Dynamically balance rotors in the presence of the FW representative
5 Clean and degrease motor components
6 Reassemble unit and perform motor testing and final report
7 Ship unit to FW Corbalis Water Treatment Plant
8 Provide 1 Year Warranty
CONTINUES ON NEXT PAGE
FW 1 SAP 350109
MFR IDEAL ELECTRIC
SN 981097-01 FRAME 21120-17 TYPE SMB PH 3
DISGN CODE HP 1750 VOLTS 4000
HZ 60 RPM 900 AMPS 195 RISE 85deg
B DET
DUTY CONT CLASS INS F AMPS
Y
TEMP AMB 40deg SF 15 ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
41
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1B ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
42
COMPANY BID SUBMISSION PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1C
CORBALIS PLATE SETTLER FEED PUMP 2 FLYGHT MOTOR Reason for Service Motor Evaluation Report Service
Motor Description FLYGT 45kW-60hp RPM 1170 Volts 460 AMPS 73 Model CP3300091-0258 Serial 3300091-0720003 1 Pick Up motor from the Corbalis Water Treatment Plant Herndon
2 Inspect test run and disassemble
3 Perform electrical test and mechanical checks
4 Clean and bake
5 Rewind stator install thermal protectors VPI in Epoxy Resin
6 Fabricate new SS shaft
7 Balance rotor and impeller in the presence of FW representative
8 Replace lower bearing housing and install new bearings and new mechanical seals
9 Replace o-rings and gaskets Replace lifting chain (SS Grade)
10 Install new stationary and rotating wear rings replace retaining rings
11 Replace hardware reassemble unit and perform motor testing and final report
12 Paint
CONTINUES ON NEXT PAGE
Plate Settler Feed Pump 2 SAP 360128
MFR FLYGHT
SN 3300091-0720003
FRAME TYPE
PH
DISGN CODE HP 60 VOLTS 460
HZ
RPM 1170 AMPS 73 RISE
B
DUTY
CLASS INS
AMPS
Y
TEMP AMB
SF
ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
43
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1C ndash CONTINUED
13 Ship unit to FW Corbalis Water Treatment Plant
14 Provide 1 Year Warranty
15 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
44
COMPANY BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1D
GRIFFITH PUMPING STATION PUMP MOTOR 3 SERVICE Reason for Service Motor Evaluation Report Motor has excessive clearance in lower guide bearing Lower Guide bearing is NU style bearing Bearing Skidding is present in Bearing
Motor Description Vertical Motor Type MIBA-V TEWAC 720 RPM 1800 HP 3 Phase 60 Hz 4000 Volts 1 Pick Up motor from Griffith Pump Station Lorton
2 Check All Mechanical Tolerances Fits Using Precision Measurement Tools And Provide Report Hi Lite Any Out
Of Tolerance Measurements 3 Check Out Electrical Components Using Electrical Test Methods Meggar Surge Pi And Hi Pot
4 Dynamically Balance Rotors with FW Rep Present At API 610 4WN
5 Clean And Degrease Motor Components
6 Reassemble Unit and Perform Motor Testing and vibration analysis with FW rep present and provide Final Report
7 Ship Unit to FW Griffith PS
8 Provide 2 Year Warranty
CONTINUES ON NEXT PAGE
FWP3 MFR IDEAL
SN 001077-03 FRAME TYPE IMV PH 3
DISGN CODE HP 1800 VOLTS 4000
HZ 60 RPM 715 AMPS 238 RISE 80 C B RES
DUTY CONT CLASS INS F AMPS 274 105 C
Y RES
TEMP AMB 40 C SF 115 ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
45
COMPANY
BID SUBMISSION PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1D ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
46
ATTACHMENT 2
REFERENCES
BIDDERrsquoS NAME
1 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
2 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
3 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
IFB 21-054
Electric Motor Repairs
47
ATTACHMENT 2
REFERENCES CONTINUED
BIDDERS NAME ______________________________
4 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
5 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
IFB 21-054
Electric Motor Repairs
48
ATTACHMENT 3 OPERATING DATA SHEET
ISSUED TO DATE ISSUED Fairfax Water Work Order FW Electrical Supervisor Phone Conditioned Based Maintenance Supervisor Phone Return date requested A Equipment Specifications
1 Equipment Name
2 SAP ID Number
3 Manufacturer
4 Serial Number
5 Horsepower
6 Voltage B Work Requested
1 Reconditioning and Testing
2 Rewind
3 Other (describe) C If motor failure is involved state conditions under which failure occurred D Special Insulation Requirements
1 Moisture
2 Abrasion E Type of Housing Paint and Color
Paint furnished by customer Yes No
IFB 21-054
Electric Motor Repairs
49
ATTACHMENT 4
INSPECTION DATA SHEET ndashPAGE 1 OF 2 Company Performing Work Motor SN SAP ID A Initial Inspection and Tests
1 Insulation Resistance
Voltage Applied v Ambient Temp oC Machine Temp oC
1 min 10 min PI A to GND
B to GND
C to GND
2 Surge Test Test Voltagehelliphelliphellip V Pass ___ Fail ___ 3 Growler Test Pass ___ Fail ___ 4 Motor Shaft Run out In
5 Rotor Endplay In
6 Shaft Diameter In
B Disassembly
1 End Bells Marked
2 Fan Orientation Marked C Component Inspection
1 General Condition of Rotor (include probable cause of major damage)
a Rotor Iron
b Rotor Windings Rotor bars
c Retaining Rings
IFB 21-054
Electric Motor Repairs
50
ATTACHMENT 4 INSPECTION DATA SHEET ndashPAGE 2 OF 2
Company Performing Work Motor SN SAP ID
2 General Condition of Stator (include probable cause of major damage)
a Stator Iron b End Lacings and Support systems
c Wedges
d Windings
e RTDThermocouple Condition
3 General Condition of Shaft Keyways
4 General Condition of Bearings
5 General Condition of Motor Housing
6 Other
7 Core loss preceding winding removal watts
8 Core loss following winding removal watts
9 Recommended Repairs Signature Printed Name Title Date
IFB 21-054
Electric Motor Repairs
51
ATTACHMENT 5 Page 1 of 5
WORK PERFORMED DATA SHEET Company Performing Work Motor SN SAP ID A Describe work performed on rotor B Describe work performed on stator C Describe work performed on shaft D Describe work performed on bearings
Replaced bearings Yes No Manufacturer Type Code
E Other F Was motor vacuum-pressure impregnated Yes No
Resin used
Number of VPI and bake cycles G Was motor treated for abrasion protection Yes No
Treatment used
IFB 21-054
Electric Motor Repairs
52
ATTACHMENT 5 Page 2 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID H Varnish used for non-VPI applications
Number of dip and bake cycles I Final Tests
1 Insulation Resistance
Voltage Applied v Ambient Temp oC Machine Temp oC
1 min 10 min PI
A to GND
B to GND
C to GND
2 Phase Balance
Voltage Applied Vac A amps B amps C amps
3 High Potential Applied Leakage Time
Phase Voltage Current Duration
A
B
C
OR (if cant be separated)
ALL
IFB 21-054
Electric Motor Repairs
53
ATTACHMENT 5 Page 3 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
4 Winding Resistance
A-B milliohms A-N milliohms
B-C milliohms OR B-N milliohms C-A milliohms C-N milliohms
5 Dynamic Balance
RPM Vibration DE ODE Initial Final
6 No-Load Run
Phase Bearing Current Temperature Vibration_________
Ia Ib Ic Inboard Outboard RPM Inboard Outboard
15 Min 30 Min 45 Min
60 Min Acceleration time (Seconds) Peak starting current (Amper) ( IFL)
7 Miscellaneous
Direction of Rotation Viewed from End
End Play (Sleeve Bearing Only) in
IFB 21-054
Electric Motor Repairs
54
ATTACHMENT 5 Page 4 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
Inboard Bearing Journal Dia in
Inboard Bearing ID in
Outboard Bearing Journal Dia in
Outboard Bearing ID in
8 High FrequencySurge Comparison Tests (New Coils Only)
Voltage Applied v
Results
9 Air Gap Measurements
A minimum of sixteen (16) readings should be taken from each end using the following method
1 Mark position on stator at 12 oclock 3 oclock 6 oclock and 9 oclock 2 Mark position on rotor at 12 oclock 3 Take air gap readings at 12 3 6 and 9 from both ends pinion end (DE) opposite end (ODE)
Record readings [Eight (8) readings] 4 Rotate rotor to 3 oclock position 5 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings [Eight (8)
readings] 6 Rotate rotor to 6 oclock position 7 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings [Eight (8)
readings] 8 Rotate rotor to 9 oclock position 9 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings (Eight (8)
readings) 10 Calculate average readings and overall average air gap The acceptable tolerance between
average readings and the overall average gap is plusmn5
IFB 21-054
Electric Motor Repairs
55
ATTACHMENT 5 Page 5 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
DRIVE END
OPPOSITE DRIVE END
IFB 21-054
Electric Motor Repairs
56
ATTACHMENT 6 WAIVER OF SPECIFICATIONRELEASE OF HOLD POINT
Company Requesting Waiver of SpecificationRelease of Hold Point Person Making RequestDate Contact Info FW Equipment Name FW SAP EQUIPMENT Number Manufacturer Serial Number Horsepower Voltage Request for Waiver of Specification
Request for Release of Hold Point
Item Description FW Authorized Action APPROVED BY Printed Name and Title Date
IFB 21-054
Electric Motor Repairs
57
ATTACHMENT 7
RECOMMENDED CLEARANCES SLEEVE BEARINGS
ROUND BORES ONLY Company Performing Work Motor SN SAP ID Shaft Size Clearance for Clearance for Journal Diameter Horizontal Shaft Vertical Shaft (In inches) (In Inches) (In Inches) (In Inches) 1 004 +001 -000 004 +001 -000 2 004 +001 -000 004 +001 -000 3 006 +002 -000 006 +001 -000 4 008 +002 -000 007 +001 -000 5 010 +002 -000 007 +002 -000 6 012 +002 -000 007 +002 -000 7 014 +002 -000 007 +002 -000 8 016 +002 -000 007 +002 -000 9 018 +002 -000 007 +002 -000 10 020 +002 -000 007 +002 -000 11 020 +002 -000 007 +002 -000 12 021 +002 -000 007 +002 -000 13 021 +002 -000 007 +002 -000 14 022 +002 -000 007 +002 -000 15 022 +002 -000 008 +002 -000 16 023 +002 -000 008 +002 -000 17 023 +002 -000 008 +002 -000 18 024 +002 -000 008 +002 -000 19 024 +002 -000 008 +002 -000 20 025 +002 -000 008 +002 -000
IFB 21-054
Electric Motor Repairs
58
ATTACHMENT 8 Company Performing Work Motor SN SAP ID
DYNAMIC BALANCE CERTIFICATE
Balance Machine Model No ______________ Last Calibration Date ________ Balance Machine Serial No __________________________ Weight __________________ ldquoIn Servicerdquo Speed (RPM) ________ Balance Speed (RPM) __________________________
Certified by Printed Name and Title
Radius of permanent balance weight (in) _____________ IB _____________OB As Found Balance (ozin) _____________________IB ___________________OB As Left Balance (ozin) ______________________IB ___________________OB Calculated acceptance limit per journal (4WN) ___________IB __________OB If ozin value is not available for ldquoAs Found Balancerdquo and ldquoAs Left Balancerdquo use the mils value
Vendor _______________________________ Balance Date _________Time____ Equipment balanced __________________________________________________
IFB 21-054
Electric Motor Repairs
8
CLEANING AND BAKING HOLD POINT
bull Should an alternative to baking be necessary Owner approval will
be required before further action is taken
b The rotor shall be cleaned as needed with a suitable solvent and oven dried
7 Varnish Treatment and Bake Cycle (Reference IEEE Std 1068 Section 8
a Random wound stators shall be subjected to two dip and bake cycles using a polyester
or epoxy resin for rewinds and a single dip and bake for reconditioning Bake cycle
time and temperature shall be in accordance with the resin manufacturerrsquos
recommendation Resin shall be capable of Class H operation
b If moisture protection is specified on Attachment 3 the windings shall be given three
vacuum-pressure impregnation treatments for rewinds and one for reconditioning
c If abrasion protection is specified on Attachment 3 a coat of polyurethane resin or
silicone rubber shall be applied in addition to the resin treatment described in 43A7a
and 43A7b Cooling passages shall not be blocked
d Form wound stators shall be subjected to one dip and bake cycle for reconditioning and
two for rewinds as outlined in 43A7a The stator shall be inspected prior to and
immediately after dipping to ensure the cooling vents are clear
8 Reassembly and Testing
All work and final test results shall be recorded on the Work Performed Report
(Attachment 5) The following tests shall be performed on the reconditioned motor
(reference IEEE Std 1068 Section 813 for guidance on final testing with additional
tolerance guidance in ANSIEASA AR100)
a Insulation resistance ndash An insulation resistance test shall be performed as outlined in
Section 43A3a for ten minutes The acceptance value of resistance measured in
megohms corrected to 40 C shall be no less than 1 megohm per KV where KV is equal
to rating of motor in kilovolts Insulation resistance findings shall be temperature
corrected to the lsquoThermosettingrsquo value per IEEE 43 Section 63 and Figure 5 with
acceptable tolerance as found in Table 4 for further electrical testing
INSULATION RESISTANCE TESTING HOLD POINT
bull Owner shall be notified if this reading is below 10 megohms for
motors under 1000 volts and random wound motors and below 100
megohms for motors over 1000 volts and form wound motors
b Polarization Index A polarization index shall be calculated The index is the ratio of
the 10-minute insulation resistance measurement and the 1-minute measure The
IFB 21-054
Electric Motor Repairs
9
minimum acceptable PI shall be 20 when the insulation resistance is below 5000
megohms at one minute and no less than 10 over 5000 megohms at one minute
POLARIZATION INDEX HOLD POINT
bull Owner shall be notified if this reading is below 20 when the insulation resistance
is below 5000 megohms after 1 minute between 1 and 2 when the insulation
resistance is over 5000 megohms or below 10 at any time
c Phase Balance A phase balance test shall be performed at 20 rated voltage The
maximum unbalance in line currents shall be 5
d High Potential An AC high potential test shall be performed for a duration of one
minute Applied test voltage shall be as follows
1) Reconditioned coils 06 (2E+1000)vac
096(2E+1000)vac
2) New coils (2E+1000)vac
17(2E+1000)vac
Where E equals phase to phase operating voltage
e Winding Resistance Winding resistances and ambient temperature of the equipment
shall be measured and recorded Winding resistance shall be normalized to 25C per
IEEE 112 and IEEE 1068
f Dynamic Balance Rotors shall be dynamically balanced per API 610 4WN and in the
presence of the FW Condition Based Maintenance Supervisor and the FW Electrical
Supervisor or their designated representative (Note API 610 4WN is lower than ISO
19401 G 10 and is equivalent to ISO 1940 G07)
g No Load Run The motor shall be run at rated voltage non-loaded until bearing
temperatures stabilize (no change by more than 2 degrees over 20 minutes) bolted to
metal bed plate during which the following parameters shall be measured and recorded
at 10-minute intervals
1) Load Current
2) Bearing Temperature
3) Overall vibration maximum amplitude at any RPM shall be as identified in IEEE
1068 Tables 11 and 12
4) RPM
5) Rotation shall be compared with original direction
6) In addition the uncoupled acceleration time and peak starting currents shall be
recorded on the work sheet for across-the-line starts For any motor that FW
designates that is not to be started across-the-line but only by reduced voltage
means shall not be started across-the-line but shall be started for the shop tests
IFB 21-054
Electric Motor Repairs
10
using reduced voltage starters that limit the motor current to no more than 5 times
full load nameplate current
h Miscellaneous
1) Direction of rotation shall be marked on the motor and recorded
2) End play for sleeve bearing applications shall be measured and recorded
3) Bearing and bearing journal data shall be measured and recorded
4) Magnetic center shall be marked
i Surge Comparison Tests The voltage levels shall be at 2E + 1000 volts AC for the
high frequencysurge comparison test
j Air gap shall be measured and recorded at 1200 300 600 and 900 orsquoclock
positions according to the instructions given on Attachment 5
9 Painting The motor shall be painted with paint specified on Attachment 3 Shaft
extensions shall be sprayed with a preservative Reference IEEE 1068 Section 810
B Major Repair
1 In cases where major repair is necessary the Contractor shall perform the following
procedures as outlined in Section 43A1 Motor Reconditioning as well as the major
repair
a Initial inspection and tests
b Disassembly
c Component inspection
d Cleaning and baking
e Varnish treatment and bake cycle
f Reassembly and testing
g Painting
2 Data required by the Owner from results of inspections and tests performed during a major
repair is outlined on Attachment 5 Inspection Data Sheet The items listed shall apply as
the individual case dictates upon Ownerrsquos approval
3 Stator Rewind
a All winding data shall be recorded prior to stripping stator conductors ie wire size
number of turns pitch winding connections etc
b A core loss test shall be recorded on Attachment 4 Following winding removal a
second test shall be performed
IFB 21-054
Electric Motor Repairs
11
STATOR REWIND HOLD POINT
bull Should the measured core losses in watts per pound or the core loss
test exceeds 6 watts per pound at 1T when tested per IEEE Std 422
or hot spots greater than 10C or an increase of the second test
exceed those of the first the Contractor shall notify FW prior to
further repair activity
c Only if necessary the old windings shall be burned out of the stator in a burnout oven
with adequate temperature controls in order to provide uniform heating and cooling
thus preventing warping and cracking of the frame deterioration of the core plate
treatment on the laminations and impairment of the magnetic qualities of the core The
oven shall be equipped with a water fire suppression system and a temperature
recording chart meter The temperature used for roasting shall not exceed 700 degrees
Fahrenheit Additional stripping methods are found in IEEE Std 1068 Section 82
STATOR STRIPPING METHOD HOLD POINT
bull Stripping methods other than burnout oven may be applied with
Owner consent
d After the windings have been removed the stator laminations shall be thoroughly
cleaned by blowing out with compressed air and removing any foreign matter by hand
The stator slots shall be clean and free of sharp edges or particles
e Laminations shall be inspected for damage Any minor iron damage shall be corrected
by hand filing and separating laminations to eliminate shorts All burrs and rough edges
shall be corrected prior to the rewinding procedure Corrections shall be made
regardless of whether the imperfections existed originally in the stator iron or were
caused by the stripping operation
STATOR DAMAGED LAMININATIONS OR IRON
REPLACEMENT HOLD POINT
bull Should major core damage require restacking of laminations a
digital photo of the damaged area shall be submitted to the Owner
or Owner inspection will be required prior to repairing damaged
laminations or iron replacement
f The repaired stator shall be loop checked and hot spots greater than 10C shall be
corrected
g The suspected cause of iron damage shall be listed on Attachment 4
IFB 21-054
Electric Motor Repairs
12
STATOR MOTOR LEAD REPLACEMENT HOLD POINT
bull Should motor lead replacement be required FW shall be notified
prior to replacement concerning lead length designations
termination hardware etc
h The stator shall be rewound in accordance with Section 43C Winding Materials and
Insulation Requirements
i Where slot space permits coil copper size shall be increased with prior approval of
FW Electrical Supervisor when doing so will increase the motor efficiency and the
increased starting current can be accommodated by the motor controller
j Coils shall be securely tied to surge rings and adjacent coils Surge rings shall be rigid
k The stator coils shall fit in the stator iron parallel to the slot Where extra room exists
between the coil and the iron either a slot cell (if originally designed with one) or side
filler shall be used to make a more intimate fit between the coil and the iron
l The connections between coils and groups shall be horseshoed (eg U-shaped) to
permit continuous taping over all brazed joints
m The coil extensions shall be tied to one or more surge rings and shall be suitably blocked
between coils on both the inside and outside of the coil extensions
n The jumpers shall be uniformly laid and placed around the periphery of the connection
o Motors with form wound coils shall not be converted to random wound
p Tie cord used to secure the wires in the end turns shall be at a minimum 100 lb test
Dacron stranded cord
q Motor stators containing stator RTDrsquos thermocouples or thermistors shall be rewound
with devices rated the same RTDrsquos are to be 3-lead and added to old motors at a
minimum of two per phase Owner shall indicate if a greater quantity is desired When
possible the Contractor shall arrange RTDs in the same position as the original
winding or evenly spaced if unknown or new
4 Rotor Repair
ROTOR REPAIR HOLD POINT
bull Any repair activity involved with securing loose rotor bars and retaining
rings shall be brought to the attention of the Owner prior to beginning
the activity
IFB 21-054
Electric Motor Repairs
13
5 Shaft Straightening
SHAFT STRAIGHTENING HOLD POINT
bull Any shaft straightening procedure shall be brought to the attention of
the Owner prior to beginning the activity Shafts shall be straightened
by heating or jacking to meet the following run out requirements
RPM Run Out
Less than 1800 0002 in
More than 1800 0001 in
C Winding Materials and Insulation Requirements
1 Winding Materials
a Magnet wire in coils shall be copper
b Form wound coils shall not be converted to random wound
c Lacings and ties shall be made with glass cord or tape or woven Dacron tape
d Wedges fillers blocks and winding material shall be suitable for Class ldquoHrdquo operation
e Shrink tapes are not acceptable
2 Insulation Requirements
a Form Wound Coils
1) All materials in the insulation system shall be rated for Class ldquoHrdquo operation
2) Strand insulation shall consist of fiberglass Dacron-glass wrap or mica tape applied
over epoxy or polyester resins Class ldquoHrdquo enamel or Kapton applied to the wire as
dictated by the volts per turn rating of the coil Reference IEEE Std 1068 Section
853
3) Ground wall insulation shall consist of Nomexreg such as Nomex-Milar-Nomex or
Dacron-glass backed mica paper or an equivalent mica flaked tape Ground
insulation shall be compatible with epoxy or polyester resin used during vacuum-
pressure impregnation
4) Nomex or polyester glass armor tape shall be applied on the outside of the coil for
mechanical protection
5) For sealed coil applications a partially cured epoxy coated polyester or polyester
glass tape shall be applied to the outside of the coil in addition to the requirements
stated above Lead areas shall be sealed with compatible epoxy putty
IFB 21-054
Electric Motor Repairs
14
b Random Wound Coils
1) All materials in the insulation system shall be rated for Class ldquoHrdquo operation
2) Minimum thickness for stator slot insulation material shall be 015 inches
3) All ground wall insulating material shall extend beyond the edge of the stator iron
in a uniform manner and shall be cuffed
4) Slot separators shall be used between coils in all stator slots
5) Phase insulation in the winding end turns shall be resin treated glass cloth or
equivalent to provide positive separation between phases in the event of varnish
degradation caused by excessive temperature above the motor rating
6) Sleeving used on stator connections shall be acrylic coated fiberglass or equivalent
rate 4000 volts or higher
7) Leads shall be GE Vulkaflex or equivalent for open enclosure motors and silicone
rubber covered with glass braid or equivalent for totally enclosed motors
8) Stator shall be subjected to two dip and bake cycles as outlined in Section 23A7
or as directed by Owner
44 Repair Facility Requirements
A Repair Facility Capabilities
1 Facility shall be capable of performing all balance work (no subcontracting will be
authorized)
2 Facility shall be capable of starting 3-phase 4160 volt 3050 HP vertical motor
3 Facility shall be capable of starting 3-phase 4160 volt 1800 HP horizontal motor
4 Facility shall allow for FW staff to safely witness testing
B Repair Facility Location
The Contractorrsquos repair facility shall be located within a four-hour drive from FWrsquos main office
located at 8570 Executive Park Avenue Fairfax Virginia 22031 Fairfax County Virginia
45 Future Work Time of Performance
A All motor repairs shall be performed and completed in accordance with the delivery lead time
included in the written quote Failure of the Contractor to perform within the stated deadlines
may jeopardize FWrsquos ability to provide water to its customers and may result in FW terminating
the contract with the Contractor for cause
B By submitting a proposal in response to this solicitation Contractor agrees without exception
that for all future work quoted they shall meet the delivery lead times as specified in their written
quote Contractor further attests that they shall provide FW expedited services as required to
complete all future work without additional cost (See Section 47)
IFB 21-054
Electric Motor Repairs
15
46 Transportation
The Contractor shall furnish all transportation services to pick up and return motors to the
designated FW facility All deliveries to FW shall be FOB Destination Transportation costs shall
be included in the Contractorrsquos labor rates or listed separately Fairfax Water will not pay any
additional or separate charges for transportation not included on the bid price
47 Priority Customer
The Contractor understands and acknowledges that FW provides services that are essential to the
health and welfare of the public Failure of the Contractor to perform the services described herein
in a timely manner may jeopardize FWrsquos ability to provide essential services which may affect the
health and welfare of the public served by FW In the event of material shortages at any level of the
production to delivery chain the Contractor agrees and affirms that FW shall be given the earliest
possible notice and the highest priority for allocation of all goods and services specified herein To
the extent that the Contractor must prioritize and allocate delivery among its customers the
requirements of FW shall be honored before goods and services are provided to any customer with
no obligations with regard to the public health and welfare To the extent that availability of repair
parts or Contractor staffing including subcontractor staffing is insufficient to meet the requirements
of all the Contractorrsquos customers who are responsible for the health and welfare of the public the
goods shall be allocated in a manner deemed to be fair and reasonable to all such clients
48 Time Is Of The Essence
Time is of the essence Repair services shall be performed within the time specified on the
Contractorrsquos Bid Submission Form or otherwise set forth on the applicable Purchase Order
Notwithstanding the foregoing the Contractor shall not be deemed to have breached the terms and
conditions of the Contract Documents to the extent any delay is due to circumstances beyond its
reasonable control and without the fault or negligence of the Contractor provided that the Contractor
first shall have provided Fairfax Water with written notice (to include facsimile or e-mail) of any
such delay within five days after the occurrence of events or circumstances causing the delay
49 Use of Subcontractors
A The Contractor shall be responsible for all products and services described and defined herein
The use of any subcontractor is prohibited unless the Contractor proposes to use a subcontractor
at the time of bid submission Approval to use a subcontractor shall be in written form and be a
part of the resultant contract (See Section 55 for subcontractor submittal requirements)
B Even when properly authorized by FW the use of a subcontractor does not relieve the Contractor
of liability under the contract
C The Contractor at its sole expense shall be responsible for damage to FW and non-FW property
as a result of its failure or its subcontractorrsquos failure to protect such facilities and utilities
D The Contractor at its sole expense shall immediately repair or replace FW property damaged
by (or caused by) the Contractor or its Subcontractor(s) Replacements will be of equal or better
IFB 21-054
Electric Motor Repairs
16
quality than the property damaged property and all such work must be approved by FW Project
Manager
410 Delays
A By the Contractor After issuing a written warning to the Contractor FW may declare the
Contractor in default for unacceptable delays If such a declaration is made FW reserves the
unilateral right to cure the default by any means available to FW including but not limited to
contracting with another supplier to complete the repairs Any additional repair costs incurred
by FW as a result of unacceptable delays on the part of the Contractor may be passed onto the
Contractor This is not a limitation of FWrsquos legal rights to recover damages due to Contractor
default in any other way
B By FW The Contractor shall not be responsible for delays caused by FW its agents or other
FW Contractors To the extent that the Contractor is unable to proceed due to the actions or
inactionrsquos of FW its agents employees or other FW Contractors the Contractor shall be granted
an extension to the delivery schedule equal to the documented amount of time the Contractor
was prevented from performing work The Contractor shall not be eligible for damages as a
result of FW delays
411 Site Safety and Access
A The Contractor shall schedule and coordinate the Work and install temporary facilities as
required to maintain continuous operation and access to existing equipment in the area of Work
The Contractor shall not commence retrofit work until authorized by the FW Project Manager
The Contractor is advised that FW may at its sole discretion delay or stop work as required to
ensure continuous and reliable operation of the facility especially during peak flow events
B The Contractor shall secure the Site and all areas of Work to prevent access and the potential for
injury to its employees FW employees its agents and others by construction and installation of
temporary guard-rails fencing barricades highway cones warning signstape etc andor other
appropriate means and as directed by the FW Project Manager Such hazards include but are
not limited to mechanical hazards electrical hazards surface irregularities or construction tools
and equipment
C FW shall have the right to deny access to the Site or require the Contractor to remove from the
Site any individual who has exhibited violent abusive or threatening behavior or conduct
D FW may limit restrict or prohibit access to areas of the Site on a permanent or temporary basis
When access to such restricted areas is required by the Contractor to perform the Work the
Contractor shall obtain permission from the FW Project Manager and shall comply with such
conditions or limitations to access as may be imposed by the FW Project Manager
E FW may restrict parking or require parking permits for vehicles to be brought onto the plant The
Contractor shall be responsible for arranging transportation for its personnel to reach the job sites
from whatever parking area is provided by FW
IFB 21-054
Electric Motor Repairs
17
412 Superintendence by Contractor
A The Contractor shall have a competent Field Supervisor satisfactory to FW on the job site at all
times during the progress of the Work The Contractor shall be responsible for coordinating all
portions of the Work under contract except where otherwise specified in the contract documents
and for all safety and worker health programs and practices The Contractor shall notify the
Project Manager in writing of any proposed change in superintendent including the reason
therefore prior to making such change
B The Contractor shall at all times enforce strict discipline and good order among the workers on
the project The Contractor shall not employ on the Project any unfit person anyone not skilled
in the work assigned to him or anyone who will not work in harmony with those employed by
the Contractor subcontractors FW or FWrsquos separate Contractors and their subcontractors
C FW may in writing require the Contractor to remove from FW property any employee FW
deems to be incompetent careless not working in harmony with others on the site or otherwise
objectionable
5 INSTRUCTIONS TO BIDDERS
51 Questions and Communications
A All contact between prospective bidders and FW with respect to this solicitation will be formally
held at scheduled meetings or in writing issued by the Procurement Office Questions and
comments regarding the meaning or interpretation of any aspect of this solicitation must be
submitted in writing to the Procurement Contact identified on the cover page to this solicitation
and must be received on or before the deadline for submitting questions Only written questions
will be accepted Questions or comments that are submitted after the deadline set forth on the
cover page to this solicitation will not be answered
B FW will respond to all questions and comments that are received by the deadline and that are
deemed to address a matter that is relevant and substantive in nature within a reasonable period
of time in the form of a written Addendum Oral communications between FW and any bidder
regarding the interpretation or meaning of any aspect of this IFB are not authorized and may not
be relied upon for any purpose
52 Instructions for Submitting Bids
The deadline for submitting bids and the location of the bid opening is shown on the cover page All
bids must be submitted in a sealed package(s) no other form of submission will be accepted (ie
email facsimile etc) Bids will be opened immediately following the deadline for submitting bids
Bids will be opened in accordance with the provisions of the Virginia Public Procurement Act
IFB 21-054
Electric Motor Repairs
18
Bid packages must be identified on the outside as follows
From _____________________________________________ ______________________
Name of Bidder Due Date
_____________________________________________ ______________________
Street IFB No
_____________________________________________ ______________________
City State Zip Code IFB Title
Attn Tammy Spinks
53 Virtual Bid Opening
A Virtual Bid Opening will be held immediately after the bid submission deadline Attendees may
access the Virtual Bid Opening using the following information
Microsoft Teams meeting
Join on your computer or mobile app
Click here to join the meeting
Or call in (audio only)
+1 571-348-5786544174819 United States Arlington
Phone Conference ID 544 174 819
54 Familiarity with Specifications
A Each Bidder shall bear responsibility for thoroughly examining this solicitation in its entirety
In the event that a bidder has any questions or comments regarding the proper meaning or intent
of any aspect of this solicitation then the bidder shall submit all such questions and comments
in writing to the Procurement Contact identified on the cover sheet of this solicitation
B The submission of a bid by a bidder in response to this solicitation shall be deemed to constitute
a representation on the part of such Bidder that it has thoroughly examined this solicitation and
has submitted any and all questions and comments it may have regarding the meaning or
interpretation of this solicitation to Fairfax Water in the manner prescribed herein
55 Bid Submission Packet
A Attachment 1 is the Bid Submission Form It must be completed and signed by an agent who is
fully authorized to bind the individual or organization submitting the offer to sell to the
specifications terms and conditions contained herein as well as any addenda to this solicitation
B Attachment 2 is the Reference Form Each bidder shall include at least three references with
their bid submission packet References shall be from customers of comparable size and scope
of operations as FW to whom the bidder has supplied the same services within the past 24-
months References must be able to attest without reservation to the fact that the bidder provided
the contracted services without any significant problem of any kind and at any time during the
contract period Bidders shall not list FW as a reference for purposes of this solicitation
IFB 21-054
Electric Motor Repairs
19
C Subcontractor List and Subcontractor Reference List Submittals
1 The Contractor shall include a list of all proposed subcontractors with their bid submission
packet The Subcontractor List shall specify the type of work and percentage of work the
Contractor shall rely on the subcontractor to perform
2 The Contractor shall include a separate list of references for each proposed subcontractor
with three references from the subcontractorrsquos customers that are of comparable size and
scope of operations as FW to whom the subcontractor has supplied the same services within
the past 24-months References must be able to attest without reservation to the fact that the
subcontractor provided the services without any significant problem of any kind and at any
time during the contract period The subcontractor reference list shall not list FW as a
reference for purposes of this solicitation
D Attachment 9 is the IRS Form W-9 Request for Taxpayer Identification Number and
Certification Each bidder shall include a completed form with their bid submission packet
E In addition to the mandatory insurance requirements listed in Subsection 614 (Insurance
Requirements) and at the request of FW the Contractor shall submit a list of all insurance claims
made against it within the past 12 months Failure to include this information within ten calendar
days of request by FW may result in rejection of your bid
56 Directions for Completing the Bid Form and Bidding each Hypothetical Electric Motor Repair
A The Bid Submission Form is broken down into five sections
Part 1 ndash Hypothetical Electric Motor Repair Pricing
Part 2 ndash Vaughenrsquos Pricing Guide Discounts Offered by Motor horse power
Part 3 ndash Labor Rates
Part 4 ndash Contact Person
Part 5 ndash Repair Facility Capabilities and Location Certification
B Bidders shall fill in all blanks provided on the Bid Form for all sections paying particular attention
to the instructions given for Part 1 and Part 3 Failure to complete all sections of the Bid Submission
Form may deem your bid as non-responsive Failure to include the separate pricing sheets for
each scenario in your bid submission packet will cause FW to deem the bid as non-response
and it will not be eligible for contract award All transportation shall be bid as FOB Destination
Include all necessary costs in your bid submission Failure to include the cost of shipping and
handling will be interpreted as included in the unit price for each item FW will not pay for shipping
and handling charges not included in your bid
C Directions for bidding each hypothetical electric motor repair
1 Bidders shall attach a separate and detailed price sheet for each sample scenario to their bid
form The price sheet shall be on the bidderrsquos company letterhead and labeled with the
applicable hypothetical scenario title The price sheet shall be signed by the bidder and
IFB 21-054
Electric Motor Repairs
20
include the bidderrsquos printed name title and date All repair work and parts shall be based on
the Vaughenrsquos Pricing Guide less any discount offered
2 The bidderrsquos separate price sheet shall include at a minimum the following
b Parts shall be bid by quantity unit cost and total cost
c Labor shall be bid by labor type and hourly rate and the extended total cost
d Transportation shall be included in the labor rate or listed separately
3 Bidders shall report their total material costs less any discount offered the total number of
manhours needed to complete the repair and the total cost for all labor categories for each
scenario in the appropriate spaces in PART 1 Sample Repair Pricing Schedule on the Bid
Submission Form
4 Bidders shall report the aggregate cost of all four repair scenarios in PART 1 Sample Repair
Pricing Schedule on the Bid Submission Form in the appropriate space
5 In the event of a mathematical error on the Sample Repair Pricing Schedule unit prices from
each detailed price sheet scenario shall prevail
6 Bidders shall record any discount offered and utilized in pricing each scenario by motor horse
power in PART 2 ndash Discounts Offered on the Bid Submission Form
7 All four hypothetical repair scenarios shall be bid and the bidderrsquos separate price sheet shall be
included with their Bid Submission Form Bidders who fail to bid all four hypothetical repairs
or fail to include each hypothetical repairs separate price sheet will be deemed non-responsive
and their bid will not be eligible for award
57 Proprietary Information
A Except as provided herein or as otherwise set forth in sect22-4342 of the Virginia Public
Procurement Act (Va Code Ann sect22-4300 et seq the ldquoActrdquo) all proceedings records
contracts and other public records relating to procurement transactions shall be open to
inspection in accordance with the Virginia Freedom of Information Act (Va Code Ann sect22-
3700 et seq the ldquoVirginia FOIArdquo)
B A Bidder Offeror or Contractor shall have the right to identify data or other materials submitted
in connection with this procurement as trade secrets or proprietary information which shall not
be subject to inspection pursuant to either sect22-4342 of the Act or the Virginia FOIA by
submitting to Fairfax Water prior to or at the time of submission of its proposal or bid a separate
written notice on its letterhead stationery setting forth the following (i) a statement indicating
that the Bidder Offeror or Contractor wishes to invoke the protections of this section (ii) an
identification of the data or other materials for which protection is sought and (iii) a statement
with regard to why protection is necessary
IFB 21-054
Electric Motor Repairs
21
58 ExceptionsAdditions
No exceptions or additions to the SpecificationsScope of Work or Contract Terms and Conditions
shall be permitted Any questions or concerns regarding any part of the IFB shall be submitted to
the Procurement Contact prior to the date specified in the Questions and Communications section
above Bids containing any exceptions to the SpecificationsScope of Work or Contract Terms and
Conditions or submitting additional Terms and Conditions shall be deemed non-responsive and
rejected Exceptions or additions proposed after bid submission by the successful bidder shall not
be accepted
59 Addenda to the IFB
A FW reserves the right to amend this solicitation at any time prior to the deadline for submitting
Bids If it becomes necessary to revise any part of this IFB notice of the revision will be given
in the form of an Addendum that will be provided to all prospective Bidders who are on record
with FW as having received this solicitation If in the opinion of FW the deadline for the
submission of bids does not provide sufficient time for consideration of any Addendum then
such deadline may be extended at the discretion of FW
B It shall be the responsibility of each Bidder to contact the Purchasing Contact identified on the
cover page to this solicitation prior to submission of a bid hereunder in order to determine
whether any Addenda have been issued in connection with this procurement Notwithstanding
any provision to the contrary the failure of any Bidder to receive any Addenda shall neither
constitute grounds for withdrawal of its bid nor relieve such Bidder from any responsibility for
incorporating the provisions of any Addenda in its proposal
C Acknowledge receipt of each addendum by signing it and submitting it by the bid deadline
Failure to return a signed addendum may result in a bid being determined non-responsive
510 Late Bids
Bids or unsolicited amendments to bids arriving after the bid submission deadline will not be
considered
511 Arrearage
By submitting a Bid in response to this solicitation the individual or firm submitting the bid shall
be deemed to represent that it is not in arrears in the payment of any obligation due and owing FW
the Commonwealth of Virginia or any public body in the Commonwealth of Virginia including but
not limited to any obligation to pay taxes andor employee benefits Bidder further agrees that it
shall make diligent efforts to avoid becoming in arrears during the Term of any Contract awarded
hereunder
512 Contract Award
Contract award will be made to the lowest responsive and responsible bidder based on total cost
Whenever the lowest responsive and responsible bidder is a resident of a state other than Virginia
IFB 21-054
Electric Motor Repairs
22
and such state under its laws allows a resident contractor of that state a percentage preference a like
preference shall be allowed to the lowest responsive and responsible bidder who is a resident of
Virginia and is the next lowest bidder If the lowest bidder is a resident contractor of a state with an
absolute preference the bid preference shall not be considered
513 Public Notice of Award
Public notice of award will be posted on the official FW web site
httpswwwfairfaxwaterorgcontracts
514 Authorization to do Business in Virginia
Each bidder that is organized or authorized to transact business in the Commonwealth of Virginia
pursuant to Title 131 or Title 50 of the Virginia Code shall include with its bid the identification
number issued to it by the Virginia State Corporation Commission Any bidder that is not authorized
to transact business in Virginia as a foreign entity under Title 131 or title 50 of the Virginia Code
or as otherwise required by law shall include in its bid a statement describing why the bidder is not
required to be so authorized Any bidder that fails to provide the required information may not
receive an award
515 Cancellation
FW may cancel this solicitation at any time and for any reason prior to contract award
516 Compliance with Laws Regulations and Codes
The Bidder hereby represents and warrants that
A It is qualified and properly licensed to do business in the Commonwealth of Virginia and that it
will take such action as from time to time hereafter may be necessary to remain so qualified
B It is not in arrears with respect to the payment of any monies due and owing FW the
Commonwealth of Virginia or any department or unit thereof including but not limited to the
payment of taxes and employee benefits and that it shall not become so in arrears during the
term of this Contract
C It shall comply with all federal State and local laws regulations and ordinances applicable to
its activities and obligations under this Contract and
D It shall obtain at its expense all licenses permits insurance and governmental approval if any
necessary to the performance of its obligations under this Contract
517 Debarment Status
By submitting a Bid in response to this solicitation each Bidder certifies that it is not currently
debarred by the federal government the Commonwealth of Virginia or any agency or department
thereof from submitting a bid or proposal in connection with any procurement project and that it is
not an agent of any person or entity that currently is so debarred
IFB 21-054
Electric Motor Repairs
23
518 Duration of Bids
Bids shall be valid for a minimum of 90 days following the deadline for submitting bids If an award
is not made during that period all bids shall be automatically extended for another 90 days Bids
will be automatically renewed until such time as either an award is made or proper notice is given
to FW of Bidders intent to withdraw its bid Bids may only be withdrawn by submitting written
notice at least seven days before the expiration of the then current 90-day period
519 Unit Prices Prevail
In the event that there is a mathematical error on the bid submission form the unit price for each
item shall prevail All costs to provide the goods and services specified in this solicitation shall be
shown on the attached bid form Line items left blank will be interpreted as at no cost to FW
520 Negotiation with Low Bidder
If the lowest bid submitted by a responsive and responsible bidder exceeds available funds for this
procurement then Fairfax Water may in its discretion conduct negotiations with the lowest
responsive and responsible bidder (the ldquoLow Bidderrdquo) in an effort to obtain a contract price that is
within available funds In such event Fairfax Water will notify the Low Bidder verbally or in writing
that its bid exceeds available funds and will schedule a conference with the Low Bidder Fairfax
Water staff and such advisors and consultants as Fairfax Water deems appropriate in order to discuss
possible modifications to the scope of the procurement that may result in a price that is within
available funds The conference and any subsequent negotiations may be conducted in person or by
telephone If during the conference the parties arrive at an acceptable modification to the scope of
the project and a contract price that is within available funds then Fairfax Water may award a
contract to the Low Bidder based upon the newly-modified terms and conditions Otherwise the
Low Bidder will within 15 days after the date of the conference (or such longer or shorter period as
may be specified in writing by Fairfax Water) submit to Fairfax Water a written addendum to its
original Bid Form which describes its proposed modification(s) to the scope of the procurement and
sets forth the Low Bidderrsquos newly adjusted bid price Fairfax Water may conduct further
negotiations with the Low Bidder or request additional clarifications or modifications If the Low
Bidderrsquos proposed modifications are acceptable to Fairfax Water and the associated contract price is
within available funds then Fairfax Water may award a contract to the Low Bidder based upon the
modified terms and conditions If the proposed modifications are not acceptable to Fairfax Water
or the associated price reductions are not within available funds then Fairfax Water will terminate
negotiations and reject all bids
521 References
Each bidder shall include at least three references with their bid submission packet (see Attachment
2 References) References shall be from customers of comparable size and scope of operations as
FW to whom the bidder has supplied the same services within the past 24-months References must
be able to attest without reservation to the fact that the bidder provided the contracted services
without any significant problem of any kind and at any time during the contract period Bidders
shall not list FW as a reference for purposes of this solicitation
IFB 21-054
Electric Motor Repairs
24
522 Insurance Claims against Bidder
In addition to the mandatory insurance requirements listed in Section 614 (Insurance Requirements)
and at the request of FW the apparent low bidder shall submit a list of all insurance claims made
against it within the past 12 months Failure to include this information within ten calendar days of
request by FW may result in rejection of your bid
523 Incorporation by Reference
This solicitation is issued in accordance with and controlled by the Virginia Public Procurement
Act (VPPA) which is incorporated into and made part of the solicitation by reference By submitting
a bid in response to this solicitation all bidders acknowledge the VPPA and agree to be bound by it
A copy of the VPPA is available for inspection at the Purchasing Department at FW It is also
available at this site
httpslawlisvirginiagovvacodepopularnamesvirginia-public-procurement-act
6 CONTRACT TERMS AND CONDITION
61 Term of Contract
The term of this contract shall be from the effective date of the contract award through October 31 2022 with four 1-
year renewal options through October 31 2026
62 Anti-Discrimination
By submitting their bids Bidders certify to FW that they will conform to the provisions of the Federal Civil Rights Act of 1964 as amended as well as the Virginia Fair Employment Contracting Act of 1975 as amended where applicable
the Virginians With Disabilities Act the Americans With Disabilities Act and sect11-51 of the Virginia Public Procurement
Act
A During the performance of the contract the Contractor agrees as follows
1 The Contractor will not discriminate against any employee or applicant for employment because of race
religion color sex national origin or disabilities except where religion sex or national origin is a bona fide
occupational qualification reasonably necessary to the normal operation of the Contractor The Contractor
agrees to post in conspicuous places available to employees and applicants for employment notices setting
forth the provisions of this nondiscrimination clause
2 The Contractor in all solicitations or advertisements for employees placed by or on behalf of the Contractor
will state that such Contractor is an equal opportunity employer
3 Notices advertisements and solicitations placed in accordance with federal law rule or regulation shall be
deemed sufficient for the purpose of meeting these requirements
B The Contractor will include the provisions above in every subcontract or purchase order so that the provisions will
be binding upon each subcontractor or vendor
C Fairfax Water does not discriminate against faith-based organizations on the basis of the organizationrsquos religious
character or impose conditions that (a) restrict the religious character of the faith-based organization except as provided by law or (b) impair diminish or discourage the exercise of religious freedom by the recipients of such
goods services or disbursements
IFB 21-054
Electric Motor Repairs
25
63 Antitrust
By entering into a contract the Contractor conveys sells assigns and transfers to FW all rights title and interest in and
to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the
Commonwealth of Virginia relating to the particular goods or services purchased or acquired by FW
64 Assignment of Interest
The Contractor shall not assign any interest in any resulting Contract and shall not transfer any interest in the same
without prior written consent of FW which FW shall be under no obligation to grant
65 Availability of Funds
It is understood and agreed between the parties herein that FW shall be bound hereunder only to the extent of the funds
available or which may hereafter become available for the purpose of this agreement
66 Compliance with Laws Regulations and Codes
The Bidder hereby represents and warrants that
A It is qualified and properly licensed to do business in the Commonwealth of Virginia and that it will take such action
as from time to time hereafter may be necessary to remain so qualified
B It is not in arrears with respect to the payment of any monies due and owing FW the Commonwealth of Virginia
or any department or unit thereof including but not limited to the payment of taxes and employee benefits and that
it shall not become so in arrears during the term of this Contract
C It shall comply with all federal State and local laws regulations and ordinances applicable to its activities and
obligations under this Contract and
D It shall obtain at its expense all licenses permits insurance and governmental approval if any necessary to the
performance of its obligations under this Contract
67 Contract Formation
A The words ldquoContractrdquo and ldquoPurchase Orderrdquo are used interchangeably unless the context otherwise plainly requires
The documents comprising the Contract shall be accorded the following order of precedence
1 The Contract including any Amendments or Change Orders
2 All Purchase Orders
3 Any Addenda to this RFQ 4 This RFQ (including all Appendices and Attachments hereto) and
5 The Bidderrsquos completed Quote Submission Form (including any drawings and submittals)
B Anything called for by one of the contract documents and not called for by the others shall be of like effect as if
required or called for by all except that a provision clearly designed to negate or alter a provision contained in one
or more of the other contract documents shall have the intended effect
68 Contract Changes Change Orders
A No verbal agreement or conversation with any officer agent or employee of FW either before or after the execution
of any Contract resulting from this solicitation or follow-on negotiations shall affect or modify any of the terms
conditions specifications or obligations contained in the solicitation or resulting Contract No alterations to the
terms and conditions of the Contract shall be valid or binding upon FW unless made in writing and signed by the
purchasing contact identified on the cover page Contract changes shall be in writing and shall be on official FW
Purchasing Department letterhead In any event and in all circumstances the Contractor shall be solely liable and
responsible for any Contract changes deviations etc made without first receiving written authorization to deviate
from the Contract by the FW Project Manager
IFB 21-054
Electric Motor Repairs
26
B Changes can be made to the contract in any of the following ways
1 The parties may agree in writing to modify the scope of the contract An increase or decrease in the price of
the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement
to modify the scope of the contract 2 FW may order changes within the general scope of the contract at any time by Notice to the Contractor
Changes within the scope of the contract include but are not limited to things such as services to be performed
the method of packing or shipment and the place of delivery or installation The Contractor shall comply with
the notice upon receipt The Contractor shall be compensated for any additional costs incurred as the result of
such order and shall give FW a credit for any savings Said compensation shall be determined by one of the
following methods
a By mutual agreement between the parties in writing or
b By agreeing upon a unit price or using a unit price set forth in the contract if the work to be done can be
expressed in units and the Contractor accounts for the number of units of work performed subject to FWrsquos
right to audit the Contractorrsquos records andor to determine the correct number of units independently or
c By ordering the Contractor to proceed with the work and keep a record of all costs incurred and savings realized A markup for overhead and profit may be allowed if provided by the contract The same markup
shall be used for determining a decrease in price as the result of savings realized The Contractor shall
present FW with all vouchers and records of expenses incurred and savings realized FW shall have the
right to audit the records of the Contractor as it deems necessary to determine costs or savings Any claim
for an adjustment in price under this provision must be asserted by Notice to the Purchasing Department
Neither the existence of a claim nor a dispute resolution process litigation or any other provision of this
contract shall excuse the Contractor from promptly complying with the changes ordered by FW or with
the performance of the contract generally
69 Contractorrsquos Responsibilities
A The Contractor shall be responsible for all products andor services as required by this IFB The use of
subcontractors is prohibited unless
1 A request to include a subcontractor is included in the bid and
2 The Bidder receives written approval to use a subcontractor prior to or as part of the formal contract between
the parties
B Even when properly authorized by FW the use of a subcontractor does not relieve the Contractor of liability under
the contract C The Contractor at its sole expense shall be responsible for damage to FW and non-FW property as a result of its
failure or its subcontractorrsquos failure to protect such facilities and utilities
D The Contractor at its sole expense shall immediately repair or replace FW property damaged by (or caused by) the
Contractor or its Subcontractor(s) Replacements will be of equal or better quality than the property damaged
property and all such work must be approved by FW Project Manager
610 Ethics in Public Contracting
Contractor hereby certifies that it has familiarized itself with Article 4 of Title 11 of the Virginia Public Procurement
Act Section 11-72 through 80 Virginia Code Annotated and that all amounts received by it pursuant to a contract
resulting from this solicitation are proper and in accordance therewith
611 Examination of Records
Bidder agrees that in any resulting contract either FW or its duly authorized representative shall have access to and the
right to examine and copy any directly pertinent books documents papers and records of the Contractor involving
transactions related to any resulting contract This obligation shall expire five years after the final payment for the final service performed as a result of any and all contract(s) awarded pursuant to this solicitation or until audited by FW
whichever is sooner Contractor will provide reasonable access to any and all necessary documents and upon demand
IFB 21-054
Electric Motor Repairs
27
provide copies of documents if so required by FW or its representative(s) FW will reimburse the Contractor for any
reasonable expenses it incurs as a result of such a request
612 Governing Law Venue Waiver of Jury Trial
Notwithstanding any provision to the contrary this solicitation and any resulting contract shall be governed in all
respects by the laws of the Commonwealth of Virginia Any dispute arising hereunder which is not otherwise resolved
by the parties shall be resolved by a court of competent jurisdiction in the Commonwealth of Virginia The Contractor
and FW hereby waive any right such party may have to a trial by jury in connection with any such litigation
613 Indemnification and Responsibility for Claims and Liability
With respect to any contract that results from this solicitation Bidder is bound by the following
A The Contractor shall indemnify save harmless and defend FW or any employee of FW against liability for any
suits actions or claims of any character whatsoever arising from or relating to the performance of the Contractor
or its subcontractors under this contract
B FW has no obligation to provide legal counsel or defense or pay attorneys fees to the Contractor or its
subcontractors in the event that a suit or action of any character is brought by any person not party to the contract
against the Contractor or its subcontractors as a result of or relating to the Contractors obligations under this
contract
C FW has no obligation for the payment of any judgments or the settlement of any claims against the Contractor or
its subcontractors as a result of or relating to the Contractors obligations under this contract
D The Contractor shall immediately notify FW of any claim or suit made or filed against the Contractor or its
subcontractors regarding any matter resulting from or related to the Contractors obligations under the contract If
such a claim or suit is brought the Contractor will cooperate assist and consult with FW in the defense or
investigation of any suit or action made or filed against FW as a result of or relating to the Contractors performance
under this contract
E The Contractor shall pay all royalties and license fees necessary for performance of the contract The Contractor
shall defend all suits or claims for infringement of any patent rights or other proprietary rights arising from or related to performance of the resulting contract and shall save FW harmless from any loss including Attorneysrsquo fees arising
out of any such claim
614 Insurance
A In addition to the mandatory insurance requirements listed in this Section and at the request of FW any Bidder may
be required to provide a list of all insurance claims made against it within the past 36 months FW reserves the right
to reject any bid if in FWrsquos opinion the amount or number of claims is deemed to be excessive A Bidderrsquos failure
to comply with this requirement may result in rejection of its bid If no claims have been made then the Bidder shall so state in its bid Fairfax Water may require such information from the Contractor as it deems necessary to assess
the Contractorrsquos financial ability to pay any deductibles with respect to the insurance policies required hereunder
B Before commencing the work the Contractor shall procure and maintain at its own expense minimum insurance in
forms and with insurance companies acceptable to FW to cover loss or liability arising out of the Work All
insurance policies must be underwritten by insurers authorized to conduct business within the Commonwealth of
Virginia and must have a Bests rating of at least A- and a financial size of class VIII or better in the latest edition
of Bests Insurance Reports
C The Contractor shall immediately notify FW of any claim or suit made or filed against the Contractor or its
subcontractors regarding any matter resulting from or related to the Contractors obligations under the contract If such a claim or suit is brought the Contractor will cooperate assist and consult with FW in the defense or
IFB 21-054
Electric Motor Repairs
28
investigation of any suit or action made or filed against FW as a result of or relating to the Contractors performance
under this contract
D With the exception of Workersrsquo Compensation and Employersrsquo Liability Insurance all additional insurance policies
specified herein shall name FW as an additional insured with regard to work performed under any subsequent Contract
E The Contractor will provide FW with copies of certificates of insurance coverage and proof of payment of all
premiums Each certificate of insurance must include (a) an endorsement from the insurer that certifies that the
Contractor maintains the referenced policy in full force and effect (b) where applicable a statement indicating that
FW is included as an additional insured and (c) a provision requiring that not less than 30 days written notice will
be given to FW before any policy or coverage is canceled or modified in any material respect Without limiting the
requirements set forth above the insurance coverages will include a minimum of
1 Workers Compensation and Employers Liability Insurance Statutory requirements and benefits as required
by the Commonwealth of Virginia and 2 Required Commercial General Liability Insurance This insurance must be written on an occurrence basis
and shall be endorsed to include FW as an additional insured and shall provide at a minimum the following
General Aggregate Limit $1000000
(Other than Products-Completed Operations)
Products-Completed Operations Aggregate Limit $ 500000
Personal amp Advertising Injury Limit $ 500000
Each Occurrence Limit $ 500000
For Construction Contracts
Directors amp Officers ndash Errors amp Omissions $2000000
F Business Automobile Liability Insurance This insurance coverage must extend to any motor vehicles or other
motorized equipment regardless of whether it is owned hired or non-owned and must cover Bodily Injury and
Property Damage with a combined single limit of at least $1000000 each accident This insurance must be written
in comprehensive form and must protect the Contractor and FW against claims for injuries to members of the public
andor damage to the property of others arising from the Contractorrsquos use of motor vehicles or other equipment and
must cover both on-site and off-site operations
G Nothing contained herein will be deemed to operate as a waiver of FWrsquos sovereign immunity under the law
615 No Waiver or Estoppel
Neither the inspection by FW nor any of its employees nor any payment of money nor payment for nor acceptance of
any Commodity by FW nor any extension of time shall operate as a waiver of any provision of this Contract or of any
power herein reserved to the Owner or of any right to damage herein provided No waiver of any breach of this Contract
shall be held to be a waiver of any other subsequent breach All remedies provided in this Contract to FW shall be
construed as cumulative and shall be in addition to each and every other remedy herein provided Neither FW nor any
officer employee or authorized representative of FW will be bound precluded or estopped by any action
determination decision acceptance return certificate or payment made or given under or in connection with the
Contract by any officer employee or authorized representative of the Owner at any time either before or after final
completion and acceptance of the Work and payment therefore from (a) showing the true and correct classification amount quality or character of the Commodities delivered or that any determination decision acceptance return
certificate or payment was incorrect or was improperly made in any respect or that the Commodities or any part thereof
do not in fact conform to the requirements of the Contract (b) demanding and recovering from the Contractor any
overpayment made to the Contractor or such damages as FW may sustain by reason of the Contractorrsquos failure to comply
with the requirements of the Contract or (c) both of the foregoing clauses (a) and (b)
616 Partial Invalidity
IFB 21-054
Electric Motor Repairs
29
Neither any payment for nor acceptance of the whole or any part of the services by FW nor any extension of time
shall operate as a waiver of any provision of any Contract resulting from this IFB nor of any power herein reserved to
FW or any right to damages herein provided nor shall any waiver of any breach of any Contract be held to be a waiver
of any other or subsequent breach Failure of FW to require compliance with any term or condition of any Contract shall
not be deemed a waiver of such term or condition or a waiver of the subsequent enforcement thereof
617 Payment Clauses Required in All Contracts
Section sect 22-4352 of the Virginia Public Procurement Act requires the following
A That any contract awarded by FW include the following clauses
1 The Contractor shall take one of the two following actions within seven days after receipt of amounts paid to the contractor by FW for work performed by any subcontractor(s) under the contract
a The Contractor shall pay its subcontractor(s) for the proportionate share of the total payment received from
FW attributable to the work performed by the subcontractor under that contract or
b Notify FW and any subcontractor(s) in writing of his intention to withhold all or a part of the
subcontractors payment with the reason for nonpayment
2 Bidders shall include in their offer submissions either (i) if an individual contractor their social security
numbers and (ii) proprietorships partnerships and corporations to provide their federal employer identification
numbers
3 The contractor shall pay interest to the subcontractor(s) on all amounts owed by the Contractor that remain
unpaid after seven days following receipt by the Contractor of payment from FW for work performed by the
subcontractor under the contract except for amounts withheld as allowed in subdivision 1
4 Unless otherwise provided under the terms of this contract interest shall accrue at the rate of one percent per
month
B The contractor shall include in each of its subcontracts a provision requiring each subcontractor to include or
otherwise be subject to the same payment and interest requirements with respect to each lower-tier subcontractor
C A contractors obligation to pay an interest charge to a subcontractor pursuant to the payment clause in this section
shall not be construed to be an obligation of FW A contract modification shall not be made for the purpose of
providing reimbursement for the interest charge A cost reimbursement claim shall not include any amount for
reimbursement for the interest charge
618 Payment
A Invoices All invoices shall be submitted directly to the FW Accounts Payable department by mail fax or e-mail
Invoices shall include the FW Purchase Order and the Contractorrsquos FEIN Invoices are not to be sent to the contract
Project Manager or other departmental reps Failure to comply may result in late payments for which FW will not
be liable
B Terms All payments will be Net 30 from the date of receipt of a valid invoice at FW Finance Department Payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery
whichever occurs last This shall not affect offers of discounts for payment in less than 30 days however
C Partial Payments Requests for partial payments or advanced payments must be submitted as part of the Price Bid
along with a justification FW reserves the right to accept reject or negotiate requests for partial payments If the
request is rejected the Bidder must waive the requirement in order to remain in consideration
D Refunds If the Contractor is declared to be in default FW will be eligible for a full and immediate refund for all
payments made to the Contractor Partial Payments Requests for partial payments or advanced payments must be
submitted as part of the Price Offer along with a justification FW reserves the right to accept reject or negotiate
requests for partial payments If the request is rejected the Bidder must waive the requirement in order to remain
in consideration
IFB 21-054
Electric Motor Repairs
30
E Unreasonable Charges Under certain emergency procurements and for most time and material purchases final job
costs cannot be accurately determined at the time orders are placed In such cases final payment is contingent on
a determination of reasonableness with respect to all invoiced charges Charges that appear to be unreasonable will
be researched and challenged and that portion of the invoice held in abeyance until a settlement can be reached Upon determining that invoiced charges are not reasonable FW shall promptly notify the Contractor in writing as
to those charges that it considers unreasonable and the basis for the determination
619 Price Firm Period
Bid pricing shall be firm fixed as originally offered and accepted for the first 12 months of the contract
620 Rider Clause
Subject to the mutual agreement between the parties any contract awarded on the basis of this solicitation may be used
by any public entity (to include jurisdictions comprising the Metropolitan Washington Council of Governments) to
enter into a contract for the services described and defined herein For single purchases the contract may be used for
up to 12 months from the actual date of contract award For multi-year contracts the contract may be used throughout
the effective period of the contract Contracts awarded as a result of this solicitation will be subject to these terms and
conditions andor such terms and conditions as may be required by the controlling body for the public agency using the
contract Pricing shall be as offered by the successful Offeror and subsequently accepted by FW
621 Taxes
FW is exempt from Federal Excise Taxes Virginia State Sales and Use Taxes and the District of Columbia Sales Taxes
and Transportation Taxes FWs tax identification number is 54-6025290
622 Termination of Contract
A For Cause In the event that the Contractor (1) fails to deliver any Commodity or Service in accordance with the
time period established therefore in the Contract or (2) fails to furnish any Commodity or Service which conforms
in all respects to the requirements of the Contract then FW without prejudice to any other rights or remedies it may
have at law or in equity (including its right to seek damages from the Contractor) shall have the right to terminate
the Contract and any outstanding Purchase Orders by issuing a written notice of termination to the Contractor Such
notice of termination shall describe in reasonable detail the grounds for the termination and shall take effect
immediately upon receipt by the Contractor
If after issuance of a notice of termination under this Section it is determined for any reason that cause for such
termination did not exist then the rights and obligations of the parties shall be the same as if the notice of termination
had been delivered under the provisions of subsection B (termination for convenience) hereof provided however that the Contractor in such event shall be deemed to have received seven days prior written notice of such
termination Any compensation due the Contractor pursuant to subsection B shall be offset by the cost to FW of
remedying the default by the Contractor The Contractor shall in no event be entitled to receive any consequential
damages or any anticipated profits with respect to Commodities not yet furnished to and accepted by FW as of the
effective date of any such termination
B For Convenience FW shall have the right to terminate the Contract andor any outstanding Purchase Orders issued
hereunder at its own convenience for any reason by giving seven business days prior written notice of termination
to the Contractor In such event the Contractor shall be paid an amount equal to the actual cost of any Commodity
delivered to and accepted by FW and the actual cost of any equipment goods or materials ordered by the Contractor
hereunder in good faith which could not be canceled less the salvage value thereof provided sufficient
substantiation is furnished to FW Any subcontract entered into by the Contractor in connection with the transactions contemplated hereby shall contain a similar termination provision for the benefit of the Contractor and
FW The Contractor shall in no event be entitled to receive anticipated profits on any Commodities not yet furnished
to and accepted by FW as of the effective date of any such termination
IFB 21-054
Electric Motor Repairs
31
623 Virginia Freedom of Information Act
Except as provided herein all proceedings records contracts and other public records relating to procurement
transactions shall be open to the inspection of any citizen any interested person firm or corporation in accordance with
the Virginia Freedom of Information Act
624 Faith-Based Organizations
FW does not discriminate against faith-based organizations
625 Immigration Reform and Control Act of 1986
By entering this Contract the Contractor certifies that it does not and will not during the performance of this Contract
violate the provisions of the Federal Immigration Reform and Control Act of 1986 which prohibits employment of
illegal aliens
626 Severability
In the event that any provision shall be adjudged or decreed to be invalid by a court of competent jurisdiction such ruling
shall not invalidate the entire Agreement but shall pertain only to the provision in question and the remaining provisions shall
continue to be valid binding and in full force and effect
627 Licensure
To the extent required by the Commonwealth of Virginia (see eg 541-1100 et seq of the Code of Virginia) or FW the
Contractor shall be duly licensed to provide the goods and services required to be delivered pursuant to this Contract
628 Authority to Transact Business in Virginia
A Contractor organized as a stock or nonstock corporation limited liability company business trust or limited partnership
or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a
domestic or foreign business entity if so required by Title 131 or Title 50 of the Code of Virginia or as otherwise required
by law Any business entity described herein that enters into a Contract with FW pursuant to the Virginia Public Procurement
Act 22-4300 et seq shall not allow its existence to lapse or its certificate of authority or registration to transact business in
the Commonwealth if so required under Title 131 or Title 50 of the Code of Virginia to be revoked or cancelled at any time during the term of the Contract FW may void any Contract with a business entity if the business entity fails to remain in
compliance with the provisions of this section
629 Drug-free Workplace to be Maintained by Contractor
During the performance of this contract the contractor agrees to (i) provide a drug-free workplace for the contractors
employees (ii) post in conspicuous places available to employees and applicants for employment a statement notifying
employees that the unlawful manufacture sale distribution dispensation possession or use of a controlled substance or
marijuana is prohibited in the contractors workplace and specifying the actions that will be taken against employees for violations of such prohibition (iii) state in all solicitations or advertisements for employees placed by or on behalf of the
contractor that the contractor maintains a drug-free workplace and (iv) include the provisions of the foregoing clauses in
every subcontract or purchase order of over $10000 so that the provisions will be binding upon each subcontractor or vendor
630 Employment Discrimination by Contractor Prohibited Required Contract Provisions
The following provision is required to be in every contract of more than $10000 (Virginia Public Procurement Act sect 22-
4311)
A During the performance of any ensuing contract the Contractor agrees as follows
IFB 21-054
Electric Motor Repairs
32
1 The contractor will not discriminate against any employee or applicant for employment because of race
religion color sex national origin age disability or other basis prohibited by state law relating to
discrimination in employment except where there is a bona fide occupational qualification reasonably
necessary to the normal operation of the contractor The contractor agrees to post in conspicuous places
available to employees and applicants for employment notices setting forth the provisions of this nondiscrimination clause
2 The contractor in all solicitations or advertisements for employees placed by or on behalf of the contractor
will state that such contractor is an equal opportunity employer
3 Notices advertisements and solicitations placed in accordance with federal law rule or regulation shall be
deemed sufficient for the purpose of meeting the requirements of this section
B The contractor will include the provisions of the foregoing paragraphs 1 2 and 3 in every subcontract or purchase
order of over $10000 so that the provisions will be binding upon each subcontractor or vendor
631 Counterparts
This Contract and any amendments or renewals hereto may be executed in a number of counterparts and each
counterpart signature when taken with the other counterpart signatures is treated as if executed upon one original of
this Contract or any amendment or renewal A signature by any party to this Contract provided by facsimile or
electronic mail is binding upon that party as if it were the original
632 Survival of Terms
Upon discharge of this Agreement Sections (Notice Hold Harmless Warranties Governing LawForum Contractual
Disputes) of these Terms and Conditions continue and survive in full force and effect
633 Non-Waiver
No waiver of any provision of this Agreement shall constitute a waiver of any other provision nor shall any waiver of this Agreement constitute a continuing waiver unless otherwise expressly provided
634 Contractual Disputes
A Contractual claims whether for money or for other relief will be submitted in writing not later than 60 days after
final payment provided however that written notice of the Contractorrsquos intention to file such claim must
1 Be delivered to the attention of FWrsquos Procurement Representative assigned to this contract not later than five
days after the occurrence or of the beginning of the Work upon which the claim is based and
2 Contain a reasonably detailed description of the basis of the claim otherwise the claim will be deemed to have been waived FW will make a written decision upon any such claim within 60 days after submittal of the claim
The Contractor will not institute legal action prior to receipt of FWrsquos decision on the claim unless FW fails to
render such decision within 90 days after submittal of the claim The decision of FW will be final unless the
Contractor initiates legal action as provided in Section 22-4364 of the Virginia Code Failure of FW to render
a decision within 90 days will not result in the Contractor being awarded the relief claimed nor will it result in
any other relief or penalty The sole result of FWrsquos failure to render a decision within the time allotted will be
the Contractorrsquos right to immediately institute legal action No administrative appeals procedure pursuant to
Section 22-4365 of the Virginia Code has been established for contractual claims under this Agreement
B No claim of any nature will be made against FW by or on behalf of a subcontractor unless the Consultant has first
(a) evaluated such claim thoroughly and determined it to be meritorious (b) issued a written notice to the
subcontractor finding the subcontractorrsquos claim to be meritorious and setting forth any additional compensation or additional days to be paid or granted to the subcontractor on account of such claim and (c) paid the subcontractor
in full for such claim In presenting such a claim the Consultant will provide FW with a copy of the written notice
to the subcontractor and with evidence of payment in full of the subcontractorrsquos claim No such claim will exceed
the amount actually paid to the subcontractor
IFB 21-054
Electric Motor Repairs
33
ATTACHMENT 1
BID SUBMISSION FORM
COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE E-MAIL
FAX FED ID
VIRGINA STATE CORPORATION COMMISSION (SCC) REGISTRATION INFORMATION
The bidder
1048709 is a corporation or other business entity with the following SCC identification number
-OR-
1048709 is not a corporation limited liability company limited partnership registered limited liability partnership or business trust
-OR-
1048709 is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees agents offices facilities or inventories in Virginia (not counting any employees or agents in Virginia
who merely solicit orders that require acceptance outside Virginia before they become contracts and not counting any
incidental presence of the offeror in Virginia that is needed in order to assemble maintain and repair goods in accordance with
the contracts by which such goods were sold and shipped into Virginia from offerorrsquos out-of-state location) -OR-
1048709 is an out-of-state business entity that is including with this proposal an opinion of legal counsel which accurately and
completely discloses the undersigned offerorrsquos current contacts with Virginia and describes why those contacts do not constitute
the transaction of business in Virginia within the meaning of sect 131-757 or other similar provisions in Titles 131 or 50 of the
Code of Virginia
1048709 Please check this box if you have not completed any of the foregoing options but currently have pending before the SCC an
application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number once issued (Fairfax Water reserves the right to determine in its sole discretion
whether to allow such waiver)
IFB 21-054
Electric Motor Repairs
34
COMPANY
PART 1 ndash Hypothetical Electric Motor Repair Pricing
Repair scenarios immediately follow the signature section of the Bid Submission Form See Section 56 of the
solicitation for detailed instructions on how to complete the Bid Form and on how to bid the hypothetical repair scenarios To be deemed responsive and eligible for contract award the Bidder shall bid on all four scenarios and
shall include the separate price for each scenario in their Bid Submission Packet
HYPOTHETICAL REPAIR PRICING SCHEDULE
Repair 1A
Foxmill Pumping Station Pump Motor 5 Motor Evaluation Report Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1A $_______________________
Repair 1B
Corbalis Treatment Plant Finished Water P1 Inboard Bearing Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1B $_______________________
Repair 1C
Corbalis Plate Settler Feed Pump 2 ndash Motor Evaluation Report Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1C $_______________________
Repair 1D
Griffith Finished Water Pumping Station Pump Motor 3 Motor Evaluation Report
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1D $_______________________
PART 1 HYPOTHETICAL REPAIRS 1A ndash 1D TOTAL COST $_______________________
IFB 21-054
Electric Motor Repairs
35
COMPANY
PART 2 Discounts Offered by Motor Horse Power
1 Discount off Vaughenrsquos Guide for motors greater than 60 hp up to 600 hp (includes all makes amp
models AC amp DC high amp low voltage high amp low RPM single amp three phase)
2 Discount off Vaughenrsquos Guide for motors greater than 600 hp (includes all makes amp models AC amp
DC high amp low voltage high amp low RPM single amp three phase)
Date of Vaughenrsquos Pricing Guide
PART 3 Labor Rates
Labor rates bid in this section shall directly correlate to the labor rates quoted in Part 1 and shall include
all direct and indirect overhead costs including but not limited to travel to and from the jobsite general
and administrative costs etc Labor rates will only be paid on the basis of time at the FW job site or as
documented for work done at the ManufacturerrsquosContractorrsquos site
3 FW Onsite Labor ndash Regular Time (MondayndashFriday 730 am through 500 pm) $___________hour
4 FW Onsite Labor-Overtime $___________hour (Monday-Friday 500 pm through 730 am weekends and holidays)
5 In Shop Labor ndash Regular Time (MondayndashFriday 730 am through 500 pm) $___________hour
6 In Shop Labor ndash Overtime $___________hour
(Monday-Friday 500 pm through 730 am weekends and holidays)
PART 4 Contact Person
List a contact personrsquos name and telephone number for normal FW working hours 730 amndash500 pm
Monday-Friday Answering machines are unacceptable as a point of contact For emergency calls outside
normal FW working hours (nights andor weekends) list a contact personrsquos name and telephone number
or have a voice mail paging system or answering service Bidders using a voice mail paging system or
answering service in lieu of a contact person shall be required to initiate a call back to the sender within
(30) thirty minutes
IFB 21-054
Electric Motor Repairs
36
COMPANY
Type of answering system used by your firm (check one)
Voice Mail Paging System Answering Service
Contact for Normal Working Hours
Name(s) __________________________________________
__________________________________________
Telephone __________________________________________
__________________________________________
Contact for Emergency Calls (outside normal FW working hours)
Name(s) __________________________________________
__________________________________________
Telephone __________________________________________
__________________________________________
PART 5 Repair Facility Capabilities
Please check the following for Repair Facility capabilities
Facility capable of performing all balance work (no subcontracting)
Facility capable of starting 3 phase 4160 volt 3050 HP vertical motor
Facility capable of starting 3 phase 4160 volt 1800 HP horizontal motor
Facility allows for Owner personnel to safely witness testing
Repair Facility Address
IFB 21-054
Electric Motor Repairs
37
Submittals to be included in Bid Packet
1 Attachment 2 ndash Bidder Reference Form
2 Subcontractor List with Subcontractor References if applicable
3 Attachment 9 IRS Form W-9
4 Acknowledgement Page(s) for all Addendum if applicable
bull PAYMENT TERMS FWrsquos minimum payment term is Net 30 days All
bids will be interpreted as Net 30 unless otherwise specified herein By submitting an offer to sell in
response to this solicitation all bidders acknowledge and agree to this requirement
By my signature I certify that I am acting as an agent or in the case of an LLP the Partner or Managing
Partner for the firm identified on this Bid Submission Form and that I am fully authorized to bind the
firm to the specifications terms and conditions of this solicitation as well as any addenda thereto
Company Name
Signature Printed Name
Title Date
[HYPOTHETICHAL REPAIR SCENARIOS IMMEDIATELY FOLLOW THIS PAGE]
IFB 21-054
Electric Motor Repairs
38
BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1A FOXMILL PUMPING STATION PUMP MOTOR 5 SERVICE Reason for Service Motor Evaluation Report
Motor Description General Electric Model 5kb3396448501 Sn Wwh-283004190 Type (Kv) Induction Custom-8000 Vertical Motor 70000 Hp 3 Phase 60 Hertz 4000 Volts Frame 8339p30 887 Rpm 1 Pick up motor from the Foxmill Pump Station Herndon
2 Check all mechanical tolerances and fits using precision measurement tools and provide report highlight any
out of tolerance measurements 3 Check out electrical components using electrical test methods Meggar Surge Pi And Hi Pot 4 Dynamically balance rotors in the presence of the FW representative 5 Clean and degrease motor components 6 Reassemble unit and perform motor testing and final report 7 Ship unit to FW Foxmill PS 8 Provide 1 Year Warranty
CONTINUES ON NEXT PAGE
FOXMILL 5 SAP 350261
MFR GENERAL ELECTRIC
SN WWH-283004189
FRAME 8339P30 TYPE INDUCTION PH 3
DISGN CODE HP 700 VOLTS 4000
HZ 60 RPM 887 AMPS 920 RISE 30deg
B
DUTY Cont CLASS INS F AMPS
Y
TEMP AMB 40deg SF
ENCLOSURE TEWAC
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
550
IFB 21-054
Electric Motor Repairs
39
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1A ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
40
COMPANY BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1B CORBALIS FINISHED WATER P1 MOTOR SERVICE Reason for Service Inboard Bearing
Motor Description Horizontal Motor 1750 Horsepower 3 Phase 60 Hertz 900 Rpm 4000 Volts 21120-17 Frame Ideal Electric Serial 981097-01 Synchronous 1 Pick up motor from Corbalis Water Treatment Plant Herndon
2 Check all mechanical tolerances and fits using precision measurement tools and provide report highlight any
out of tolerance measurements
3 Check out electrical components using electrical test methods Meggar Surge Pi and Hi pot
4 Dynamically balance rotors in the presence of the FW representative
5 Clean and degrease motor components
6 Reassemble unit and perform motor testing and final report
7 Ship unit to FW Corbalis Water Treatment Plant
8 Provide 1 Year Warranty
CONTINUES ON NEXT PAGE
FW 1 SAP 350109
MFR IDEAL ELECTRIC
SN 981097-01 FRAME 21120-17 TYPE SMB PH 3
DISGN CODE HP 1750 VOLTS 4000
HZ 60 RPM 900 AMPS 195 RISE 85deg
B DET
DUTY CONT CLASS INS F AMPS
Y
TEMP AMB 40deg SF 15 ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
41
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1B ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
42
COMPANY BID SUBMISSION PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1C
CORBALIS PLATE SETTLER FEED PUMP 2 FLYGHT MOTOR Reason for Service Motor Evaluation Report Service
Motor Description FLYGT 45kW-60hp RPM 1170 Volts 460 AMPS 73 Model CP3300091-0258 Serial 3300091-0720003 1 Pick Up motor from the Corbalis Water Treatment Plant Herndon
2 Inspect test run and disassemble
3 Perform electrical test and mechanical checks
4 Clean and bake
5 Rewind stator install thermal protectors VPI in Epoxy Resin
6 Fabricate new SS shaft
7 Balance rotor and impeller in the presence of FW representative
8 Replace lower bearing housing and install new bearings and new mechanical seals
9 Replace o-rings and gaskets Replace lifting chain (SS Grade)
10 Install new stationary and rotating wear rings replace retaining rings
11 Replace hardware reassemble unit and perform motor testing and final report
12 Paint
CONTINUES ON NEXT PAGE
Plate Settler Feed Pump 2 SAP 360128
MFR FLYGHT
SN 3300091-0720003
FRAME TYPE
PH
DISGN CODE HP 60 VOLTS 460
HZ
RPM 1170 AMPS 73 RISE
B
DUTY
CLASS INS
AMPS
Y
TEMP AMB
SF
ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
43
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1C ndash CONTINUED
13 Ship unit to FW Corbalis Water Treatment Plant
14 Provide 1 Year Warranty
15 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
44
COMPANY BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1D
GRIFFITH PUMPING STATION PUMP MOTOR 3 SERVICE Reason for Service Motor Evaluation Report Motor has excessive clearance in lower guide bearing Lower Guide bearing is NU style bearing Bearing Skidding is present in Bearing
Motor Description Vertical Motor Type MIBA-V TEWAC 720 RPM 1800 HP 3 Phase 60 Hz 4000 Volts 1 Pick Up motor from Griffith Pump Station Lorton
2 Check All Mechanical Tolerances Fits Using Precision Measurement Tools And Provide Report Hi Lite Any Out
Of Tolerance Measurements 3 Check Out Electrical Components Using Electrical Test Methods Meggar Surge Pi And Hi Pot
4 Dynamically Balance Rotors with FW Rep Present At API 610 4WN
5 Clean And Degrease Motor Components
6 Reassemble Unit and Perform Motor Testing and vibration analysis with FW rep present and provide Final Report
7 Ship Unit to FW Griffith PS
8 Provide 2 Year Warranty
CONTINUES ON NEXT PAGE
FWP3 MFR IDEAL
SN 001077-03 FRAME TYPE IMV PH 3
DISGN CODE HP 1800 VOLTS 4000
HZ 60 RPM 715 AMPS 238 RISE 80 C B RES
DUTY CONT CLASS INS F AMPS 274 105 C
Y RES
TEMP AMB 40 C SF 115 ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
45
COMPANY
BID SUBMISSION PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1D ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
46
ATTACHMENT 2
REFERENCES
BIDDERrsquoS NAME
1 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
2 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
3 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
IFB 21-054
Electric Motor Repairs
47
ATTACHMENT 2
REFERENCES CONTINUED
BIDDERS NAME ______________________________
4 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
5 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
IFB 21-054
Electric Motor Repairs
48
ATTACHMENT 3 OPERATING DATA SHEET
ISSUED TO DATE ISSUED Fairfax Water Work Order FW Electrical Supervisor Phone Conditioned Based Maintenance Supervisor Phone Return date requested A Equipment Specifications
1 Equipment Name
2 SAP ID Number
3 Manufacturer
4 Serial Number
5 Horsepower
6 Voltage B Work Requested
1 Reconditioning and Testing
2 Rewind
3 Other (describe) C If motor failure is involved state conditions under which failure occurred D Special Insulation Requirements
1 Moisture
2 Abrasion E Type of Housing Paint and Color
Paint furnished by customer Yes No
IFB 21-054
Electric Motor Repairs
49
ATTACHMENT 4
INSPECTION DATA SHEET ndashPAGE 1 OF 2 Company Performing Work Motor SN SAP ID A Initial Inspection and Tests
1 Insulation Resistance
Voltage Applied v Ambient Temp oC Machine Temp oC
1 min 10 min PI A to GND
B to GND
C to GND
2 Surge Test Test Voltagehelliphelliphellip V Pass ___ Fail ___ 3 Growler Test Pass ___ Fail ___ 4 Motor Shaft Run out In
5 Rotor Endplay In
6 Shaft Diameter In
B Disassembly
1 End Bells Marked
2 Fan Orientation Marked C Component Inspection
1 General Condition of Rotor (include probable cause of major damage)
a Rotor Iron
b Rotor Windings Rotor bars
c Retaining Rings
IFB 21-054
Electric Motor Repairs
50
ATTACHMENT 4 INSPECTION DATA SHEET ndashPAGE 2 OF 2
Company Performing Work Motor SN SAP ID
2 General Condition of Stator (include probable cause of major damage)
a Stator Iron b End Lacings and Support systems
c Wedges
d Windings
e RTDThermocouple Condition
3 General Condition of Shaft Keyways
4 General Condition of Bearings
5 General Condition of Motor Housing
6 Other
7 Core loss preceding winding removal watts
8 Core loss following winding removal watts
9 Recommended Repairs Signature Printed Name Title Date
IFB 21-054
Electric Motor Repairs
51
ATTACHMENT 5 Page 1 of 5
WORK PERFORMED DATA SHEET Company Performing Work Motor SN SAP ID A Describe work performed on rotor B Describe work performed on stator C Describe work performed on shaft D Describe work performed on bearings
Replaced bearings Yes No Manufacturer Type Code
E Other F Was motor vacuum-pressure impregnated Yes No
Resin used
Number of VPI and bake cycles G Was motor treated for abrasion protection Yes No
Treatment used
IFB 21-054
Electric Motor Repairs
52
ATTACHMENT 5 Page 2 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID H Varnish used for non-VPI applications
Number of dip and bake cycles I Final Tests
1 Insulation Resistance
Voltage Applied v Ambient Temp oC Machine Temp oC
1 min 10 min PI
A to GND
B to GND
C to GND
2 Phase Balance
Voltage Applied Vac A amps B amps C amps
3 High Potential Applied Leakage Time
Phase Voltage Current Duration
A
B
C
OR (if cant be separated)
ALL
IFB 21-054
Electric Motor Repairs
53
ATTACHMENT 5 Page 3 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
4 Winding Resistance
A-B milliohms A-N milliohms
B-C milliohms OR B-N milliohms C-A milliohms C-N milliohms
5 Dynamic Balance
RPM Vibration DE ODE Initial Final
6 No-Load Run
Phase Bearing Current Temperature Vibration_________
Ia Ib Ic Inboard Outboard RPM Inboard Outboard
15 Min 30 Min 45 Min
60 Min Acceleration time (Seconds) Peak starting current (Amper) ( IFL)
7 Miscellaneous
Direction of Rotation Viewed from End
End Play (Sleeve Bearing Only) in
IFB 21-054
Electric Motor Repairs
54
ATTACHMENT 5 Page 4 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
Inboard Bearing Journal Dia in
Inboard Bearing ID in
Outboard Bearing Journal Dia in
Outboard Bearing ID in
8 High FrequencySurge Comparison Tests (New Coils Only)
Voltage Applied v
Results
9 Air Gap Measurements
A minimum of sixteen (16) readings should be taken from each end using the following method
1 Mark position on stator at 12 oclock 3 oclock 6 oclock and 9 oclock 2 Mark position on rotor at 12 oclock 3 Take air gap readings at 12 3 6 and 9 from both ends pinion end (DE) opposite end (ODE)
Record readings [Eight (8) readings] 4 Rotate rotor to 3 oclock position 5 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings [Eight (8)
readings] 6 Rotate rotor to 6 oclock position 7 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings [Eight (8)
readings] 8 Rotate rotor to 9 oclock position 9 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings (Eight (8)
readings) 10 Calculate average readings and overall average air gap The acceptable tolerance between
average readings and the overall average gap is plusmn5
IFB 21-054
Electric Motor Repairs
55
ATTACHMENT 5 Page 5 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
DRIVE END
OPPOSITE DRIVE END
IFB 21-054
Electric Motor Repairs
56
ATTACHMENT 6 WAIVER OF SPECIFICATIONRELEASE OF HOLD POINT
Company Requesting Waiver of SpecificationRelease of Hold Point Person Making RequestDate Contact Info FW Equipment Name FW SAP EQUIPMENT Number Manufacturer Serial Number Horsepower Voltage Request for Waiver of Specification
Request for Release of Hold Point
Item Description FW Authorized Action APPROVED BY Printed Name and Title Date
IFB 21-054
Electric Motor Repairs
57
ATTACHMENT 7
RECOMMENDED CLEARANCES SLEEVE BEARINGS
ROUND BORES ONLY Company Performing Work Motor SN SAP ID Shaft Size Clearance for Clearance for Journal Diameter Horizontal Shaft Vertical Shaft (In inches) (In Inches) (In Inches) (In Inches) 1 004 +001 -000 004 +001 -000 2 004 +001 -000 004 +001 -000 3 006 +002 -000 006 +001 -000 4 008 +002 -000 007 +001 -000 5 010 +002 -000 007 +002 -000 6 012 +002 -000 007 +002 -000 7 014 +002 -000 007 +002 -000 8 016 +002 -000 007 +002 -000 9 018 +002 -000 007 +002 -000 10 020 +002 -000 007 +002 -000 11 020 +002 -000 007 +002 -000 12 021 +002 -000 007 +002 -000 13 021 +002 -000 007 +002 -000 14 022 +002 -000 007 +002 -000 15 022 +002 -000 008 +002 -000 16 023 +002 -000 008 +002 -000 17 023 +002 -000 008 +002 -000 18 024 +002 -000 008 +002 -000 19 024 +002 -000 008 +002 -000 20 025 +002 -000 008 +002 -000
IFB 21-054
Electric Motor Repairs
58
ATTACHMENT 8 Company Performing Work Motor SN SAP ID
DYNAMIC BALANCE CERTIFICATE
Balance Machine Model No ______________ Last Calibration Date ________ Balance Machine Serial No __________________________ Weight __________________ ldquoIn Servicerdquo Speed (RPM) ________ Balance Speed (RPM) __________________________
Certified by Printed Name and Title
Radius of permanent balance weight (in) _____________ IB _____________OB As Found Balance (ozin) _____________________IB ___________________OB As Left Balance (ozin) ______________________IB ___________________OB Calculated acceptance limit per journal (4WN) ___________IB __________OB If ozin value is not available for ldquoAs Found Balancerdquo and ldquoAs Left Balancerdquo use the mils value
Vendor _______________________________ Balance Date _________Time____ Equipment balanced __________________________________________________
IFB 21-054
Electric Motor Repairs
9
minimum acceptable PI shall be 20 when the insulation resistance is below 5000
megohms at one minute and no less than 10 over 5000 megohms at one minute
POLARIZATION INDEX HOLD POINT
bull Owner shall be notified if this reading is below 20 when the insulation resistance
is below 5000 megohms after 1 minute between 1 and 2 when the insulation
resistance is over 5000 megohms or below 10 at any time
c Phase Balance A phase balance test shall be performed at 20 rated voltage The
maximum unbalance in line currents shall be 5
d High Potential An AC high potential test shall be performed for a duration of one
minute Applied test voltage shall be as follows
1) Reconditioned coils 06 (2E+1000)vac
096(2E+1000)vac
2) New coils (2E+1000)vac
17(2E+1000)vac
Where E equals phase to phase operating voltage
e Winding Resistance Winding resistances and ambient temperature of the equipment
shall be measured and recorded Winding resistance shall be normalized to 25C per
IEEE 112 and IEEE 1068
f Dynamic Balance Rotors shall be dynamically balanced per API 610 4WN and in the
presence of the FW Condition Based Maintenance Supervisor and the FW Electrical
Supervisor or their designated representative (Note API 610 4WN is lower than ISO
19401 G 10 and is equivalent to ISO 1940 G07)
g No Load Run The motor shall be run at rated voltage non-loaded until bearing
temperatures stabilize (no change by more than 2 degrees over 20 minutes) bolted to
metal bed plate during which the following parameters shall be measured and recorded
at 10-minute intervals
1) Load Current
2) Bearing Temperature
3) Overall vibration maximum amplitude at any RPM shall be as identified in IEEE
1068 Tables 11 and 12
4) RPM
5) Rotation shall be compared with original direction
6) In addition the uncoupled acceleration time and peak starting currents shall be
recorded on the work sheet for across-the-line starts For any motor that FW
designates that is not to be started across-the-line but only by reduced voltage
means shall not be started across-the-line but shall be started for the shop tests
IFB 21-054
Electric Motor Repairs
10
using reduced voltage starters that limit the motor current to no more than 5 times
full load nameplate current
h Miscellaneous
1) Direction of rotation shall be marked on the motor and recorded
2) End play for sleeve bearing applications shall be measured and recorded
3) Bearing and bearing journal data shall be measured and recorded
4) Magnetic center shall be marked
i Surge Comparison Tests The voltage levels shall be at 2E + 1000 volts AC for the
high frequencysurge comparison test
j Air gap shall be measured and recorded at 1200 300 600 and 900 orsquoclock
positions according to the instructions given on Attachment 5
9 Painting The motor shall be painted with paint specified on Attachment 3 Shaft
extensions shall be sprayed with a preservative Reference IEEE 1068 Section 810
B Major Repair
1 In cases where major repair is necessary the Contractor shall perform the following
procedures as outlined in Section 43A1 Motor Reconditioning as well as the major
repair
a Initial inspection and tests
b Disassembly
c Component inspection
d Cleaning and baking
e Varnish treatment and bake cycle
f Reassembly and testing
g Painting
2 Data required by the Owner from results of inspections and tests performed during a major
repair is outlined on Attachment 5 Inspection Data Sheet The items listed shall apply as
the individual case dictates upon Ownerrsquos approval
3 Stator Rewind
a All winding data shall be recorded prior to stripping stator conductors ie wire size
number of turns pitch winding connections etc
b A core loss test shall be recorded on Attachment 4 Following winding removal a
second test shall be performed
IFB 21-054
Electric Motor Repairs
11
STATOR REWIND HOLD POINT
bull Should the measured core losses in watts per pound or the core loss
test exceeds 6 watts per pound at 1T when tested per IEEE Std 422
or hot spots greater than 10C or an increase of the second test
exceed those of the first the Contractor shall notify FW prior to
further repair activity
c Only if necessary the old windings shall be burned out of the stator in a burnout oven
with adequate temperature controls in order to provide uniform heating and cooling
thus preventing warping and cracking of the frame deterioration of the core plate
treatment on the laminations and impairment of the magnetic qualities of the core The
oven shall be equipped with a water fire suppression system and a temperature
recording chart meter The temperature used for roasting shall not exceed 700 degrees
Fahrenheit Additional stripping methods are found in IEEE Std 1068 Section 82
STATOR STRIPPING METHOD HOLD POINT
bull Stripping methods other than burnout oven may be applied with
Owner consent
d After the windings have been removed the stator laminations shall be thoroughly
cleaned by blowing out with compressed air and removing any foreign matter by hand
The stator slots shall be clean and free of sharp edges or particles
e Laminations shall be inspected for damage Any minor iron damage shall be corrected
by hand filing and separating laminations to eliminate shorts All burrs and rough edges
shall be corrected prior to the rewinding procedure Corrections shall be made
regardless of whether the imperfections existed originally in the stator iron or were
caused by the stripping operation
STATOR DAMAGED LAMININATIONS OR IRON
REPLACEMENT HOLD POINT
bull Should major core damage require restacking of laminations a
digital photo of the damaged area shall be submitted to the Owner
or Owner inspection will be required prior to repairing damaged
laminations or iron replacement
f The repaired stator shall be loop checked and hot spots greater than 10C shall be
corrected
g The suspected cause of iron damage shall be listed on Attachment 4
IFB 21-054
Electric Motor Repairs
12
STATOR MOTOR LEAD REPLACEMENT HOLD POINT
bull Should motor lead replacement be required FW shall be notified
prior to replacement concerning lead length designations
termination hardware etc
h The stator shall be rewound in accordance with Section 43C Winding Materials and
Insulation Requirements
i Where slot space permits coil copper size shall be increased with prior approval of
FW Electrical Supervisor when doing so will increase the motor efficiency and the
increased starting current can be accommodated by the motor controller
j Coils shall be securely tied to surge rings and adjacent coils Surge rings shall be rigid
k The stator coils shall fit in the stator iron parallel to the slot Where extra room exists
between the coil and the iron either a slot cell (if originally designed with one) or side
filler shall be used to make a more intimate fit between the coil and the iron
l The connections between coils and groups shall be horseshoed (eg U-shaped) to
permit continuous taping over all brazed joints
m The coil extensions shall be tied to one or more surge rings and shall be suitably blocked
between coils on both the inside and outside of the coil extensions
n The jumpers shall be uniformly laid and placed around the periphery of the connection
o Motors with form wound coils shall not be converted to random wound
p Tie cord used to secure the wires in the end turns shall be at a minimum 100 lb test
Dacron stranded cord
q Motor stators containing stator RTDrsquos thermocouples or thermistors shall be rewound
with devices rated the same RTDrsquos are to be 3-lead and added to old motors at a
minimum of two per phase Owner shall indicate if a greater quantity is desired When
possible the Contractor shall arrange RTDs in the same position as the original
winding or evenly spaced if unknown or new
4 Rotor Repair
ROTOR REPAIR HOLD POINT
bull Any repair activity involved with securing loose rotor bars and retaining
rings shall be brought to the attention of the Owner prior to beginning
the activity
IFB 21-054
Electric Motor Repairs
13
5 Shaft Straightening
SHAFT STRAIGHTENING HOLD POINT
bull Any shaft straightening procedure shall be brought to the attention of
the Owner prior to beginning the activity Shafts shall be straightened
by heating or jacking to meet the following run out requirements
RPM Run Out
Less than 1800 0002 in
More than 1800 0001 in
C Winding Materials and Insulation Requirements
1 Winding Materials
a Magnet wire in coils shall be copper
b Form wound coils shall not be converted to random wound
c Lacings and ties shall be made with glass cord or tape or woven Dacron tape
d Wedges fillers blocks and winding material shall be suitable for Class ldquoHrdquo operation
e Shrink tapes are not acceptable
2 Insulation Requirements
a Form Wound Coils
1) All materials in the insulation system shall be rated for Class ldquoHrdquo operation
2) Strand insulation shall consist of fiberglass Dacron-glass wrap or mica tape applied
over epoxy or polyester resins Class ldquoHrdquo enamel or Kapton applied to the wire as
dictated by the volts per turn rating of the coil Reference IEEE Std 1068 Section
853
3) Ground wall insulation shall consist of Nomexreg such as Nomex-Milar-Nomex or
Dacron-glass backed mica paper or an equivalent mica flaked tape Ground
insulation shall be compatible with epoxy or polyester resin used during vacuum-
pressure impregnation
4) Nomex or polyester glass armor tape shall be applied on the outside of the coil for
mechanical protection
5) For sealed coil applications a partially cured epoxy coated polyester or polyester
glass tape shall be applied to the outside of the coil in addition to the requirements
stated above Lead areas shall be sealed with compatible epoxy putty
IFB 21-054
Electric Motor Repairs
14
b Random Wound Coils
1) All materials in the insulation system shall be rated for Class ldquoHrdquo operation
2) Minimum thickness for stator slot insulation material shall be 015 inches
3) All ground wall insulating material shall extend beyond the edge of the stator iron
in a uniform manner and shall be cuffed
4) Slot separators shall be used between coils in all stator slots
5) Phase insulation in the winding end turns shall be resin treated glass cloth or
equivalent to provide positive separation between phases in the event of varnish
degradation caused by excessive temperature above the motor rating
6) Sleeving used on stator connections shall be acrylic coated fiberglass or equivalent
rate 4000 volts or higher
7) Leads shall be GE Vulkaflex or equivalent for open enclosure motors and silicone
rubber covered with glass braid or equivalent for totally enclosed motors
8) Stator shall be subjected to two dip and bake cycles as outlined in Section 23A7
or as directed by Owner
44 Repair Facility Requirements
A Repair Facility Capabilities
1 Facility shall be capable of performing all balance work (no subcontracting will be
authorized)
2 Facility shall be capable of starting 3-phase 4160 volt 3050 HP vertical motor
3 Facility shall be capable of starting 3-phase 4160 volt 1800 HP horizontal motor
4 Facility shall allow for FW staff to safely witness testing
B Repair Facility Location
The Contractorrsquos repair facility shall be located within a four-hour drive from FWrsquos main office
located at 8570 Executive Park Avenue Fairfax Virginia 22031 Fairfax County Virginia
45 Future Work Time of Performance
A All motor repairs shall be performed and completed in accordance with the delivery lead time
included in the written quote Failure of the Contractor to perform within the stated deadlines
may jeopardize FWrsquos ability to provide water to its customers and may result in FW terminating
the contract with the Contractor for cause
B By submitting a proposal in response to this solicitation Contractor agrees without exception
that for all future work quoted they shall meet the delivery lead times as specified in their written
quote Contractor further attests that they shall provide FW expedited services as required to
complete all future work without additional cost (See Section 47)
IFB 21-054
Electric Motor Repairs
15
46 Transportation
The Contractor shall furnish all transportation services to pick up and return motors to the
designated FW facility All deliveries to FW shall be FOB Destination Transportation costs shall
be included in the Contractorrsquos labor rates or listed separately Fairfax Water will not pay any
additional or separate charges for transportation not included on the bid price
47 Priority Customer
The Contractor understands and acknowledges that FW provides services that are essential to the
health and welfare of the public Failure of the Contractor to perform the services described herein
in a timely manner may jeopardize FWrsquos ability to provide essential services which may affect the
health and welfare of the public served by FW In the event of material shortages at any level of the
production to delivery chain the Contractor agrees and affirms that FW shall be given the earliest
possible notice and the highest priority for allocation of all goods and services specified herein To
the extent that the Contractor must prioritize and allocate delivery among its customers the
requirements of FW shall be honored before goods and services are provided to any customer with
no obligations with regard to the public health and welfare To the extent that availability of repair
parts or Contractor staffing including subcontractor staffing is insufficient to meet the requirements
of all the Contractorrsquos customers who are responsible for the health and welfare of the public the
goods shall be allocated in a manner deemed to be fair and reasonable to all such clients
48 Time Is Of The Essence
Time is of the essence Repair services shall be performed within the time specified on the
Contractorrsquos Bid Submission Form or otherwise set forth on the applicable Purchase Order
Notwithstanding the foregoing the Contractor shall not be deemed to have breached the terms and
conditions of the Contract Documents to the extent any delay is due to circumstances beyond its
reasonable control and without the fault or negligence of the Contractor provided that the Contractor
first shall have provided Fairfax Water with written notice (to include facsimile or e-mail) of any
such delay within five days after the occurrence of events or circumstances causing the delay
49 Use of Subcontractors
A The Contractor shall be responsible for all products and services described and defined herein
The use of any subcontractor is prohibited unless the Contractor proposes to use a subcontractor
at the time of bid submission Approval to use a subcontractor shall be in written form and be a
part of the resultant contract (See Section 55 for subcontractor submittal requirements)
B Even when properly authorized by FW the use of a subcontractor does not relieve the Contractor
of liability under the contract
C The Contractor at its sole expense shall be responsible for damage to FW and non-FW property
as a result of its failure or its subcontractorrsquos failure to protect such facilities and utilities
D The Contractor at its sole expense shall immediately repair or replace FW property damaged
by (or caused by) the Contractor or its Subcontractor(s) Replacements will be of equal or better
IFB 21-054
Electric Motor Repairs
16
quality than the property damaged property and all such work must be approved by FW Project
Manager
410 Delays
A By the Contractor After issuing a written warning to the Contractor FW may declare the
Contractor in default for unacceptable delays If such a declaration is made FW reserves the
unilateral right to cure the default by any means available to FW including but not limited to
contracting with another supplier to complete the repairs Any additional repair costs incurred
by FW as a result of unacceptable delays on the part of the Contractor may be passed onto the
Contractor This is not a limitation of FWrsquos legal rights to recover damages due to Contractor
default in any other way
B By FW The Contractor shall not be responsible for delays caused by FW its agents or other
FW Contractors To the extent that the Contractor is unable to proceed due to the actions or
inactionrsquos of FW its agents employees or other FW Contractors the Contractor shall be granted
an extension to the delivery schedule equal to the documented amount of time the Contractor
was prevented from performing work The Contractor shall not be eligible for damages as a
result of FW delays
411 Site Safety and Access
A The Contractor shall schedule and coordinate the Work and install temporary facilities as
required to maintain continuous operation and access to existing equipment in the area of Work
The Contractor shall not commence retrofit work until authorized by the FW Project Manager
The Contractor is advised that FW may at its sole discretion delay or stop work as required to
ensure continuous and reliable operation of the facility especially during peak flow events
B The Contractor shall secure the Site and all areas of Work to prevent access and the potential for
injury to its employees FW employees its agents and others by construction and installation of
temporary guard-rails fencing barricades highway cones warning signstape etc andor other
appropriate means and as directed by the FW Project Manager Such hazards include but are
not limited to mechanical hazards electrical hazards surface irregularities or construction tools
and equipment
C FW shall have the right to deny access to the Site or require the Contractor to remove from the
Site any individual who has exhibited violent abusive or threatening behavior or conduct
D FW may limit restrict or prohibit access to areas of the Site on a permanent or temporary basis
When access to such restricted areas is required by the Contractor to perform the Work the
Contractor shall obtain permission from the FW Project Manager and shall comply with such
conditions or limitations to access as may be imposed by the FW Project Manager
E FW may restrict parking or require parking permits for vehicles to be brought onto the plant The
Contractor shall be responsible for arranging transportation for its personnel to reach the job sites
from whatever parking area is provided by FW
IFB 21-054
Electric Motor Repairs
17
412 Superintendence by Contractor
A The Contractor shall have a competent Field Supervisor satisfactory to FW on the job site at all
times during the progress of the Work The Contractor shall be responsible for coordinating all
portions of the Work under contract except where otherwise specified in the contract documents
and for all safety and worker health programs and practices The Contractor shall notify the
Project Manager in writing of any proposed change in superintendent including the reason
therefore prior to making such change
B The Contractor shall at all times enforce strict discipline and good order among the workers on
the project The Contractor shall not employ on the Project any unfit person anyone not skilled
in the work assigned to him or anyone who will not work in harmony with those employed by
the Contractor subcontractors FW or FWrsquos separate Contractors and their subcontractors
C FW may in writing require the Contractor to remove from FW property any employee FW
deems to be incompetent careless not working in harmony with others on the site or otherwise
objectionable
5 INSTRUCTIONS TO BIDDERS
51 Questions and Communications
A All contact between prospective bidders and FW with respect to this solicitation will be formally
held at scheduled meetings or in writing issued by the Procurement Office Questions and
comments regarding the meaning or interpretation of any aspect of this solicitation must be
submitted in writing to the Procurement Contact identified on the cover page to this solicitation
and must be received on or before the deadline for submitting questions Only written questions
will be accepted Questions or comments that are submitted after the deadline set forth on the
cover page to this solicitation will not be answered
B FW will respond to all questions and comments that are received by the deadline and that are
deemed to address a matter that is relevant and substantive in nature within a reasonable period
of time in the form of a written Addendum Oral communications between FW and any bidder
regarding the interpretation or meaning of any aspect of this IFB are not authorized and may not
be relied upon for any purpose
52 Instructions for Submitting Bids
The deadline for submitting bids and the location of the bid opening is shown on the cover page All
bids must be submitted in a sealed package(s) no other form of submission will be accepted (ie
email facsimile etc) Bids will be opened immediately following the deadline for submitting bids
Bids will be opened in accordance with the provisions of the Virginia Public Procurement Act
IFB 21-054
Electric Motor Repairs
18
Bid packages must be identified on the outside as follows
From _____________________________________________ ______________________
Name of Bidder Due Date
_____________________________________________ ______________________
Street IFB No
_____________________________________________ ______________________
City State Zip Code IFB Title
Attn Tammy Spinks
53 Virtual Bid Opening
A Virtual Bid Opening will be held immediately after the bid submission deadline Attendees may
access the Virtual Bid Opening using the following information
Microsoft Teams meeting
Join on your computer or mobile app
Click here to join the meeting
Or call in (audio only)
+1 571-348-5786544174819 United States Arlington
Phone Conference ID 544 174 819
54 Familiarity with Specifications
A Each Bidder shall bear responsibility for thoroughly examining this solicitation in its entirety
In the event that a bidder has any questions or comments regarding the proper meaning or intent
of any aspect of this solicitation then the bidder shall submit all such questions and comments
in writing to the Procurement Contact identified on the cover sheet of this solicitation
B The submission of a bid by a bidder in response to this solicitation shall be deemed to constitute
a representation on the part of such Bidder that it has thoroughly examined this solicitation and
has submitted any and all questions and comments it may have regarding the meaning or
interpretation of this solicitation to Fairfax Water in the manner prescribed herein
55 Bid Submission Packet
A Attachment 1 is the Bid Submission Form It must be completed and signed by an agent who is
fully authorized to bind the individual or organization submitting the offer to sell to the
specifications terms and conditions contained herein as well as any addenda to this solicitation
B Attachment 2 is the Reference Form Each bidder shall include at least three references with
their bid submission packet References shall be from customers of comparable size and scope
of operations as FW to whom the bidder has supplied the same services within the past 24-
months References must be able to attest without reservation to the fact that the bidder provided
the contracted services without any significant problem of any kind and at any time during the
contract period Bidders shall not list FW as a reference for purposes of this solicitation
IFB 21-054
Electric Motor Repairs
19
C Subcontractor List and Subcontractor Reference List Submittals
1 The Contractor shall include a list of all proposed subcontractors with their bid submission
packet The Subcontractor List shall specify the type of work and percentage of work the
Contractor shall rely on the subcontractor to perform
2 The Contractor shall include a separate list of references for each proposed subcontractor
with three references from the subcontractorrsquos customers that are of comparable size and
scope of operations as FW to whom the subcontractor has supplied the same services within
the past 24-months References must be able to attest without reservation to the fact that the
subcontractor provided the services without any significant problem of any kind and at any
time during the contract period The subcontractor reference list shall not list FW as a
reference for purposes of this solicitation
D Attachment 9 is the IRS Form W-9 Request for Taxpayer Identification Number and
Certification Each bidder shall include a completed form with their bid submission packet
E In addition to the mandatory insurance requirements listed in Subsection 614 (Insurance
Requirements) and at the request of FW the Contractor shall submit a list of all insurance claims
made against it within the past 12 months Failure to include this information within ten calendar
days of request by FW may result in rejection of your bid
56 Directions for Completing the Bid Form and Bidding each Hypothetical Electric Motor Repair
A The Bid Submission Form is broken down into five sections
Part 1 ndash Hypothetical Electric Motor Repair Pricing
Part 2 ndash Vaughenrsquos Pricing Guide Discounts Offered by Motor horse power
Part 3 ndash Labor Rates
Part 4 ndash Contact Person
Part 5 ndash Repair Facility Capabilities and Location Certification
B Bidders shall fill in all blanks provided on the Bid Form for all sections paying particular attention
to the instructions given for Part 1 and Part 3 Failure to complete all sections of the Bid Submission
Form may deem your bid as non-responsive Failure to include the separate pricing sheets for
each scenario in your bid submission packet will cause FW to deem the bid as non-response
and it will not be eligible for contract award All transportation shall be bid as FOB Destination
Include all necessary costs in your bid submission Failure to include the cost of shipping and
handling will be interpreted as included in the unit price for each item FW will not pay for shipping
and handling charges not included in your bid
C Directions for bidding each hypothetical electric motor repair
1 Bidders shall attach a separate and detailed price sheet for each sample scenario to their bid
form The price sheet shall be on the bidderrsquos company letterhead and labeled with the
applicable hypothetical scenario title The price sheet shall be signed by the bidder and
IFB 21-054
Electric Motor Repairs
20
include the bidderrsquos printed name title and date All repair work and parts shall be based on
the Vaughenrsquos Pricing Guide less any discount offered
2 The bidderrsquos separate price sheet shall include at a minimum the following
b Parts shall be bid by quantity unit cost and total cost
c Labor shall be bid by labor type and hourly rate and the extended total cost
d Transportation shall be included in the labor rate or listed separately
3 Bidders shall report their total material costs less any discount offered the total number of
manhours needed to complete the repair and the total cost for all labor categories for each
scenario in the appropriate spaces in PART 1 Sample Repair Pricing Schedule on the Bid
Submission Form
4 Bidders shall report the aggregate cost of all four repair scenarios in PART 1 Sample Repair
Pricing Schedule on the Bid Submission Form in the appropriate space
5 In the event of a mathematical error on the Sample Repair Pricing Schedule unit prices from
each detailed price sheet scenario shall prevail
6 Bidders shall record any discount offered and utilized in pricing each scenario by motor horse
power in PART 2 ndash Discounts Offered on the Bid Submission Form
7 All four hypothetical repair scenarios shall be bid and the bidderrsquos separate price sheet shall be
included with their Bid Submission Form Bidders who fail to bid all four hypothetical repairs
or fail to include each hypothetical repairs separate price sheet will be deemed non-responsive
and their bid will not be eligible for award
57 Proprietary Information
A Except as provided herein or as otherwise set forth in sect22-4342 of the Virginia Public
Procurement Act (Va Code Ann sect22-4300 et seq the ldquoActrdquo) all proceedings records
contracts and other public records relating to procurement transactions shall be open to
inspection in accordance with the Virginia Freedom of Information Act (Va Code Ann sect22-
3700 et seq the ldquoVirginia FOIArdquo)
B A Bidder Offeror or Contractor shall have the right to identify data or other materials submitted
in connection with this procurement as trade secrets or proprietary information which shall not
be subject to inspection pursuant to either sect22-4342 of the Act or the Virginia FOIA by
submitting to Fairfax Water prior to or at the time of submission of its proposal or bid a separate
written notice on its letterhead stationery setting forth the following (i) a statement indicating
that the Bidder Offeror or Contractor wishes to invoke the protections of this section (ii) an
identification of the data or other materials for which protection is sought and (iii) a statement
with regard to why protection is necessary
IFB 21-054
Electric Motor Repairs
21
58 ExceptionsAdditions
No exceptions or additions to the SpecificationsScope of Work or Contract Terms and Conditions
shall be permitted Any questions or concerns regarding any part of the IFB shall be submitted to
the Procurement Contact prior to the date specified in the Questions and Communications section
above Bids containing any exceptions to the SpecificationsScope of Work or Contract Terms and
Conditions or submitting additional Terms and Conditions shall be deemed non-responsive and
rejected Exceptions or additions proposed after bid submission by the successful bidder shall not
be accepted
59 Addenda to the IFB
A FW reserves the right to amend this solicitation at any time prior to the deadline for submitting
Bids If it becomes necessary to revise any part of this IFB notice of the revision will be given
in the form of an Addendum that will be provided to all prospective Bidders who are on record
with FW as having received this solicitation If in the opinion of FW the deadline for the
submission of bids does not provide sufficient time for consideration of any Addendum then
such deadline may be extended at the discretion of FW
B It shall be the responsibility of each Bidder to contact the Purchasing Contact identified on the
cover page to this solicitation prior to submission of a bid hereunder in order to determine
whether any Addenda have been issued in connection with this procurement Notwithstanding
any provision to the contrary the failure of any Bidder to receive any Addenda shall neither
constitute grounds for withdrawal of its bid nor relieve such Bidder from any responsibility for
incorporating the provisions of any Addenda in its proposal
C Acknowledge receipt of each addendum by signing it and submitting it by the bid deadline
Failure to return a signed addendum may result in a bid being determined non-responsive
510 Late Bids
Bids or unsolicited amendments to bids arriving after the bid submission deadline will not be
considered
511 Arrearage
By submitting a Bid in response to this solicitation the individual or firm submitting the bid shall
be deemed to represent that it is not in arrears in the payment of any obligation due and owing FW
the Commonwealth of Virginia or any public body in the Commonwealth of Virginia including but
not limited to any obligation to pay taxes andor employee benefits Bidder further agrees that it
shall make diligent efforts to avoid becoming in arrears during the Term of any Contract awarded
hereunder
512 Contract Award
Contract award will be made to the lowest responsive and responsible bidder based on total cost
Whenever the lowest responsive and responsible bidder is a resident of a state other than Virginia
IFB 21-054
Electric Motor Repairs
22
and such state under its laws allows a resident contractor of that state a percentage preference a like
preference shall be allowed to the lowest responsive and responsible bidder who is a resident of
Virginia and is the next lowest bidder If the lowest bidder is a resident contractor of a state with an
absolute preference the bid preference shall not be considered
513 Public Notice of Award
Public notice of award will be posted on the official FW web site
httpswwwfairfaxwaterorgcontracts
514 Authorization to do Business in Virginia
Each bidder that is organized or authorized to transact business in the Commonwealth of Virginia
pursuant to Title 131 or Title 50 of the Virginia Code shall include with its bid the identification
number issued to it by the Virginia State Corporation Commission Any bidder that is not authorized
to transact business in Virginia as a foreign entity under Title 131 or title 50 of the Virginia Code
or as otherwise required by law shall include in its bid a statement describing why the bidder is not
required to be so authorized Any bidder that fails to provide the required information may not
receive an award
515 Cancellation
FW may cancel this solicitation at any time and for any reason prior to contract award
516 Compliance with Laws Regulations and Codes
The Bidder hereby represents and warrants that
A It is qualified and properly licensed to do business in the Commonwealth of Virginia and that it
will take such action as from time to time hereafter may be necessary to remain so qualified
B It is not in arrears with respect to the payment of any monies due and owing FW the
Commonwealth of Virginia or any department or unit thereof including but not limited to the
payment of taxes and employee benefits and that it shall not become so in arrears during the
term of this Contract
C It shall comply with all federal State and local laws regulations and ordinances applicable to
its activities and obligations under this Contract and
D It shall obtain at its expense all licenses permits insurance and governmental approval if any
necessary to the performance of its obligations under this Contract
517 Debarment Status
By submitting a Bid in response to this solicitation each Bidder certifies that it is not currently
debarred by the federal government the Commonwealth of Virginia or any agency or department
thereof from submitting a bid or proposal in connection with any procurement project and that it is
not an agent of any person or entity that currently is so debarred
IFB 21-054
Electric Motor Repairs
23
518 Duration of Bids
Bids shall be valid for a minimum of 90 days following the deadline for submitting bids If an award
is not made during that period all bids shall be automatically extended for another 90 days Bids
will be automatically renewed until such time as either an award is made or proper notice is given
to FW of Bidders intent to withdraw its bid Bids may only be withdrawn by submitting written
notice at least seven days before the expiration of the then current 90-day period
519 Unit Prices Prevail
In the event that there is a mathematical error on the bid submission form the unit price for each
item shall prevail All costs to provide the goods and services specified in this solicitation shall be
shown on the attached bid form Line items left blank will be interpreted as at no cost to FW
520 Negotiation with Low Bidder
If the lowest bid submitted by a responsive and responsible bidder exceeds available funds for this
procurement then Fairfax Water may in its discretion conduct negotiations with the lowest
responsive and responsible bidder (the ldquoLow Bidderrdquo) in an effort to obtain a contract price that is
within available funds In such event Fairfax Water will notify the Low Bidder verbally or in writing
that its bid exceeds available funds and will schedule a conference with the Low Bidder Fairfax
Water staff and such advisors and consultants as Fairfax Water deems appropriate in order to discuss
possible modifications to the scope of the procurement that may result in a price that is within
available funds The conference and any subsequent negotiations may be conducted in person or by
telephone If during the conference the parties arrive at an acceptable modification to the scope of
the project and a contract price that is within available funds then Fairfax Water may award a
contract to the Low Bidder based upon the newly-modified terms and conditions Otherwise the
Low Bidder will within 15 days after the date of the conference (or such longer or shorter period as
may be specified in writing by Fairfax Water) submit to Fairfax Water a written addendum to its
original Bid Form which describes its proposed modification(s) to the scope of the procurement and
sets forth the Low Bidderrsquos newly adjusted bid price Fairfax Water may conduct further
negotiations with the Low Bidder or request additional clarifications or modifications If the Low
Bidderrsquos proposed modifications are acceptable to Fairfax Water and the associated contract price is
within available funds then Fairfax Water may award a contract to the Low Bidder based upon the
modified terms and conditions If the proposed modifications are not acceptable to Fairfax Water
or the associated price reductions are not within available funds then Fairfax Water will terminate
negotiations and reject all bids
521 References
Each bidder shall include at least three references with their bid submission packet (see Attachment
2 References) References shall be from customers of comparable size and scope of operations as
FW to whom the bidder has supplied the same services within the past 24-months References must
be able to attest without reservation to the fact that the bidder provided the contracted services
without any significant problem of any kind and at any time during the contract period Bidders
shall not list FW as a reference for purposes of this solicitation
IFB 21-054
Electric Motor Repairs
24
522 Insurance Claims against Bidder
In addition to the mandatory insurance requirements listed in Section 614 (Insurance Requirements)
and at the request of FW the apparent low bidder shall submit a list of all insurance claims made
against it within the past 12 months Failure to include this information within ten calendar days of
request by FW may result in rejection of your bid
523 Incorporation by Reference
This solicitation is issued in accordance with and controlled by the Virginia Public Procurement
Act (VPPA) which is incorporated into and made part of the solicitation by reference By submitting
a bid in response to this solicitation all bidders acknowledge the VPPA and agree to be bound by it
A copy of the VPPA is available for inspection at the Purchasing Department at FW It is also
available at this site
httpslawlisvirginiagovvacodepopularnamesvirginia-public-procurement-act
6 CONTRACT TERMS AND CONDITION
61 Term of Contract
The term of this contract shall be from the effective date of the contract award through October 31 2022 with four 1-
year renewal options through October 31 2026
62 Anti-Discrimination
By submitting their bids Bidders certify to FW that they will conform to the provisions of the Federal Civil Rights Act of 1964 as amended as well as the Virginia Fair Employment Contracting Act of 1975 as amended where applicable
the Virginians With Disabilities Act the Americans With Disabilities Act and sect11-51 of the Virginia Public Procurement
Act
A During the performance of the contract the Contractor agrees as follows
1 The Contractor will not discriminate against any employee or applicant for employment because of race
religion color sex national origin or disabilities except where religion sex or national origin is a bona fide
occupational qualification reasonably necessary to the normal operation of the Contractor The Contractor
agrees to post in conspicuous places available to employees and applicants for employment notices setting
forth the provisions of this nondiscrimination clause
2 The Contractor in all solicitations or advertisements for employees placed by or on behalf of the Contractor
will state that such Contractor is an equal opportunity employer
3 Notices advertisements and solicitations placed in accordance with federal law rule or regulation shall be
deemed sufficient for the purpose of meeting these requirements
B The Contractor will include the provisions above in every subcontract or purchase order so that the provisions will
be binding upon each subcontractor or vendor
C Fairfax Water does not discriminate against faith-based organizations on the basis of the organizationrsquos religious
character or impose conditions that (a) restrict the religious character of the faith-based organization except as provided by law or (b) impair diminish or discourage the exercise of religious freedom by the recipients of such
goods services or disbursements
IFB 21-054
Electric Motor Repairs
25
63 Antitrust
By entering into a contract the Contractor conveys sells assigns and transfers to FW all rights title and interest in and
to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the
Commonwealth of Virginia relating to the particular goods or services purchased or acquired by FW
64 Assignment of Interest
The Contractor shall not assign any interest in any resulting Contract and shall not transfer any interest in the same
without prior written consent of FW which FW shall be under no obligation to grant
65 Availability of Funds
It is understood and agreed between the parties herein that FW shall be bound hereunder only to the extent of the funds
available or which may hereafter become available for the purpose of this agreement
66 Compliance with Laws Regulations and Codes
The Bidder hereby represents and warrants that
A It is qualified and properly licensed to do business in the Commonwealth of Virginia and that it will take such action
as from time to time hereafter may be necessary to remain so qualified
B It is not in arrears with respect to the payment of any monies due and owing FW the Commonwealth of Virginia
or any department or unit thereof including but not limited to the payment of taxes and employee benefits and that
it shall not become so in arrears during the term of this Contract
C It shall comply with all federal State and local laws regulations and ordinances applicable to its activities and
obligations under this Contract and
D It shall obtain at its expense all licenses permits insurance and governmental approval if any necessary to the
performance of its obligations under this Contract
67 Contract Formation
A The words ldquoContractrdquo and ldquoPurchase Orderrdquo are used interchangeably unless the context otherwise plainly requires
The documents comprising the Contract shall be accorded the following order of precedence
1 The Contract including any Amendments or Change Orders
2 All Purchase Orders
3 Any Addenda to this RFQ 4 This RFQ (including all Appendices and Attachments hereto) and
5 The Bidderrsquos completed Quote Submission Form (including any drawings and submittals)
B Anything called for by one of the contract documents and not called for by the others shall be of like effect as if
required or called for by all except that a provision clearly designed to negate or alter a provision contained in one
or more of the other contract documents shall have the intended effect
68 Contract Changes Change Orders
A No verbal agreement or conversation with any officer agent or employee of FW either before or after the execution
of any Contract resulting from this solicitation or follow-on negotiations shall affect or modify any of the terms
conditions specifications or obligations contained in the solicitation or resulting Contract No alterations to the
terms and conditions of the Contract shall be valid or binding upon FW unless made in writing and signed by the
purchasing contact identified on the cover page Contract changes shall be in writing and shall be on official FW
Purchasing Department letterhead In any event and in all circumstances the Contractor shall be solely liable and
responsible for any Contract changes deviations etc made without first receiving written authorization to deviate
from the Contract by the FW Project Manager
IFB 21-054
Electric Motor Repairs
26
B Changes can be made to the contract in any of the following ways
1 The parties may agree in writing to modify the scope of the contract An increase or decrease in the price of
the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement
to modify the scope of the contract 2 FW may order changes within the general scope of the contract at any time by Notice to the Contractor
Changes within the scope of the contract include but are not limited to things such as services to be performed
the method of packing or shipment and the place of delivery or installation The Contractor shall comply with
the notice upon receipt The Contractor shall be compensated for any additional costs incurred as the result of
such order and shall give FW a credit for any savings Said compensation shall be determined by one of the
following methods
a By mutual agreement between the parties in writing or
b By agreeing upon a unit price or using a unit price set forth in the contract if the work to be done can be
expressed in units and the Contractor accounts for the number of units of work performed subject to FWrsquos
right to audit the Contractorrsquos records andor to determine the correct number of units independently or
c By ordering the Contractor to proceed with the work and keep a record of all costs incurred and savings realized A markup for overhead and profit may be allowed if provided by the contract The same markup
shall be used for determining a decrease in price as the result of savings realized The Contractor shall
present FW with all vouchers and records of expenses incurred and savings realized FW shall have the
right to audit the records of the Contractor as it deems necessary to determine costs or savings Any claim
for an adjustment in price under this provision must be asserted by Notice to the Purchasing Department
Neither the existence of a claim nor a dispute resolution process litigation or any other provision of this
contract shall excuse the Contractor from promptly complying with the changes ordered by FW or with
the performance of the contract generally
69 Contractorrsquos Responsibilities
A The Contractor shall be responsible for all products andor services as required by this IFB The use of
subcontractors is prohibited unless
1 A request to include a subcontractor is included in the bid and
2 The Bidder receives written approval to use a subcontractor prior to or as part of the formal contract between
the parties
B Even when properly authorized by FW the use of a subcontractor does not relieve the Contractor of liability under
the contract C The Contractor at its sole expense shall be responsible for damage to FW and non-FW property as a result of its
failure or its subcontractorrsquos failure to protect such facilities and utilities
D The Contractor at its sole expense shall immediately repair or replace FW property damaged by (or caused by) the
Contractor or its Subcontractor(s) Replacements will be of equal or better quality than the property damaged
property and all such work must be approved by FW Project Manager
610 Ethics in Public Contracting
Contractor hereby certifies that it has familiarized itself with Article 4 of Title 11 of the Virginia Public Procurement
Act Section 11-72 through 80 Virginia Code Annotated and that all amounts received by it pursuant to a contract
resulting from this solicitation are proper and in accordance therewith
611 Examination of Records
Bidder agrees that in any resulting contract either FW or its duly authorized representative shall have access to and the
right to examine and copy any directly pertinent books documents papers and records of the Contractor involving
transactions related to any resulting contract This obligation shall expire five years after the final payment for the final service performed as a result of any and all contract(s) awarded pursuant to this solicitation or until audited by FW
whichever is sooner Contractor will provide reasonable access to any and all necessary documents and upon demand
IFB 21-054
Electric Motor Repairs
27
provide copies of documents if so required by FW or its representative(s) FW will reimburse the Contractor for any
reasonable expenses it incurs as a result of such a request
612 Governing Law Venue Waiver of Jury Trial
Notwithstanding any provision to the contrary this solicitation and any resulting contract shall be governed in all
respects by the laws of the Commonwealth of Virginia Any dispute arising hereunder which is not otherwise resolved
by the parties shall be resolved by a court of competent jurisdiction in the Commonwealth of Virginia The Contractor
and FW hereby waive any right such party may have to a trial by jury in connection with any such litigation
613 Indemnification and Responsibility for Claims and Liability
With respect to any contract that results from this solicitation Bidder is bound by the following
A The Contractor shall indemnify save harmless and defend FW or any employee of FW against liability for any
suits actions or claims of any character whatsoever arising from or relating to the performance of the Contractor
or its subcontractors under this contract
B FW has no obligation to provide legal counsel or defense or pay attorneys fees to the Contractor or its
subcontractors in the event that a suit or action of any character is brought by any person not party to the contract
against the Contractor or its subcontractors as a result of or relating to the Contractors obligations under this
contract
C FW has no obligation for the payment of any judgments or the settlement of any claims against the Contractor or
its subcontractors as a result of or relating to the Contractors obligations under this contract
D The Contractor shall immediately notify FW of any claim or suit made or filed against the Contractor or its
subcontractors regarding any matter resulting from or related to the Contractors obligations under the contract If
such a claim or suit is brought the Contractor will cooperate assist and consult with FW in the defense or
investigation of any suit or action made or filed against FW as a result of or relating to the Contractors performance
under this contract
E The Contractor shall pay all royalties and license fees necessary for performance of the contract The Contractor
shall defend all suits or claims for infringement of any patent rights or other proprietary rights arising from or related to performance of the resulting contract and shall save FW harmless from any loss including Attorneysrsquo fees arising
out of any such claim
614 Insurance
A In addition to the mandatory insurance requirements listed in this Section and at the request of FW any Bidder may
be required to provide a list of all insurance claims made against it within the past 36 months FW reserves the right
to reject any bid if in FWrsquos opinion the amount or number of claims is deemed to be excessive A Bidderrsquos failure
to comply with this requirement may result in rejection of its bid If no claims have been made then the Bidder shall so state in its bid Fairfax Water may require such information from the Contractor as it deems necessary to assess
the Contractorrsquos financial ability to pay any deductibles with respect to the insurance policies required hereunder
B Before commencing the work the Contractor shall procure and maintain at its own expense minimum insurance in
forms and with insurance companies acceptable to FW to cover loss or liability arising out of the Work All
insurance policies must be underwritten by insurers authorized to conduct business within the Commonwealth of
Virginia and must have a Bests rating of at least A- and a financial size of class VIII or better in the latest edition
of Bests Insurance Reports
C The Contractor shall immediately notify FW of any claim or suit made or filed against the Contractor or its
subcontractors regarding any matter resulting from or related to the Contractors obligations under the contract If such a claim or suit is brought the Contractor will cooperate assist and consult with FW in the defense or
IFB 21-054
Electric Motor Repairs
28
investigation of any suit or action made or filed against FW as a result of or relating to the Contractors performance
under this contract
D With the exception of Workersrsquo Compensation and Employersrsquo Liability Insurance all additional insurance policies
specified herein shall name FW as an additional insured with regard to work performed under any subsequent Contract
E The Contractor will provide FW with copies of certificates of insurance coverage and proof of payment of all
premiums Each certificate of insurance must include (a) an endorsement from the insurer that certifies that the
Contractor maintains the referenced policy in full force and effect (b) where applicable a statement indicating that
FW is included as an additional insured and (c) a provision requiring that not less than 30 days written notice will
be given to FW before any policy or coverage is canceled or modified in any material respect Without limiting the
requirements set forth above the insurance coverages will include a minimum of
1 Workers Compensation and Employers Liability Insurance Statutory requirements and benefits as required
by the Commonwealth of Virginia and 2 Required Commercial General Liability Insurance This insurance must be written on an occurrence basis
and shall be endorsed to include FW as an additional insured and shall provide at a minimum the following
General Aggregate Limit $1000000
(Other than Products-Completed Operations)
Products-Completed Operations Aggregate Limit $ 500000
Personal amp Advertising Injury Limit $ 500000
Each Occurrence Limit $ 500000
For Construction Contracts
Directors amp Officers ndash Errors amp Omissions $2000000
F Business Automobile Liability Insurance This insurance coverage must extend to any motor vehicles or other
motorized equipment regardless of whether it is owned hired or non-owned and must cover Bodily Injury and
Property Damage with a combined single limit of at least $1000000 each accident This insurance must be written
in comprehensive form and must protect the Contractor and FW against claims for injuries to members of the public
andor damage to the property of others arising from the Contractorrsquos use of motor vehicles or other equipment and
must cover both on-site and off-site operations
G Nothing contained herein will be deemed to operate as a waiver of FWrsquos sovereign immunity under the law
615 No Waiver or Estoppel
Neither the inspection by FW nor any of its employees nor any payment of money nor payment for nor acceptance of
any Commodity by FW nor any extension of time shall operate as a waiver of any provision of this Contract or of any
power herein reserved to the Owner or of any right to damage herein provided No waiver of any breach of this Contract
shall be held to be a waiver of any other subsequent breach All remedies provided in this Contract to FW shall be
construed as cumulative and shall be in addition to each and every other remedy herein provided Neither FW nor any
officer employee or authorized representative of FW will be bound precluded or estopped by any action
determination decision acceptance return certificate or payment made or given under or in connection with the
Contract by any officer employee or authorized representative of the Owner at any time either before or after final
completion and acceptance of the Work and payment therefore from (a) showing the true and correct classification amount quality or character of the Commodities delivered or that any determination decision acceptance return
certificate or payment was incorrect or was improperly made in any respect or that the Commodities or any part thereof
do not in fact conform to the requirements of the Contract (b) demanding and recovering from the Contractor any
overpayment made to the Contractor or such damages as FW may sustain by reason of the Contractorrsquos failure to comply
with the requirements of the Contract or (c) both of the foregoing clauses (a) and (b)
616 Partial Invalidity
IFB 21-054
Electric Motor Repairs
29
Neither any payment for nor acceptance of the whole or any part of the services by FW nor any extension of time
shall operate as a waiver of any provision of any Contract resulting from this IFB nor of any power herein reserved to
FW or any right to damages herein provided nor shall any waiver of any breach of any Contract be held to be a waiver
of any other or subsequent breach Failure of FW to require compliance with any term or condition of any Contract shall
not be deemed a waiver of such term or condition or a waiver of the subsequent enforcement thereof
617 Payment Clauses Required in All Contracts
Section sect 22-4352 of the Virginia Public Procurement Act requires the following
A That any contract awarded by FW include the following clauses
1 The Contractor shall take one of the two following actions within seven days after receipt of amounts paid to the contractor by FW for work performed by any subcontractor(s) under the contract
a The Contractor shall pay its subcontractor(s) for the proportionate share of the total payment received from
FW attributable to the work performed by the subcontractor under that contract or
b Notify FW and any subcontractor(s) in writing of his intention to withhold all or a part of the
subcontractors payment with the reason for nonpayment
2 Bidders shall include in their offer submissions either (i) if an individual contractor their social security
numbers and (ii) proprietorships partnerships and corporations to provide their federal employer identification
numbers
3 The contractor shall pay interest to the subcontractor(s) on all amounts owed by the Contractor that remain
unpaid after seven days following receipt by the Contractor of payment from FW for work performed by the
subcontractor under the contract except for amounts withheld as allowed in subdivision 1
4 Unless otherwise provided under the terms of this contract interest shall accrue at the rate of one percent per
month
B The contractor shall include in each of its subcontracts a provision requiring each subcontractor to include or
otherwise be subject to the same payment and interest requirements with respect to each lower-tier subcontractor
C A contractors obligation to pay an interest charge to a subcontractor pursuant to the payment clause in this section
shall not be construed to be an obligation of FW A contract modification shall not be made for the purpose of
providing reimbursement for the interest charge A cost reimbursement claim shall not include any amount for
reimbursement for the interest charge
618 Payment
A Invoices All invoices shall be submitted directly to the FW Accounts Payable department by mail fax or e-mail
Invoices shall include the FW Purchase Order and the Contractorrsquos FEIN Invoices are not to be sent to the contract
Project Manager or other departmental reps Failure to comply may result in late payments for which FW will not
be liable
B Terms All payments will be Net 30 from the date of receipt of a valid invoice at FW Finance Department Payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery
whichever occurs last This shall not affect offers of discounts for payment in less than 30 days however
C Partial Payments Requests for partial payments or advanced payments must be submitted as part of the Price Bid
along with a justification FW reserves the right to accept reject or negotiate requests for partial payments If the
request is rejected the Bidder must waive the requirement in order to remain in consideration
D Refunds If the Contractor is declared to be in default FW will be eligible for a full and immediate refund for all
payments made to the Contractor Partial Payments Requests for partial payments or advanced payments must be
submitted as part of the Price Offer along with a justification FW reserves the right to accept reject or negotiate
requests for partial payments If the request is rejected the Bidder must waive the requirement in order to remain
in consideration
IFB 21-054
Electric Motor Repairs
30
E Unreasonable Charges Under certain emergency procurements and for most time and material purchases final job
costs cannot be accurately determined at the time orders are placed In such cases final payment is contingent on
a determination of reasonableness with respect to all invoiced charges Charges that appear to be unreasonable will
be researched and challenged and that portion of the invoice held in abeyance until a settlement can be reached Upon determining that invoiced charges are not reasonable FW shall promptly notify the Contractor in writing as
to those charges that it considers unreasonable and the basis for the determination
619 Price Firm Period
Bid pricing shall be firm fixed as originally offered and accepted for the first 12 months of the contract
620 Rider Clause
Subject to the mutual agreement between the parties any contract awarded on the basis of this solicitation may be used
by any public entity (to include jurisdictions comprising the Metropolitan Washington Council of Governments) to
enter into a contract for the services described and defined herein For single purchases the contract may be used for
up to 12 months from the actual date of contract award For multi-year contracts the contract may be used throughout
the effective period of the contract Contracts awarded as a result of this solicitation will be subject to these terms and
conditions andor such terms and conditions as may be required by the controlling body for the public agency using the
contract Pricing shall be as offered by the successful Offeror and subsequently accepted by FW
621 Taxes
FW is exempt from Federal Excise Taxes Virginia State Sales and Use Taxes and the District of Columbia Sales Taxes
and Transportation Taxes FWs tax identification number is 54-6025290
622 Termination of Contract
A For Cause In the event that the Contractor (1) fails to deliver any Commodity or Service in accordance with the
time period established therefore in the Contract or (2) fails to furnish any Commodity or Service which conforms
in all respects to the requirements of the Contract then FW without prejudice to any other rights or remedies it may
have at law or in equity (including its right to seek damages from the Contractor) shall have the right to terminate
the Contract and any outstanding Purchase Orders by issuing a written notice of termination to the Contractor Such
notice of termination shall describe in reasonable detail the grounds for the termination and shall take effect
immediately upon receipt by the Contractor
If after issuance of a notice of termination under this Section it is determined for any reason that cause for such
termination did not exist then the rights and obligations of the parties shall be the same as if the notice of termination
had been delivered under the provisions of subsection B (termination for convenience) hereof provided however that the Contractor in such event shall be deemed to have received seven days prior written notice of such
termination Any compensation due the Contractor pursuant to subsection B shall be offset by the cost to FW of
remedying the default by the Contractor The Contractor shall in no event be entitled to receive any consequential
damages or any anticipated profits with respect to Commodities not yet furnished to and accepted by FW as of the
effective date of any such termination
B For Convenience FW shall have the right to terminate the Contract andor any outstanding Purchase Orders issued
hereunder at its own convenience for any reason by giving seven business days prior written notice of termination
to the Contractor In such event the Contractor shall be paid an amount equal to the actual cost of any Commodity
delivered to and accepted by FW and the actual cost of any equipment goods or materials ordered by the Contractor
hereunder in good faith which could not be canceled less the salvage value thereof provided sufficient
substantiation is furnished to FW Any subcontract entered into by the Contractor in connection with the transactions contemplated hereby shall contain a similar termination provision for the benefit of the Contractor and
FW The Contractor shall in no event be entitled to receive anticipated profits on any Commodities not yet furnished
to and accepted by FW as of the effective date of any such termination
IFB 21-054
Electric Motor Repairs
31
623 Virginia Freedom of Information Act
Except as provided herein all proceedings records contracts and other public records relating to procurement
transactions shall be open to the inspection of any citizen any interested person firm or corporation in accordance with
the Virginia Freedom of Information Act
624 Faith-Based Organizations
FW does not discriminate against faith-based organizations
625 Immigration Reform and Control Act of 1986
By entering this Contract the Contractor certifies that it does not and will not during the performance of this Contract
violate the provisions of the Federal Immigration Reform and Control Act of 1986 which prohibits employment of
illegal aliens
626 Severability
In the event that any provision shall be adjudged or decreed to be invalid by a court of competent jurisdiction such ruling
shall not invalidate the entire Agreement but shall pertain only to the provision in question and the remaining provisions shall
continue to be valid binding and in full force and effect
627 Licensure
To the extent required by the Commonwealth of Virginia (see eg 541-1100 et seq of the Code of Virginia) or FW the
Contractor shall be duly licensed to provide the goods and services required to be delivered pursuant to this Contract
628 Authority to Transact Business in Virginia
A Contractor organized as a stock or nonstock corporation limited liability company business trust or limited partnership
or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a
domestic or foreign business entity if so required by Title 131 or Title 50 of the Code of Virginia or as otherwise required
by law Any business entity described herein that enters into a Contract with FW pursuant to the Virginia Public Procurement
Act 22-4300 et seq shall not allow its existence to lapse or its certificate of authority or registration to transact business in
the Commonwealth if so required under Title 131 or Title 50 of the Code of Virginia to be revoked or cancelled at any time during the term of the Contract FW may void any Contract with a business entity if the business entity fails to remain in
compliance with the provisions of this section
629 Drug-free Workplace to be Maintained by Contractor
During the performance of this contract the contractor agrees to (i) provide a drug-free workplace for the contractors
employees (ii) post in conspicuous places available to employees and applicants for employment a statement notifying
employees that the unlawful manufacture sale distribution dispensation possession or use of a controlled substance or
marijuana is prohibited in the contractors workplace and specifying the actions that will be taken against employees for violations of such prohibition (iii) state in all solicitations or advertisements for employees placed by or on behalf of the
contractor that the contractor maintains a drug-free workplace and (iv) include the provisions of the foregoing clauses in
every subcontract or purchase order of over $10000 so that the provisions will be binding upon each subcontractor or vendor
630 Employment Discrimination by Contractor Prohibited Required Contract Provisions
The following provision is required to be in every contract of more than $10000 (Virginia Public Procurement Act sect 22-
4311)
A During the performance of any ensuing contract the Contractor agrees as follows
IFB 21-054
Electric Motor Repairs
32
1 The contractor will not discriminate against any employee or applicant for employment because of race
religion color sex national origin age disability or other basis prohibited by state law relating to
discrimination in employment except where there is a bona fide occupational qualification reasonably
necessary to the normal operation of the contractor The contractor agrees to post in conspicuous places
available to employees and applicants for employment notices setting forth the provisions of this nondiscrimination clause
2 The contractor in all solicitations or advertisements for employees placed by or on behalf of the contractor
will state that such contractor is an equal opportunity employer
3 Notices advertisements and solicitations placed in accordance with federal law rule or regulation shall be
deemed sufficient for the purpose of meeting the requirements of this section
B The contractor will include the provisions of the foregoing paragraphs 1 2 and 3 in every subcontract or purchase
order of over $10000 so that the provisions will be binding upon each subcontractor or vendor
631 Counterparts
This Contract and any amendments or renewals hereto may be executed in a number of counterparts and each
counterpart signature when taken with the other counterpart signatures is treated as if executed upon one original of
this Contract or any amendment or renewal A signature by any party to this Contract provided by facsimile or
electronic mail is binding upon that party as if it were the original
632 Survival of Terms
Upon discharge of this Agreement Sections (Notice Hold Harmless Warranties Governing LawForum Contractual
Disputes) of these Terms and Conditions continue and survive in full force and effect
633 Non-Waiver
No waiver of any provision of this Agreement shall constitute a waiver of any other provision nor shall any waiver of this Agreement constitute a continuing waiver unless otherwise expressly provided
634 Contractual Disputes
A Contractual claims whether for money or for other relief will be submitted in writing not later than 60 days after
final payment provided however that written notice of the Contractorrsquos intention to file such claim must
1 Be delivered to the attention of FWrsquos Procurement Representative assigned to this contract not later than five
days after the occurrence or of the beginning of the Work upon which the claim is based and
2 Contain a reasonably detailed description of the basis of the claim otherwise the claim will be deemed to have been waived FW will make a written decision upon any such claim within 60 days after submittal of the claim
The Contractor will not institute legal action prior to receipt of FWrsquos decision on the claim unless FW fails to
render such decision within 90 days after submittal of the claim The decision of FW will be final unless the
Contractor initiates legal action as provided in Section 22-4364 of the Virginia Code Failure of FW to render
a decision within 90 days will not result in the Contractor being awarded the relief claimed nor will it result in
any other relief or penalty The sole result of FWrsquos failure to render a decision within the time allotted will be
the Contractorrsquos right to immediately institute legal action No administrative appeals procedure pursuant to
Section 22-4365 of the Virginia Code has been established for contractual claims under this Agreement
B No claim of any nature will be made against FW by or on behalf of a subcontractor unless the Consultant has first
(a) evaluated such claim thoroughly and determined it to be meritorious (b) issued a written notice to the
subcontractor finding the subcontractorrsquos claim to be meritorious and setting forth any additional compensation or additional days to be paid or granted to the subcontractor on account of such claim and (c) paid the subcontractor
in full for such claim In presenting such a claim the Consultant will provide FW with a copy of the written notice
to the subcontractor and with evidence of payment in full of the subcontractorrsquos claim No such claim will exceed
the amount actually paid to the subcontractor
IFB 21-054
Electric Motor Repairs
33
ATTACHMENT 1
BID SUBMISSION FORM
COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE E-MAIL
FAX FED ID
VIRGINA STATE CORPORATION COMMISSION (SCC) REGISTRATION INFORMATION
The bidder
1048709 is a corporation or other business entity with the following SCC identification number
-OR-
1048709 is not a corporation limited liability company limited partnership registered limited liability partnership or business trust
-OR-
1048709 is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees agents offices facilities or inventories in Virginia (not counting any employees or agents in Virginia
who merely solicit orders that require acceptance outside Virginia before they become contracts and not counting any
incidental presence of the offeror in Virginia that is needed in order to assemble maintain and repair goods in accordance with
the contracts by which such goods were sold and shipped into Virginia from offerorrsquos out-of-state location) -OR-
1048709 is an out-of-state business entity that is including with this proposal an opinion of legal counsel which accurately and
completely discloses the undersigned offerorrsquos current contacts with Virginia and describes why those contacts do not constitute
the transaction of business in Virginia within the meaning of sect 131-757 or other similar provisions in Titles 131 or 50 of the
Code of Virginia
1048709 Please check this box if you have not completed any of the foregoing options but currently have pending before the SCC an
application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number once issued (Fairfax Water reserves the right to determine in its sole discretion
whether to allow such waiver)
IFB 21-054
Electric Motor Repairs
34
COMPANY
PART 1 ndash Hypothetical Electric Motor Repair Pricing
Repair scenarios immediately follow the signature section of the Bid Submission Form See Section 56 of the
solicitation for detailed instructions on how to complete the Bid Form and on how to bid the hypothetical repair scenarios To be deemed responsive and eligible for contract award the Bidder shall bid on all four scenarios and
shall include the separate price for each scenario in their Bid Submission Packet
HYPOTHETICAL REPAIR PRICING SCHEDULE
Repair 1A
Foxmill Pumping Station Pump Motor 5 Motor Evaluation Report Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1A $_______________________
Repair 1B
Corbalis Treatment Plant Finished Water P1 Inboard Bearing Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1B $_______________________
Repair 1C
Corbalis Plate Settler Feed Pump 2 ndash Motor Evaluation Report Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1C $_______________________
Repair 1D
Griffith Finished Water Pumping Station Pump Motor 3 Motor Evaluation Report
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1D $_______________________
PART 1 HYPOTHETICAL REPAIRS 1A ndash 1D TOTAL COST $_______________________
IFB 21-054
Electric Motor Repairs
35
COMPANY
PART 2 Discounts Offered by Motor Horse Power
1 Discount off Vaughenrsquos Guide for motors greater than 60 hp up to 600 hp (includes all makes amp
models AC amp DC high amp low voltage high amp low RPM single amp three phase)
2 Discount off Vaughenrsquos Guide for motors greater than 600 hp (includes all makes amp models AC amp
DC high amp low voltage high amp low RPM single amp three phase)
Date of Vaughenrsquos Pricing Guide
PART 3 Labor Rates
Labor rates bid in this section shall directly correlate to the labor rates quoted in Part 1 and shall include
all direct and indirect overhead costs including but not limited to travel to and from the jobsite general
and administrative costs etc Labor rates will only be paid on the basis of time at the FW job site or as
documented for work done at the ManufacturerrsquosContractorrsquos site
3 FW Onsite Labor ndash Regular Time (MondayndashFriday 730 am through 500 pm) $___________hour
4 FW Onsite Labor-Overtime $___________hour (Monday-Friday 500 pm through 730 am weekends and holidays)
5 In Shop Labor ndash Regular Time (MondayndashFriday 730 am through 500 pm) $___________hour
6 In Shop Labor ndash Overtime $___________hour
(Monday-Friday 500 pm through 730 am weekends and holidays)
PART 4 Contact Person
List a contact personrsquos name and telephone number for normal FW working hours 730 amndash500 pm
Monday-Friday Answering machines are unacceptable as a point of contact For emergency calls outside
normal FW working hours (nights andor weekends) list a contact personrsquos name and telephone number
or have a voice mail paging system or answering service Bidders using a voice mail paging system or
answering service in lieu of a contact person shall be required to initiate a call back to the sender within
(30) thirty minutes
IFB 21-054
Electric Motor Repairs
36
COMPANY
Type of answering system used by your firm (check one)
Voice Mail Paging System Answering Service
Contact for Normal Working Hours
Name(s) __________________________________________
__________________________________________
Telephone __________________________________________
__________________________________________
Contact for Emergency Calls (outside normal FW working hours)
Name(s) __________________________________________
__________________________________________
Telephone __________________________________________
__________________________________________
PART 5 Repair Facility Capabilities
Please check the following for Repair Facility capabilities
Facility capable of performing all balance work (no subcontracting)
Facility capable of starting 3 phase 4160 volt 3050 HP vertical motor
Facility capable of starting 3 phase 4160 volt 1800 HP horizontal motor
Facility allows for Owner personnel to safely witness testing
Repair Facility Address
IFB 21-054
Electric Motor Repairs
37
Submittals to be included in Bid Packet
1 Attachment 2 ndash Bidder Reference Form
2 Subcontractor List with Subcontractor References if applicable
3 Attachment 9 IRS Form W-9
4 Acknowledgement Page(s) for all Addendum if applicable
bull PAYMENT TERMS FWrsquos minimum payment term is Net 30 days All
bids will be interpreted as Net 30 unless otherwise specified herein By submitting an offer to sell in
response to this solicitation all bidders acknowledge and agree to this requirement
By my signature I certify that I am acting as an agent or in the case of an LLP the Partner or Managing
Partner for the firm identified on this Bid Submission Form and that I am fully authorized to bind the
firm to the specifications terms and conditions of this solicitation as well as any addenda thereto
Company Name
Signature Printed Name
Title Date
[HYPOTHETICHAL REPAIR SCENARIOS IMMEDIATELY FOLLOW THIS PAGE]
IFB 21-054
Electric Motor Repairs
38
BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1A FOXMILL PUMPING STATION PUMP MOTOR 5 SERVICE Reason for Service Motor Evaluation Report
Motor Description General Electric Model 5kb3396448501 Sn Wwh-283004190 Type (Kv) Induction Custom-8000 Vertical Motor 70000 Hp 3 Phase 60 Hertz 4000 Volts Frame 8339p30 887 Rpm 1 Pick up motor from the Foxmill Pump Station Herndon
2 Check all mechanical tolerances and fits using precision measurement tools and provide report highlight any
out of tolerance measurements 3 Check out electrical components using electrical test methods Meggar Surge Pi And Hi Pot 4 Dynamically balance rotors in the presence of the FW representative 5 Clean and degrease motor components 6 Reassemble unit and perform motor testing and final report 7 Ship unit to FW Foxmill PS 8 Provide 1 Year Warranty
CONTINUES ON NEXT PAGE
FOXMILL 5 SAP 350261
MFR GENERAL ELECTRIC
SN WWH-283004189
FRAME 8339P30 TYPE INDUCTION PH 3
DISGN CODE HP 700 VOLTS 4000
HZ 60 RPM 887 AMPS 920 RISE 30deg
B
DUTY Cont CLASS INS F AMPS
Y
TEMP AMB 40deg SF
ENCLOSURE TEWAC
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
550
IFB 21-054
Electric Motor Repairs
39
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1A ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
40
COMPANY BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1B CORBALIS FINISHED WATER P1 MOTOR SERVICE Reason for Service Inboard Bearing
Motor Description Horizontal Motor 1750 Horsepower 3 Phase 60 Hertz 900 Rpm 4000 Volts 21120-17 Frame Ideal Electric Serial 981097-01 Synchronous 1 Pick up motor from Corbalis Water Treatment Plant Herndon
2 Check all mechanical tolerances and fits using precision measurement tools and provide report highlight any
out of tolerance measurements
3 Check out electrical components using electrical test methods Meggar Surge Pi and Hi pot
4 Dynamically balance rotors in the presence of the FW representative
5 Clean and degrease motor components
6 Reassemble unit and perform motor testing and final report
7 Ship unit to FW Corbalis Water Treatment Plant
8 Provide 1 Year Warranty
CONTINUES ON NEXT PAGE
FW 1 SAP 350109
MFR IDEAL ELECTRIC
SN 981097-01 FRAME 21120-17 TYPE SMB PH 3
DISGN CODE HP 1750 VOLTS 4000
HZ 60 RPM 900 AMPS 195 RISE 85deg
B DET
DUTY CONT CLASS INS F AMPS
Y
TEMP AMB 40deg SF 15 ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
41
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1B ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
42
COMPANY BID SUBMISSION PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1C
CORBALIS PLATE SETTLER FEED PUMP 2 FLYGHT MOTOR Reason for Service Motor Evaluation Report Service
Motor Description FLYGT 45kW-60hp RPM 1170 Volts 460 AMPS 73 Model CP3300091-0258 Serial 3300091-0720003 1 Pick Up motor from the Corbalis Water Treatment Plant Herndon
2 Inspect test run and disassemble
3 Perform electrical test and mechanical checks
4 Clean and bake
5 Rewind stator install thermal protectors VPI in Epoxy Resin
6 Fabricate new SS shaft
7 Balance rotor and impeller in the presence of FW representative
8 Replace lower bearing housing and install new bearings and new mechanical seals
9 Replace o-rings and gaskets Replace lifting chain (SS Grade)
10 Install new stationary and rotating wear rings replace retaining rings
11 Replace hardware reassemble unit and perform motor testing and final report
12 Paint
CONTINUES ON NEXT PAGE
Plate Settler Feed Pump 2 SAP 360128
MFR FLYGHT
SN 3300091-0720003
FRAME TYPE
PH
DISGN CODE HP 60 VOLTS 460
HZ
RPM 1170 AMPS 73 RISE
B
DUTY
CLASS INS
AMPS
Y
TEMP AMB
SF
ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
43
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1C ndash CONTINUED
13 Ship unit to FW Corbalis Water Treatment Plant
14 Provide 1 Year Warranty
15 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
44
COMPANY BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1D
GRIFFITH PUMPING STATION PUMP MOTOR 3 SERVICE Reason for Service Motor Evaluation Report Motor has excessive clearance in lower guide bearing Lower Guide bearing is NU style bearing Bearing Skidding is present in Bearing
Motor Description Vertical Motor Type MIBA-V TEWAC 720 RPM 1800 HP 3 Phase 60 Hz 4000 Volts 1 Pick Up motor from Griffith Pump Station Lorton
2 Check All Mechanical Tolerances Fits Using Precision Measurement Tools And Provide Report Hi Lite Any Out
Of Tolerance Measurements 3 Check Out Electrical Components Using Electrical Test Methods Meggar Surge Pi And Hi Pot
4 Dynamically Balance Rotors with FW Rep Present At API 610 4WN
5 Clean And Degrease Motor Components
6 Reassemble Unit and Perform Motor Testing and vibration analysis with FW rep present and provide Final Report
7 Ship Unit to FW Griffith PS
8 Provide 2 Year Warranty
CONTINUES ON NEXT PAGE
FWP3 MFR IDEAL
SN 001077-03 FRAME TYPE IMV PH 3
DISGN CODE HP 1800 VOLTS 4000
HZ 60 RPM 715 AMPS 238 RISE 80 C B RES
DUTY CONT CLASS INS F AMPS 274 105 C
Y RES
TEMP AMB 40 C SF 115 ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
45
COMPANY
BID SUBMISSION PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1D ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
46
ATTACHMENT 2
REFERENCES
BIDDERrsquoS NAME
1 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
2 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
3 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
IFB 21-054
Electric Motor Repairs
47
ATTACHMENT 2
REFERENCES CONTINUED
BIDDERS NAME ______________________________
4 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
5 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
IFB 21-054
Electric Motor Repairs
48
ATTACHMENT 3 OPERATING DATA SHEET
ISSUED TO DATE ISSUED Fairfax Water Work Order FW Electrical Supervisor Phone Conditioned Based Maintenance Supervisor Phone Return date requested A Equipment Specifications
1 Equipment Name
2 SAP ID Number
3 Manufacturer
4 Serial Number
5 Horsepower
6 Voltage B Work Requested
1 Reconditioning and Testing
2 Rewind
3 Other (describe) C If motor failure is involved state conditions under which failure occurred D Special Insulation Requirements
1 Moisture
2 Abrasion E Type of Housing Paint and Color
Paint furnished by customer Yes No
IFB 21-054
Electric Motor Repairs
49
ATTACHMENT 4
INSPECTION DATA SHEET ndashPAGE 1 OF 2 Company Performing Work Motor SN SAP ID A Initial Inspection and Tests
1 Insulation Resistance
Voltage Applied v Ambient Temp oC Machine Temp oC
1 min 10 min PI A to GND
B to GND
C to GND
2 Surge Test Test Voltagehelliphelliphellip V Pass ___ Fail ___ 3 Growler Test Pass ___ Fail ___ 4 Motor Shaft Run out In
5 Rotor Endplay In
6 Shaft Diameter In
B Disassembly
1 End Bells Marked
2 Fan Orientation Marked C Component Inspection
1 General Condition of Rotor (include probable cause of major damage)
a Rotor Iron
b Rotor Windings Rotor bars
c Retaining Rings
IFB 21-054
Electric Motor Repairs
50
ATTACHMENT 4 INSPECTION DATA SHEET ndashPAGE 2 OF 2
Company Performing Work Motor SN SAP ID
2 General Condition of Stator (include probable cause of major damage)
a Stator Iron b End Lacings and Support systems
c Wedges
d Windings
e RTDThermocouple Condition
3 General Condition of Shaft Keyways
4 General Condition of Bearings
5 General Condition of Motor Housing
6 Other
7 Core loss preceding winding removal watts
8 Core loss following winding removal watts
9 Recommended Repairs Signature Printed Name Title Date
IFB 21-054
Electric Motor Repairs
51
ATTACHMENT 5 Page 1 of 5
WORK PERFORMED DATA SHEET Company Performing Work Motor SN SAP ID A Describe work performed on rotor B Describe work performed on stator C Describe work performed on shaft D Describe work performed on bearings
Replaced bearings Yes No Manufacturer Type Code
E Other F Was motor vacuum-pressure impregnated Yes No
Resin used
Number of VPI and bake cycles G Was motor treated for abrasion protection Yes No
Treatment used
IFB 21-054
Electric Motor Repairs
52
ATTACHMENT 5 Page 2 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID H Varnish used for non-VPI applications
Number of dip and bake cycles I Final Tests
1 Insulation Resistance
Voltage Applied v Ambient Temp oC Machine Temp oC
1 min 10 min PI
A to GND
B to GND
C to GND
2 Phase Balance
Voltage Applied Vac A amps B amps C amps
3 High Potential Applied Leakage Time
Phase Voltage Current Duration
A
B
C
OR (if cant be separated)
ALL
IFB 21-054
Electric Motor Repairs
53
ATTACHMENT 5 Page 3 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
4 Winding Resistance
A-B milliohms A-N milliohms
B-C milliohms OR B-N milliohms C-A milliohms C-N milliohms
5 Dynamic Balance
RPM Vibration DE ODE Initial Final
6 No-Load Run
Phase Bearing Current Temperature Vibration_________
Ia Ib Ic Inboard Outboard RPM Inboard Outboard
15 Min 30 Min 45 Min
60 Min Acceleration time (Seconds) Peak starting current (Amper) ( IFL)
7 Miscellaneous
Direction of Rotation Viewed from End
End Play (Sleeve Bearing Only) in
IFB 21-054
Electric Motor Repairs
54
ATTACHMENT 5 Page 4 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
Inboard Bearing Journal Dia in
Inboard Bearing ID in
Outboard Bearing Journal Dia in
Outboard Bearing ID in
8 High FrequencySurge Comparison Tests (New Coils Only)
Voltage Applied v
Results
9 Air Gap Measurements
A minimum of sixteen (16) readings should be taken from each end using the following method
1 Mark position on stator at 12 oclock 3 oclock 6 oclock and 9 oclock 2 Mark position on rotor at 12 oclock 3 Take air gap readings at 12 3 6 and 9 from both ends pinion end (DE) opposite end (ODE)
Record readings [Eight (8) readings] 4 Rotate rotor to 3 oclock position 5 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings [Eight (8)
readings] 6 Rotate rotor to 6 oclock position 7 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings [Eight (8)
readings] 8 Rotate rotor to 9 oclock position 9 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings (Eight (8)
readings) 10 Calculate average readings and overall average air gap The acceptable tolerance between
average readings and the overall average gap is plusmn5
IFB 21-054
Electric Motor Repairs
55
ATTACHMENT 5 Page 5 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
DRIVE END
OPPOSITE DRIVE END
IFB 21-054
Electric Motor Repairs
56
ATTACHMENT 6 WAIVER OF SPECIFICATIONRELEASE OF HOLD POINT
Company Requesting Waiver of SpecificationRelease of Hold Point Person Making RequestDate Contact Info FW Equipment Name FW SAP EQUIPMENT Number Manufacturer Serial Number Horsepower Voltage Request for Waiver of Specification
Request for Release of Hold Point
Item Description FW Authorized Action APPROVED BY Printed Name and Title Date
IFB 21-054
Electric Motor Repairs
57
ATTACHMENT 7
RECOMMENDED CLEARANCES SLEEVE BEARINGS
ROUND BORES ONLY Company Performing Work Motor SN SAP ID Shaft Size Clearance for Clearance for Journal Diameter Horizontal Shaft Vertical Shaft (In inches) (In Inches) (In Inches) (In Inches) 1 004 +001 -000 004 +001 -000 2 004 +001 -000 004 +001 -000 3 006 +002 -000 006 +001 -000 4 008 +002 -000 007 +001 -000 5 010 +002 -000 007 +002 -000 6 012 +002 -000 007 +002 -000 7 014 +002 -000 007 +002 -000 8 016 +002 -000 007 +002 -000 9 018 +002 -000 007 +002 -000 10 020 +002 -000 007 +002 -000 11 020 +002 -000 007 +002 -000 12 021 +002 -000 007 +002 -000 13 021 +002 -000 007 +002 -000 14 022 +002 -000 007 +002 -000 15 022 +002 -000 008 +002 -000 16 023 +002 -000 008 +002 -000 17 023 +002 -000 008 +002 -000 18 024 +002 -000 008 +002 -000 19 024 +002 -000 008 +002 -000 20 025 +002 -000 008 +002 -000
IFB 21-054
Electric Motor Repairs
58
ATTACHMENT 8 Company Performing Work Motor SN SAP ID
DYNAMIC BALANCE CERTIFICATE
Balance Machine Model No ______________ Last Calibration Date ________ Balance Machine Serial No __________________________ Weight __________________ ldquoIn Servicerdquo Speed (RPM) ________ Balance Speed (RPM) __________________________
Certified by Printed Name and Title
Radius of permanent balance weight (in) _____________ IB _____________OB As Found Balance (ozin) _____________________IB ___________________OB As Left Balance (ozin) ______________________IB ___________________OB Calculated acceptance limit per journal (4WN) ___________IB __________OB If ozin value is not available for ldquoAs Found Balancerdquo and ldquoAs Left Balancerdquo use the mils value
Vendor _______________________________ Balance Date _________Time____ Equipment balanced __________________________________________________
IFB 21-054
Electric Motor Repairs
10
using reduced voltage starters that limit the motor current to no more than 5 times
full load nameplate current
h Miscellaneous
1) Direction of rotation shall be marked on the motor and recorded
2) End play for sleeve bearing applications shall be measured and recorded
3) Bearing and bearing journal data shall be measured and recorded
4) Magnetic center shall be marked
i Surge Comparison Tests The voltage levels shall be at 2E + 1000 volts AC for the
high frequencysurge comparison test
j Air gap shall be measured and recorded at 1200 300 600 and 900 orsquoclock
positions according to the instructions given on Attachment 5
9 Painting The motor shall be painted with paint specified on Attachment 3 Shaft
extensions shall be sprayed with a preservative Reference IEEE 1068 Section 810
B Major Repair
1 In cases where major repair is necessary the Contractor shall perform the following
procedures as outlined in Section 43A1 Motor Reconditioning as well as the major
repair
a Initial inspection and tests
b Disassembly
c Component inspection
d Cleaning and baking
e Varnish treatment and bake cycle
f Reassembly and testing
g Painting
2 Data required by the Owner from results of inspections and tests performed during a major
repair is outlined on Attachment 5 Inspection Data Sheet The items listed shall apply as
the individual case dictates upon Ownerrsquos approval
3 Stator Rewind
a All winding data shall be recorded prior to stripping stator conductors ie wire size
number of turns pitch winding connections etc
b A core loss test shall be recorded on Attachment 4 Following winding removal a
second test shall be performed
IFB 21-054
Electric Motor Repairs
11
STATOR REWIND HOLD POINT
bull Should the measured core losses in watts per pound or the core loss
test exceeds 6 watts per pound at 1T when tested per IEEE Std 422
or hot spots greater than 10C or an increase of the second test
exceed those of the first the Contractor shall notify FW prior to
further repair activity
c Only if necessary the old windings shall be burned out of the stator in a burnout oven
with adequate temperature controls in order to provide uniform heating and cooling
thus preventing warping and cracking of the frame deterioration of the core plate
treatment on the laminations and impairment of the magnetic qualities of the core The
oven shall be equipped with a water fire suppression system and a temperature
recording chart meter The temperature used for roasting shall not exceed 700 degrees
Fahrenheit Additional stripping methods are found in IEEE Std 1068 Section 82
STATOR STRIPPING METHOD HOLD POINT
bull Stripping methods other than burnout oven may be applied with
Owner consent
d After the windings have been removed the stator laminations shall be thoroughly
cleaned by blowing out with compressed air and removing any foreign matter by hand
The stator slots shall be clean and free of sharp edges or particles
e Laminations shall be inspected for damage Any minor iron damage shall be corrected
by hand filing and separating laminations to eliminate shorts All burrs and rough edges
shall be corrected prior to the rewinding procedure Corrections shall be made
regardless of whether the imperfections existed originally in the stator iron or were
caused by the stripping operation
STATOR DAMAGED LAMININATIONS OR IRON
REPLACEMENT HOLD POINT
bull Should major core damage require restacking of laminations a
digital photo of the damaged area shall be submitted to the Owner
or Owner inspection will be required prior to repairing damaged
laminations or iron replacement
f The repaired stator shall be loop checked and hot spots greater than 10C shall be
corrected
g The suspected cause of iron damage shall be listed on Attachment 4
IFB 21-054
Electric Motor Repairs
12
STATOR MOTOR LEAD REPLACEMENT HOLD POINT
bull Should motor lead replacement be required FW shall be notified
prior to replacement concerning lead length designations
termination hardware etc
h The stator shall be rewound in accordance with Section 43C Winding Materials and
Insulation Requirements
i Where slot space permits coil copper size shall be increased with prior approval of
FW Electrical Supervisor when doing so will increase the motor efficiency and the
increased starting current can be accommodated by the motor controller
j Coils shall be securely tied to surge rings and adjacent coils Surge rings shall be rigid
k The stator coils shall fit in the stator iron parallel to the slot Where extra room exists
between the coil and the iron either a slot cell (if originally designed with one) or side
filler shall be used to make a more intimate fit between the coil and the iron
l The connections between coils and groups shall be horseshoed (eg U-shaped) to
permit continuous taping over all brazed joints
m The coil extensions shall be tied to one or more surge rings and shall be suitably blocked
between coils on both the inside and outside of the coil extensions
n The jumpers shall be uniformly laid and placed around the periphery of the connection
o Motors with form wound coils shall not be converted to random wound
p Tie cord used to secure the wires in the end turns shall be at a minimum 100 lb test
Dacron stranded cord
q Motor stators containing stator RTDrsquos thermocouples or thermistors shall be rewound
with devices rated the same RTDrsquos are to be 3-lead and added to old motors at a
minimum of two per phase Owner shall indicate if a greater quantity is desired When
possible the Contractor shall arrange RTDs in the same position as the original
winding or evenly spaced if unknown or new
4 Rotor Repair
ROTOR REPAIR HOLD POINT
bull Any repair activity involved with securing loose rotor bars and retaining
rings shall be brought to the attention of the Owner prior to beginning
the activity
IFB 21-054
Electric Motor Repairs
13
5 Shaft Straightening
SHAFT STRAIGHTENING HOLD POINT
bull Any shaft straightening procedure shall be brought to the attention of
the Owner prior to beginning the activity Shafts shall be straightened
by heating or jacking to meet the following run out requirements
RPM Run Out
Less than 1800 0002 in
More than 1800 0001 in
C Winding Materials and Insulation Requirements
1 Winding Materials
a Magnet wire in coils shall be copper
b Form wound coils shall not be converted to random wound
c Lacings and ties shall be made with glass cord or tape or woven Dacron tape
d Wedges fillers blocks and winding material shall be suitable for Class ldquoHrdquo operation
e Shrink tapes are not acceptable
2 Insulation Requirements
a Form Wound Coils
1) All materials in the insulation system shall be rated for Class ldquoHrdquo operation
2) Strand insulation shall consist of fiberglass Dacron-glass wrap or mica tape applied
over epoxy or polyester resins Class ldquoHrdquo enamel or Kapton applied to the wire as
dictated by the volts per turn rating of the coil Reference IEEE Std 1068 Section
853
3) Ground wall insulation shall consist of Nomexreg such as Nomex-Milar-Nomex or
Dacron-glass backed mica paper or an equivalent mica flaked tape Ground
insulation shall be compatible with epoxy or polyester resin used during vacuum-
pressure impregnation
4) Nomex or polyester glass armor tape shall be applied on the outside of the coil for
mechanical protection
5) For sealed coil applications a partially cured epoxy coated polyester or polyester
glass tape shall be applied to the outside of the coil in addition to the requirements
stated above Lead areas shall be sealed with compatible epoxy putty
IFB 21-054
Electric Motor Repairs
14
b Random Wound Coils
1) All materials in the insulation system shall be rated for Class ldquoHrdquo operation
2) Minimum thickness for stator slot insulation material shall be 015 inches
3) All ground wall insulating material shall extend beyond the edge of the stator iron
in a uniform manner and shall be cuffed
4) Slot separators shall be used between coils in all stator slots
5) Phase insulation in the winding end turns shall be resin treated glass cloth or
equivalent to provide positive separation between phases in the event of varnish
degradation caused by excessive temperature above the motor rating
6) Sleeving used on stator connections shall be acrylic coated fiberglass or equivalent
rate 4000 volts or higher
7) Leads shall be GE Vulkaflex or equivalent for open enclosure motors and silicone
rubber covered with glass braid or equivalent for totally enclosed motors
8) Stator shall be subjected to two dip and bake cycles as outlined in Section 23A7
or as directed by Owner
44 Repair Facility Requirements
A Repair Facility Capabilities
1 Facility shall be capable of performing all balance work (no subcontracting will be
authorized)
2 Facility shall be capable of starting 3-phase 4160 volt 3050 HP vertical motor
3 Facility shall be capable of starting 3-phase 4160 volt 1800 HP horizontal motor
4 Facility shall allow for FW staff to safely witness testing
B Repair Facility Location
The Contractorrsquos repair facility shall be located within a four-hour drive from FWrsquos main office
located at 8570 Executive Park Avenue Fairfax Virginia 22031 Fairfax County Virginia
45 Future Work Time of Performance
A All motor repairs shall be performed and completed in accordance with the delivery lead time
included in the written quote Failure of the Contractor to perform within the stated deadlines
may jeopardize FWrsquos ability to provide water to its customers and may result in FW terminating
the contract with the Contractor for cause
B By submitting a proposal in response to this solicitation Contractor agrees without exception
that for all future work quoted they shall meet the delivery lead times as specified in their written
quote Contractor further attests that they shall provide FW expedited services as required to
complete all future work without additional cost (See Section 47)
IFB 21-054
Electric Motor Repairs
15
46 Transportation
The Contractor shall furnish all transportation services to pick up and return motors to the
designated FW facility All deliveries to FW shall be FOB Destination Transportation costs shall
be included in the Contractorrsquos labor rates or listed separately Fairfax Water will not pay any
additional or separate charges for transportation not included on the bid price
47 Priority Customer
The Contractor understands and acknowledges that FW provides services that are essential to the
health and welfare of the public Failure of the Contractor to perform the services described herein
in a timely manner may jeopardize FWrsquos ability to provide essential services which may affect the
health and welfare of the public served by FW In the event of material shortages at any level of the
production to delivery chain the Contractor agrees and affirms that FW shall be given the earliest
possible notice and the highest priority for allocation of all goods and services specified herein To
the extent that the Contractor must prioritize and allocate delivery among its customers the
requirements of FW shall be honored before goods and services are provided to any customer with
no obligations with regard to the public health and welfare To the extent that availability of repair
parts or Contractor staffing including subcontractor staffing is insufficient to meet the requirements
of all the Contractorrsquos customers who are responsible for the health and welfare of the public the
goods shall be allocated in a manner deemed to be fair and reasonable to all such clients
48 Time Is Of The Essence
Time is of the essence Repair services shall be performed within the time specified on the
Contractorrsquos Bid Submission Form or otherwise set forth on the applicable Purchase Order
Notwithstanding the foregoing the Contractor shall not be deemed to have breached the terms and
conditions of the Contract Documents to the extent any delay is due to circumstances beyond its
reasonable control and without the fault or negligence of the Contractor provided that the Contractor
first shall have provided Fairfax Water with written notice (to include facsimile or e-mail) of any
such delay within five days after the occurrence of events or circumstances causing the delay
49 Use of Subcontractors
A The Contractor shall be responsible for all products and services described and defined herein
The use of any subcontractor is prohibited unless the Contractor proposes to use a subcontractor
at the time of bid submission Approval to use a subcontractor shall be in written form and be a
part of the resultant contract (See Section 55 for subcontractor submittal requirements)
B Even when properly authorized by FW the use of a subcontractor does not relieve the Contractor
of liability under the contract
C The Contractor at its sole expense shall be responsible for damage to FW and non-FW property
as a result of its failure or its subcontractorrsquos failure to protect such facilities and utilities
D The Contractor at its sole expense shall immediately repair or replace FW property damaged
by (or caused by) the Contractor or its Subcontractor(s) Replacements will be of equal or better
IFB 21-054
Electric Motor Repairs
16
quality than the property damaged property and all such work must be approved by FW Project
Manager
410 Delays
A By the Contractor After issuing a written warning to the Contractor FW may declare the
Contractor in default for unacceptable delays If such a declaration is made FW reserves the
unilateral right to cure the default by any means available to FW including but not limited to
contracting with another supplier to complete the repairs Any additional repair costs incurred
by FW as a result of unacceptable delays on the part of the Contractor may be passed onto the
Contractor This is not a limitation of FWrsquos legal rights to recover damages due to Contractor
default in any other way
B By FW The Contractor shall not be responsible for delays caused by FW its agents or other
FW Contractors To the extent that the Contractor is unable to proceed due to the actions or
inactionrsquos of FW its agents employees or other FW Contractors the Contractor shall be granted
an extension to the delivery schedule equal to the documented amount of time the Contractor
was prevented from performing work The Contractor shall not be eligible for damages as a
result of FW delays
411 Site Safety and Access
A The Contractor shall schedule and coordinate the Work and install temporary facilities as
required to maintain continuous operation and access to existing equipment in the area of Work
The Contractor shall not commence retrofit work until authorized by the FW Project Manager
The Contractor is advised that FW may at its sole discretion delay or stop work as required to
ensure continuous and reliable operation of the facility especially during peak flow events
B The Contractor shall secure the Site and all areas of Work to prevent access and the potential for
injury to its employees FW employees its agents and others by construction and installation of
temporary guard-rails fencing barricades highway cones warning signstape etc andor other
appropriate means and as directed by the FW Project Manager Such hazards include but are
not limited to mechanical hazards electrical hazards surface irregularities or construction tools
and equipment
C FW shall have the right to deny access to the Site or require the Contractor to remove from the
Site any individual who has exhibited violent abusive or threatening behavior or conduct
D FW may limit restrict or prohibit access to areas of the Site on a permanent or temporary basis
When access to such restricted areas is required by the Contractor to perform the Work the
Contractor shall obtain permission from the FW Project Manager and shall comply with such
conditions or limitations to access as may be imposed by the FW Project Manager
E FW may restrict parking or require parking permits for vehicles to be brought onto the plant The
Contractor shall be responsible for arranging transportation for its personnel to reach the job sites
from whatever parking area is provided by FW
IFB 21-054
Electric Motor Repairs
17
412 Superintendence by Contractor
A The Contractor shall have a competent Field Supervisor satisfactory to FW on the job site at all
times during the progress of the Work The Contractor shall be responsible for coordinating all
portions of the Work under contract except where otherwise specified in the contract documents
and for all safety and worker health programs and practices The Contractor shall notify the
Project Manager in writing of any proposed change in superintendent including the reason
therefore prior to making such change
B The Contractor shall at all times enforce strict discipline and good order among the workers on
the project The Contractor shall not employ on the Project any unfit person anyone not skilled
in the work assigned to him or anyone who will not work in harmony with those employed by
the Contractor subcontractors FW or FWrsquos separate Contractors and their subcontractors
C FW may in writing require the Contractor to remove from FW property any employee FW
deems to be incompetent careless not working in harmony with others on the site or otherwise
objectionable
5 INSTRUCTIONS TO BIDDERS
51 Questions and Communications
A All contact between prospective bidders and FW with respect to this solicitation will be formally
held at scheduled meetings or in writing issued by the Procurement Office Questions and
comments regarding the meaning or interpretation of any aspect of this solicitation must be
submitted in writing to the Procurement Contact identified on the cover page to this solicitation
and must be received on or before the deadline for submitting questions Only written questions
will be accepted Questions or comments that are submitted after the deadline set forth on the
cover page to this solicitation will not be answered
B FW will respond to all questions and comments that are received by the deadline and that are
deemed to address a matter that is relevant and substantive in nature within a reasonable period
of time in the form of a written Addendum Oral communications between FW and any bidder
regarding the interpretation or meaning of any aspect of this IFB are not authorized and may not
be relied upon for any purpose
52 Instructions for Submitting Bids
The deadline for submitting bids and the location of the bid opening is shown on the cover page All
bids must be submitted in a sealed package(s) no other form of submission will be accepted (ie
email facsimile etc) Bids will be opened immediately following the deadline for submitting bids
Bids will be opened in accordance with the provisions of the Virginia Public Procurement Act
IFB 21-054
Electric Motor Repairs
18
Bid packages must be identified on the outside as follows
From _____________________________________________ ______________________
Name of Bidder Due Date
_____________________________________________ ______________________
Street IFB No
_____________________________________________ ______________________
City State Zip Code IFB Title
Attn Tammy Spinks
53 Virtual Bid Opening
A Virtual Bid Opening will be held immediately after the bid submission deadline Attendees may
access the Virtual Bid Opening using the following information
Microsoft Teams meeting
Join on your computer or mobile app
Click here to join the meeting
Or call in (audio only)
+1 571-348-5786544174819 United States Arlington
Phone Conference ID 544 174 819
54 Familiarity with Specifications
A Each Bidder shall bear responsibility for thoroughly examining this solicitation in its entirety
In the event that a bidder has any questions or comments regarding the proper meaning or intent
of any aspect of this solicitation then the bidder shall submit all such questions and comments
in writing to the Procurement Contact identified on the cover sheet of this solicitation
B The submission of a bid by a bidder in response to this solicitation shall be deemed to constitute
a representation on the part of such Bidder that it has thoroughly examined this solicitation and
has submitted any and all questions and comments it may have regarding the meaning or
interpretation of this solicitation to Fairfax Water in the manner prescribed herein
55 Bid Submission Packet
A Attachment 1 is the Bid Submission Form It must be completed and signed by an agent who is
fully authorized to bind the individual or organization submitting the offer to sell to the
specifications terms and conditions contained herein as well as any addenda to this solicitation
B Attachment 2 is the Reference Form Each bidder shall include at least three references with
their bid submission packet References shall be from customers of comparable size and scope
of operations as FW to whom the bidder has supplied the same services within the past 24-
months References must be able to attest without reservation to the fact that the bidder provided
the contracted services without any significant problem of any kind and at any time during the
contract period Bidders shall not list FW as a reference for purposes of this solicitation
IFB 21-054
Electric Motor Repairs
19
C Subcontractor List and Subcontractor Reference List Submittals
1 The Contractor shall include a list of all proposed subcontractors with their bid submission
packet The Subcontractor List shall specify the type of work and percentage of work the
Contractor shall rely on the subcontractor to perform
2 The Contractor shall include a separate list of references for each proposed subcontractor
with three references from the subcontractorrsquos customers that are of comparable size and
scope of operations as FW to whom the subcontractor has supplied the same services within
the past 24-months References must be able to attest without reservation to the fact that the
subcontractor provided the services without any significant problem of any kind and at any
time during the contract period The subcontractor reference list shall not list FW as a
reference for purposes of this solicitation
D Attachment 9 is the IRS Form W-9 Request for Taxpayer Identification Number and
Certification Each bidder shall include a completed form with their bid submission packet
E In addition to the mandatory insurance requirements listed in Subsection 614 (Insurance
Requirements) and at the request of FW the Contractor shall submit a list of all insurance claims
made against it within the past 12 months Failure to include this information within ten calendar
days of request by FW may result in rejection of your bid
56 Directions for Completing the Bid Form and Bidding each Hypothetical Electric Motor Repair
A The Bid Submission Form is broken down into five sections
Part 1 ndash Hypothetical Electric Motor Repair Pricing
Part 2 ndash Vaughenrsquos Pricing Guide Discounts Offered by Motor horse power
Part 3 ndash Labor Rates
Part 4 ndash Contact Person
Part 5 ndash Repair Facility Capabilities and Location Certification
B Bidders shall fill in all blanks provided on the Bid Form for all sections paying particular attention
to the instructions given for Part 1 and Part 3 Failure to complete all sections of the Bid Submission
Form may deem your bid as non-responsive Failure to include the separate pricing sheets for
each scenario in your bid submission packet will cause FW to deem the bid as non-response
and it will not be eligible for contract award All transportation shall be bid as FOB Destination
Include all necessary costs in your bid submission Failure to include the cost of shipping and
handling will be interpreted as included in the unit price for each item FW will not pay for shipping
and handling charges not included in your bid
C Directions for bidding each hypothetical electric motor repair
1 Bidders shall attach a separate and detailed price sheet for each sample scenario to their bid
form The price sheet shall be on the bidderrsquos company letterhead and labeled with the
applicable hypothetical scenario title The price sheet shall be signed by the bidder and
IFB 21-054
Electric Motor Repairs
20
include the bidderrsquos printed name title and date All repair work and parts shall be based on
the Vaughenrsquos Pricing Guide less any discount offered
2 The bidderrsquos separate price sheet shall include at a minimum the following
b Parts shall be bid by quantity unit cost and total cost
c Labor shall be bid by labor type and hourly rate and the extended total cost
d Transportation shall be included in the labor rate or listed separately
3 Bidders shall report their total material costs less any discount offered the total number of
manhours needed to complete the repair and the total cost for all labor categories for each
scenario in the appropriate spaces in PART 1 Sample Repair Pricing Schedule on the Bid
Submission Form
4 Bidders shall report the aggregate cost of all four repair scenarios in PART 1 Sample Repair
Pricing Schedule on the Bid Submission Form in the appropriate space
5 In the event of a mathematical error on the Sample Repair Pricing Schedule unit prices from
each detailed price sheet scenario shall prevail
6 Bidders shall record any discount offered and utilized in pricing each scenario by motor horse
power in PART 2 ndash Discounts Offered on the Bid Submission Form
7 All four hypothetical repair scenarios shall be bid and the bidderrsquos separate price sheet shall be
included with their Bid Submission Form Bidders who fail to bid all four hypothetical repairs
or fail to include each hypothetical repairs separate price sheet will be deemed non-responsive
and their bid will not be eligible for award
57 Proprietary Information
A Except as provided herein or as otherwise set forth in sect22-4342 of the Virginia Public
Procurement Act (Va Code Ann sect22-4300 et seq the ldquoActrdquo) all proceedings records
contracts and other public records relating to procurement transactions shall be open to
inspection in accordance with the Virginia Freedom of Information Act (Va Code Ann sect22-
3700 et seq the ldquoVirginia FOIArdquo)
B A Bidder Offeror or Contractor shall have the right to identify data or other materials submitted
in connection with this procurement as trade secrets or proprietary information which shall not
be subject to inspection pursuant to either sect22-4342 of the Act or the Virginia FOIA by
submitting to Fairfax Water prior to or at the time of submission of its proposal or bid a separate
written notice on its letterhead stationery setting forth the following (i) a statement indicating
that the Bidder Offeror or Contractor wishes to invoke the protections of this section (ii) an
identification of the data or other materials for which protection is sought and (iii) a statement
with regard to why protection is necessary
IFB 21-054
Electric Motor Repairs
21
58 ExceptionsAdditions
No exceptions or additions to the SpecificationsScope of Work or Contract Terms and Conditions
shall be permitted Any questions or concerns regarding any part of the IFB shall be submitted to
the Procurement Contact prior to the date specified in the Questions and Communications section
above Bids containing any exceptions to the SpecificationsScope of Work or Contract Terms and
Conditions or submitting additional Terms and Conditions shall be deemed non-responsive and
rejected Exceptions or additions proposed after bid submission by the successful bidder shall not
be accepted
59 Addenda to the IFB
A FW reserves the right to amend this solicitation at any time prior to the deadline for submitting
Bids If it becomes necessary to revise any part of this IFB notice of the revision will be given
in the form of an Addendum that will be provided to all prospective Bidders who are on record
with FW as having received this solicitation If in the opinion of FW the deadline for the
submission of bids does not provide sufficient time for consideration of any Addendum then
such deadline may be extended at the discretion of FW
B It shall be the responsibility of each Bidder to contact the Purchasing Contact identified on the
cover page to this solicitation prior to submission of a bid hereunder in order to determine
whether any Addenda have been issued in connection with this procurement Notwithstanding
any provision to the contrary the failure of any Bidder to receive any Addenda shall neither
constitute grounds for withdrawal of its bid nor relieve such Bidder from any responsibility for
incorporating the provisions of any Addenda in its proposal
C Acknowledge receipt of each addendum by signing it and submitting it by the bid deadline
Failure to return a signed addendum may result in a bid being determined non-responsive
510 Late Bids
Bids or unsolicited amendments to bids arriving after the bid submission deadline will not be
considered
511 Arrearage
By submitting a Bid in response to this solicitation the individual or firm submitting the bid shall
be deemed to represent that it is not in arrears in the payment of any obligation due and owing FW
the Commonwealth of Virginia or any public body in the Commonwealth of Virginia including but
not limited to any obligation to pay taxes andor employee benefits Bidder further agrees that it
shall make diligent efforts to avoid becoming in arrears during the Term of any Contract awarded
hereunder
512 Contract Award
Contract award will be made to the lowest responsive and responsible bidder based on total cost
Whenever the lowest responsive and responsible bidder is a resident of a state other than Virginia
IFB 21-054
Electric Motor Repairs
22
and such state under its laws allows a resident contractor of that state a percentage preference a like
preference shall be allowed to the lowest responsive and responsible bidder who is a resident of
Virginia and is the next lowest bidder If the lowest bidder is a resident contractor of a state with an
absolute preference the bid preference shall not be considered
513 Public Notice of Award
Public notice of award will be posted on the official FW web site
httpswwwfairfaxwaterorgcontracts
514 Authorization to do Business in Virginia
Each bidder that is organized or authorized to transact business in the Commonwealth of Virginia
pursuant to Title 131 or Title 50 of the Virginia Code shall include with its bid the identification
number issued to it by the Virginia State Corporation Commission Any bidder that is not authorized
to transact business in Virginia as a foreign entity under Title 131 or title 50 of the Virginia Code
or as otherwise required by law shall include in its bid a statement describing why the bidder is not
required to be so authorized Any bidder that fails to provide the required information may not
receive an award
515 Cancellation
FW may cancel this solicitation at any time and for any reason prior to contract award
516 Compliance with Laws Regulations and Codes
The Bidder hereby represents and warrants that
A It is qualified and properly licensed to do business in the Commonwealth of Virginia and that it
will take such action as from time to time hereafter may be necessary to remain so qualified
B It is not in arrears with respect to the payment of any monies due and owing FW the
Commonwealth of Virginia or any department or unit thereof including but not limited to the
payment of taxes and employee benefits and that it shall not become so in arrears during the
term of this Contract
C It shall comply with all federal State and local laws regulations and ordinances applicable to
its activities and obligations under this Contract and
D It shall obtain at its expense all licenses permits insurance and governmental approval if any
necessary to the performance of its obligations under this Contract
517 Debarment Status
By submitting a Bid in response to this solicitation each Bidder certifies that it is not currently
debarred by the federal government the Commonwealth of Virginia or any agency or department
thereof from submitting a bid or proposal in connection with any procurement project and that it is
not an agent of any person or entity that currently is so debarred
IFB 21-054
Electric Motor Repairs
23
518 Duration of Bids
Bids shall be valid for a minimum of 90 days following the deadline for submitting bids If an award
is not made during that period all bids shall be automatically extended for another 90 days Bids
will be automatically renewed until such time as either an award is made or proper notice is given
to FW of Bidders intent to withdraw its bid Bids may only be withdrawn by submitting written
notice at least seven days before the expiration of the then current 90-day period
519 Unit Prices Prevail
In the event that there is a mathematical error on the bid submission form the unit price for each
item shall prevail All costs to provide the goods and services specified in this solicitation shall be
shown on the attached bid form Line items left blank will be interpreted as at no cost to FW
520 Negotiation with Low Bidder
If the lowest bid submitted by a responsive and responsible bidder exceeds available funds for this
procurement then Fairfax Water may in its discretion conduct negotiations with the lowest
responsive and responsible bidder (the ldquoLow Bidderrdquo) in an effort to obtain a contract price that is
within available funds In such event Fairfax Water will notify the Low Bidder verbally or in writing
that its bid exceeds available funds and will schedule a conference with the Low Bidder Fairfax
Water staff and such advisors and consultants as Fairfax Water deems appropriate in order to discuss
possible modifications to the scope of the procurement that may result in a price that is within
available funds The conference and any subsequent negotiations may be conducted in person or by
telephone If during the conference the parties arrive at an acceptable modification to the scope of
the project and a contract price that is within available funds then Fairfax Water may award a
contract to the Low Bidder based upon the newly-modified terms and conditions Otherwise the
Low Bidder will within 15 days after the date of the conference (or such longer or shorter period as
may be specified in writing by Fairfax Water) submit to Fairfax Water a written addendum to its
original Bid Form which describes its proposed modification(s) to the scope of the procurement and
sets forth the Low Bidderrsquos newly adjusted bid price Fairfax Water may conduct further
negotiations with the Low Bidder or request additional clarifications or modifications If the Low
Bidderrsquos proposed modifications are acceptable to Fairfax Water and the associated contract price is
within available funds then Fairfax Water may award a contract to the Low Bidder based upon the
modified terms and conditions If the proposed modifications are not acceptable to Fairfax Water
or the associated price reductions are not within available funds then Fairfax Water will terminate
negotiations and reject all bids
521 References
Each bidder shall include at least three references with their bid submission packet (see Attachment
2 References) References shall be from customers of comparable size and scope of operations as
FW to whom the bidder has supplied the same services within the past 24-months References must
be able to attest without reservation to the fact that the bidder provided the contracted services
without any significant problem of any kind and at any time during the contract period Bidders
shall not list FW as a reference for purposes of this solicitation
IFB 21-054
Electric Motor Repairs
24
522 Insurance Claims against Bidder
In addition to the mandatory insurance requirements listed in Section 614 (Insurance Requirements)
and at the request of FW the apparent low bidder shall submit a list of all insurance claims made
against it within the past 12 months Failure to include this information within ten calendar days of
request by FW may result in rejection of your bid
523 Incorporation by Reference
This solicitation is issued in accordance with and controlled by the Virginia Public Procurement
Act (VPPA) which is incorporated into and made part of the solicitation by reference By submitting
a bid in response to this solicitation all bidders acknowledge the VPPA and agree to be bound by it
A copy of the VPPA is available for inspection at the Purchasing Department at FW It is also
available at this site
httpslawlisvirginiagovvacodepopularnamesvirginia-public-procurement-act
6 CONTRACT TERMS AND CONDITION
61 Term of Contract
The term of this contract shall be from the effective date of the contract award through October 31 2022 with four 1-
year renewal options through October 31 2026
62 Anti-Discrimination
By submitting their bids Bidders certify to FW that they will conform to the provisions of the Federal Civil Rights Act of 1964 as amended as well as the Virginia Fair Employment Contracting Act of 1975 as amended where applicable
the Virginians With Disabilities Act the Americans With Disabilities Act and sect11-51 of the Virginia Public Procurement
Act
A During the performance of the contract the Contractor agrees as follows
1 The Contractor will not discriminate against any employee or applicant for employment because of race
religion color sex national origin or disabilities except where religion sex or national origin is a bona fide
occupational qualification reasonably necessary to the normal operation of the Contractor The Contractor
agrees to post in conspicuous places available to employees and applicants for employment notices setting
forth the provisions of this nondiscrimination clause
2 The Contractor in all solicitations or advertisements for employees placed by or on behalf of the Contractor
will state that such Contractor is an equal opportunity employer
3 Notices advertisements and solicitations placed in accordance with federal law rule or regulation shall be
deemed sufficient for the purpose of meeting these requirements
B The Contractor will include the provisions above in every subcontract or purchase order so that the provisions will
be binding upon each subcontractor or vendor
C Fairfax Water does not discriminate against faith-based organizations on the basis of the organizationrsquos religious
character or impose conditions that (a) restrict the religious character of the faith-based organization except as provided by law or (b) impair diminish or discourage the exercise of religious freedom by the recipients of such
goods services or disbursements
IFB 21-054
Electric Motor Repairs
25
63 Antitrust
By entering into a contract the Contractor conveys sells assigns and transfers to FW all rights title and interest in and
to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the
Commonwealth of Virginia relating to the particular goods or services purchased or acquired by FW
64 Assignment of Interest
The Contractor shall not assign any interest in any resulting Contract and shall not transfer any interest in the same
without prior written consent of FW which FW shall be under no obligation to grant
65 Availability of Funds
It is understood and agreed between the parties herein that FW shall be bound hereunder only to the extent of the funds
available or which may hereafter become available for the purpose of this agreement
66 Compliance with Laws Regulations and Codes
The Bidder hereby represents and warrants that
A It is qualified and properly licensed to do business in the Commonwealth of Virginia and that it will take such action
as from time to time hereafter may be necessary to remain so qualified
B It is not in arrears with respect to the payment of any monies due and owing FW the Commonwealth of Virginia
or any department or unit thereof including but not limited to the payment of taxes and employee benefits and that
it shall not become so in arrears during the term of this Contract
C It shall comply with all federal State and local laws regulations and ordinances applicable to its activities and
obligations under this Contract and
D It shall obtain at its expense all licenses permits insurance and governmental approval if any necessary to the
performance of its obligations under this Contract
67 Contract Formation
A The words ldquoContractrdquo and ldquoPurchase Orderrdquo are used interchangeably unless the context otherwise plainly requires
The documents comprising the Contract shall be accorded the following order of precedence
1 The Contract including any Amendments or Change Orders
2 All Purchase Orders
3 Any Addenda to this RFQ 4 This RFQ (including all Appendices and Attachments hereto) and
5 The Bidderrsquos completed Quote Submission Form (including any drawings and submittals)
B Anything called for by one of the contract documents and not called for by the others shall be of like effect as if
required or called for by all except that a provision clearly designed to negate or alter a provision contained in one
or more of the other contract documents shall have the intended effect
68 Contract Changes Change Orders
A No verbal agreement or conversation with any officer agent or employee of FW either before or after the execution
of any Contract resulting from this solicitation or follow-on negotiations shall affect or modify any of the terms
conditions specifications or obligations contained in the solicitation or resulting Contract No alterations to the
terms and conditions of the Contract shall be valid or binding upon FW unless made in writing and signed by the
purchasing contact identified on the cover page Contract changes shall be in writing and shall be on official FW
Purchasing Department letterhead In any event and in all circumstances the Contractor shall be solely liable and
responsible for any Contract changes deviations etc made without first receiving written authorization to deviate
from the Contract by the FW Project Manager
IFB 21-054
Electric Motor Repairs
26
B Changes can be made to the contract in any of the following ways
1 The parties may agree in writing to modify the scope of the contract An increase or decrease in the price of
the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement
to modify the scope of the contract 2 FW may order changes within the general scope of the contract at any time by Notice to the Contractor
Changes within the scope of the contract include but are not limited to things such as services to be performed
the method of packing or shipment and the place of delivery or installation The Contractor shall comply with
the notice upon receipt The Contractor shall be compensated for any additional costs incurred as the result of
such order and shall give FW a credit for any savings Said compensation shall be determined by one of the
following methods
a By mutual agreement between the parties in writing or
b By agreeing upon a unit price or using a unit price set forth in the contract if the work to be done can be
expressed in units and the Contractor accounts for the number of units of work performed subject to FWrsquos
right to audit the Contractorrsquos records andor to determine the correct number of units independently or
c By ordering the Contractor to proceed with the work and keep a record of all costs incurred and savings realized A markup for overhead and profit may be allowed if provided by the contract The same markup
shall be used for determining a decrease in price as the result of savings realized The Contractor shall
present FW with all vouchers and records of expenses incurred and savings realized FW shall have the
right to audit the records of the Contractor as it deems necessary to determine costs or savings Any claim
for an adjustment in price under this provision must be asserted by Notice to the Purchasing Department
Neither the existence of a claim nor a dispute resolution process litigation or any other provision of this
contract shall excuse the Contractor from promptly complying with the changes ordered by FW or with
the performance of the contract generally
69 Contractorrsquos Responsibilities
A The Contractor shall be responsible for all products andor services as required by this IFB The use of
subcontractors is prohibited unless
1 A request to include a subcontractor is included in the bid and
2 The Bidder receives written approval to use a subcontractor prior to or as part of the formal contract between
the parties
B Even when properly authorized by FW the use of a subcontractor does not relieve the Contractor of liability under
the contract C The Contractor at its sole expense shall be responsible for damage to FW and non-FW property as a result of its
failure or its subcontractorrsquos failure to protect such facilities and utilities
D The Contractor at its sole expense shall immediately repair or replace FW property damaged by (or caused by) the
Contractor or its Subcontractor(s) Replacements will be of equal or better quality than the property damaged
property and all such work must be approved by FW Project Manager
610 Ethics in Public Contracting
Contractor hereby certifies that it has familiarized itself with Article 4 of Title 11 of the Virginia Public Procurement
Act Section 11-72 through 80 Virginia Code Annotated and that all amounts received by it pursuant to a contract
resulting from this solicitation are proper and in accordance therewith
611 Examination of Records
Bidder agrees that in any resulting contract either FW or its duly authorized representative shall have access to and the
right to examine and copy any directly pertinent books documents papers and records of the Contractor involving
transactions related to any resulting contract This obligation shall expire five years after the final payment for the final service performed as a result of any and all contract(s) awarded pursuant to this solicitation or until audited by FW
whichever is sooner Contractor will provide reasonable access to any and all necessary documents and upon demand
IFB 21-054
Electric Motor Repairs
27
provide copies of documents if so required by FW or its representative(s) FW will reimburse the Contractor for any
reasonable expenses it incurs as a result of such a request
612 Governing Law Venue Waiver of Jury Trial
Notwithstanding any provision to the contrary this solicitation and any resulting contract shall be governed in all
respects by the laws of the Commonwealth of Virginia Any dispute arising hereunder which is not otherwise resolved
by the parties shall be resolved by a court of competent jurisdiction in the Commonwealth of Virginia The Contractor
and FW hereby waive any right such party may have to a trial by jury in connection with any such litigation
613 Indemnification and Responsibility for Claims and Liability
With respect to any contract that results from this solicitation Bidder is bound by the following
A The Contractor shall indemnify save harmless and defend FW or any employee of FW against liability for any
suits actions or claims of any character whatsoever arising from or relating to the performance of the Contractor
or its subcontractors under this contract
B FW has no obligation to provide legal counsel or defense or pay attorneys fees to the Contractor or its
subcontractors in the event that a suit or action of any character is brought by any person not party to the contract
against the Contractor or its subcontractors as a result of or relating to the Contractors obligations under this
contract
C FW has no obligation for the payment of any judgments or the settlement of any claims against the Contractor or
its subcontractors as a result of or relating to the Contractors obligations under this contract
D The Contractor shall immediately notify FW of any claim or suit made or filed against the Contractor or its
subcontractors regarding any matter resulting from or related to the Contractors obligations under the contract If
such a claim or suit is brought the Contractor will cooperate assist and consult with FW in the defense or
investigation of any suit or action made or filed against FW as a result of or relating to the Contractors performance
under this contract
E The Contractor shall pay all royalties and license fees necessary for performance of the contract The Contractor
shall defend all suits or claims for infringement of any patent rights or other proprietary rights arising from or related to performance of the resulting contract and shall save FW harmless from any loss including Attorneysrsquo fees arising
out of any such claim
614 Insurance
A In addition to the mandatory insurance requirements listed in this Section and at the request of FW any Bidder may
be required to provide a list of all insurance claims made against it within the past 36 months FW reserves the right
to reject any bid if in FWrsquos opinion the amount or number of claims is deemed to be excessive A Bidderrsquos failure
to comply with this requirement may result in rejection of its bid If no claims have been made then the Bidder shall so state in its bid Fairfax Water may require such information from the Contractor as it deems necessary to assess
the Contractorrsquos financial ability to pay any deductibles with respect to the insurance policies required hereunder
B Before commencing the work the Contractor shall procure and maintain at its own expense minimum insurance in
forms and with insurance companies acceptable to FW to cover loss or liability arising out of the Work All
insurance policies must be underwritten by insurers authorized to conduct business within the Commonwealth of
Virginia and must have a Bests rating of at least A- and a financial size of class VIII or better in the latest edition
of Bests Insurance Reports
C The Contractor shall immediately notify FW of any claim or suit made or filed against the Contractor or its
subcontractors regarding any matter resulting from or related to the Contractors obligations under the contract If such a claim or suit is brought the Contractor will cooperate assist and consult with FW in the defense or
IFB 21-054
Electric Motor Repairs
28
investigation of any suit or action made or filed against FW as a result of or relating to the Contractors performance
under this contract
D With the exception of Workersrsquo Compensation and Employersrsquo Liability Insurance all additional insurance policies
specified herein shall name FW as an additional insured with regard to work performed under any subsequent Contract
E The Contractor will provide FW with copies of certificates of insurance coverage and proof of payment of all
premiums Each certificate of insurance must include (a) an endorsement from the insurer that certifies that the
Contractor maintains the referenced policy in full force and effect (b) where applicable a statement indicating that
FW is included as an additional insured and (c) a provision requiring that not less than 30 days written notice will
be given to FW before any policy or coverage is canceled or modified in any material respect Without limiting the
requirements set forth above the insurance coverages will include a minimum of
1 Workers Compensation and Employers Liability Insurance Statutory requirements and benefits as required
by the Commonwealth of Virginia and 2 Required Commercial General Liability Insurance This insurance must be written on an occurrence basis
and shall be endorsed to include FW as an additional insured and shall provide at a minimum the following
General Aggregate Limit $1000000
(Other than Products-Completed Operations)
Products-Completed Operations Aggregate Limit $ 500000
Personal amp Advertising Injury Limit $ 500000
Each Occurrence Limit $ 500000
For Construction Contracts
Directors amp Officers ndash Errors amp Omissions $2000000
F Business Automobile Liability Insurance This insurance coverage must extend to any motor vehicles or other
motorized equipment regardless of whether it is owned hired or non-owned and must cover Bodily Injury and
Property Damage with a combined single limit of at least $1000000 each accident This insurance must be written
in comprehensive form and must protect the Contractor and FW against claims for injuries to members of the public
andor damage to the property of others arising from the Contractorrsquos use of motor vehicles or other equipment and
must cover both on-site and off-site operations
G Nothing contained herein will be deemed to operate as a waiver of FWrsquos sovereign immunity under the law
615 No Waiver or Estoppel
Neither the inspection by FW nor any of its employees nor any payment of money nor payment for nor acceptance of
any Commodity by FW nor any extension of time shall operate as a waiver of any provision of this Contract or of any
power herein reserved to the Owner or of any right to damage herein provided No waiver of any breach of this Contract
shall be held to be a waiver of any other subsequent breach All remedies provided in this Contract to FW shall be
construed as cumulative and shall be in addition to each and every other remedy herein provided Neither FW nor any
officer employee or authorized representative of FW will be bound precluded or estopped by any action
determination decision acceptance return certificate or payment made or given under or in connection with the
Contract by any officer employee or authorized representative of the Owner at any time either before or after final
completion and acceptance of the Work and payment therefore from (a) showing the true and correct classification amount quality or character of the Commodities delivered or that any determination decision acceptance return
certificate or payment was incorrect or was improperly made in any respect or that the Commodities or any part thereof
do not in fact conform to the requirements of the Contract (b) demanding and recovering from the Contractor any
overpayment made to the Contractor or such damages as FW may sustain by reason of the Contractorrsquos failure to comply
with the requirements of the Contract or (c) both of the foregoing clauses (a) and (b)
616 Partial Invalidity
IFB 21-054
Electric Motor Repairs
29
Neither any payment for nor acceptance of the whole or any part of the services by FW nor any extension of time
shall operate as a waiver of any provision of any Contract resulting from this IFB nor of any power herein reserved to
FW or any right to damages herein provided nor shall any waiver of any breach of any Contract be held to be a waiver
of any other or subsequent breach Failure of FW to require compliance with any term or condition of any Contract shall
not be deemed a waiver of such term or condition or a waiver of the subsequent enforcement thereof
617 Payment Clauses Required in All Contracts
Section sect 22-4352 of the Virginia Public Procurement Act requires the following
A That any contract awarded by FW include the following clauses
1 The Contractor shall take one of the two following actions within seven days after receipt of amounts paid to the contractor by FW for work performed by any subcontractor(s) under the contract
a The Contractor shall pay its subcontractor(s) for the proportionate share of the total payment received from
FW attributable to the work performed by the subcontractor under that contract or
b Notify FW and any subcontractor(s) in writing of his intention to withhold all or a part of the
subcontractors payment with the reason for nonpayment
2 Bidders shall include in their offer submissions either (i) if an individual contractor their social security
numbers and (ii) proprietorships partnerships and corporations to provide their federal employer identification
numbers
3 The contractor shall pay interest to the subcontractor(s) on all amounts owed by the Contractor that remain
unpaid after seven days following receipt by the Contractor of payment from FW for work performed by the
subcontractor under the contract except for amounts withheld as allowed in subdivision 1
4 Unless otherwise provided under the terms of this contract interest shall accrue at the rate of one percent per
month
B The contractor shall include in each of its subcontracts a provision requiring each subcontractor to include or
otherwise be subject to the same payment and interest requirements with respect to each lower-tier subcontractor
C A contractors obligation to pay an interest charge to a subcontractor pursuant to the payment clause in this section
shall not be construed to be an obligation of FW A contract modification shall not be made for the purpose of
providing reimbursement for the interest charge A cost reimbursement claim shall not include any amount for
reimbursement for the interest charge
618 Payment
A Invoices All invoices shall be submitted directly to the FW Accounts Payable department by mail fax or e-mail
Invoices shall include the FW Purchase Order and the Contractorrsquos FEIN Invoices are not to be sent to the contract
Project Manager or other departmental reps Failure to comply may result in late payments for which FW will not
be liable
B Terms All payments will be Net 30 from the date of receipt of a valid invoice at FW Finance Department Payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery
whichever occurs last This shall not affect offers of discounts for payment in less than 30 days however
C Partial Payments Requests for partial payments or advanced payments must be submitted as part of the Price Bid
along with a justification FW reserves the right to accept reject or negotiate requests for partial payments If the
request is rejected the Bidder must waive the requirement in order to remain in consideration
D Refunds If the Contractor is declared to be in default FW will be eligible for a full and immediate refund for all
payments made to the Contractor Partial Payments Requests for partial payments or advanced payments must be
submitted as part of the Price Offer along with a justification FW reserves the right to accept reject or negotiate
requests for partial payments If the request is rejected the Bidder must waive the requirement in order to remain
in consideration
IFB 21-054
Electric Motor Repairs
30
E Unreasonable Charges Under certain emergency procurements and for most time and material purchases final job
costs cannot be accurately determined at the time orders are placed In such cases final payment is contingent on
a determination of reasonableness with respect to all invoiced charges Charges that appear to be unreasonable will
be researched and challenged and that portion of the invoice held in abeyance until a settlement can be reached Upon determining that invoiced charges are not reasonable FW shall promptly notify the Contractor in writing as
to those charges that it considers unreasonable and the basis for the determination
619 Price Firm Period
Bid pricing shall be firm fixed as originally offered and accepted for the first 12 months of the contract
620 Rider Clause
Subject to the mutual agreement between the parties any contract awarded on the basis of this solicitation may be used
by any public entity (to include jurisdictions comprising the Metropolitan Washington Council of Governments) to
enter into a contract for the services described and defined herein For single purchases the contract may be used for
up to 12 months from the actual date of contract award For multi-year contracts the contract may be used throughout
the effective period of the contract Contracts awarded as a result of this solicitation will be subject to these terms and
conditions andor such terms and conditions as may be required by the controlling body for the public agency using the
contract Pricing shall be as offered by the successful Offeror and subsequently accepted by FW
621 Taxes
FW is exempt from Federal Excise Taxes Virginia State Sales and Use Taxes and the District of Columbia Sales Taxes
and Transportation Taxes FWs tax identification number is 54-6025290
622 Termination of Contract
A For Cause In the event that the Contractor (1) fails to deliver any Commodity or Service in accordance with the
time period established therefore in the Contract or (2) fails to furnish any Commodity or Service which conforms
in all respects to the requirements of the Contract then FW without prejudice to any other rights or remedies it may
have at law or in equity (including its right to seek damages from the Contractor) shall have the right to terminate
the Contract and any outstanding Purchase Orders by issuing a written notice of termination to the Contractor Such
notice of termination shall describe in reasonable detail the grounds for the termination and shall take effect
immediately upon receipt by the Contractor
If after issuance of a notice of termination under this Section it is determined for any reason that cause for such
termination did not exist then the rights and obligations of the parties shall be the same as if the notice of termination
had been delivered under the provisions of subsection B (termination for convenience) hereof provided however that the Contractor in such event shall be deemed to have received seven days prior written notice of such
termination Any compensation due the Contractor pursuant to subsection B shall be offset by the cost to FW of
remedying the default by the Contractor The Contractor shall in no event be entitled to receive any consequential
damages or any anticipated profits with respect to Commodities not yet furnished to and accepted by FW as of the
effective date of any such termination
B For Convenience FW shall have the right to terminate the Contract andor any outstanding Purchase Orders issued
hereunder at its own convenience for any reason by giving seven business days prior written notice of termination
to the Contractor In such event the Contractor shall be paid an amount equal to the actual cost of any Commodity
delivered to and accepted by FW and the actual cost of any equipment goods or materials ordered by the Contractor
hereunder in good faith which could not be canceled less the salvage value thereof provided sufficient
substantiation is furnished to FW Any subcontract entered into by the Contractor in connection with the transactions contemplated hereby shall contain a similar termination provision for the benefit of the Contractor and
FW The Contractor shall in no event be entitled to receive anticipated profits on any Commodities not yet furnished
to and accepted by FW as of the effective date of any such termination
IFB 21-054
Electric Motor Repairs
31
623 Virginia Freedom of Information Act
Except as provided herein all proceedings records contracts and other public records relating to procurement
transactions shall be open to the inspection of any citizen any interested person firm or corporation in accordance with
the Virginia Freedom of Information Act
624 Faith-Based Organizations
FW does not discriminate against faith-based organizations
625 Immigration Reform and Control Act of 1986
By entering this Contract the Contractor certifies that it does not and will not during the performance of this Contract
violate the provisions of the Federal Immigration Reform and Control Act of 1986 which prohibits employment of
illegal aliens
626 Severability
In the event that any provision shall be adjudged or decreed to be invalid by a court of competent jurisdiction such ruling
shall not invalidate the entire Agreement but shall pertain only to the provision in question and the remaining provisions shall
continue to be valid binding and in full force and effect
627 Licensure
To the extent required by the Commonwealth of Virginia (see eg 541-1100 et seq of the Code of Virginia) or FW the
Contractor shall be duly licensed to provide the goods and services required to be delivered pursuant to this Contract
628 Authority to Transact Business in Virginia
A Contractor organized as a stock or nonstock corporation limited liability company business trust or limited partnership
or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a
domestic or foreign business entity if so required by Title 131 or Title 50 of the Code of Virginia or as otherwise required
by law Any business entity described herein that enters into a Contract with FW pursuant to the Virginia Public Procurement
Act 22-4300 et seq shall not allow its existence to lapse or its certificate of authority or registration to transact business in
the Commonwealth if so required under Title 131 or Title 50 of the Code of Virginia to be revoked or cancelled at any time during the term of the Contract FW may void any Contract with a business entity if the business entity fails to remain in
compliance with the provisions of this section
629 Drug-free Workplace to be Maintained by Contractor
During the performance of this contract the contractor agrees to (i) provide a drug-free workplace for the contractors
employees (ii) post in conspicuous places available to employees and applicants for employment a statement notifying
employees that the unlawful manufacture sale distribution dispensation possession or use of a controlled substance or
marijuana is prohibited in the contractors workplace and specifying the actions that will be taken against employees for violations of such prohibition (iii) state in all solicitations or advertisements for employees placed by or on behalf of the
contractor that the contractor maintains a drug-free workplace and (iv) include the provisions of the foregoing clauses in
every subcontract or purchase order of over $10000 so that the provisions will be binding upon each subcontractor or vendor
630 Employment Discrimination by Contractor Prohibited Required Contract Provisions
The following provision is required to be in every contract of more than $10000 (Virginia Public Procurement Act sect 22-
4311)
A During the performance of any ensuing contract the Contractor agrees as follows
IFB 21-054
Electric Motor Repairs
32
1 The contractor will not discriminate against any employee or applicant for employment because of race
religion color sex national origin age disability or other basis prohibited by state law relating to
discrimination in employment except where there is a bona fide occupational qualification reasonably
necessary to the normal operation of the contractor The contractor agrees to post in conspicuous places
available to employees and applicants for employment notices setting forth the provisions of this nondiscrimination clause
2 The contractor in all solicitations or advertisements for employees placed by or on behalf of the contractor
will state that such contractor is an equal opportunity employer
3 Notices advertisements and solicitations placed in accordance with federal law rule or regulation shall be
deemed sufficient for the purpose of meeting the requirements of this section
B The contractor will include the provisions of the foregoing paragraphs 1 2 and 3 in every subcontract or purchase
order of over $10000 so that the provisions will be binding upon each subcontractor or vendor
631 Counterparts
This Contract and any amendments or renewals hereto may be executed in a number of counterparts and each
counterpart signature when taken with the other counterpart signatures is treated as if executed upon one original of
this Contract or any amendment or renewal A signature by any party to this Contract provided by facsimile or
electronic mail is binding upon that party as if it were the original
632 Survival of Terms
Upon discharge of this Agreement Sections (Notice Hold Harmless Warranties Governing LawForum Contractual
Disputes) of these Terms and Conditions continue and survive in full force and effect
633 Non-Waiver
No waiver of any provision of this Agreement shall constitute a waiver of any other provision nor shall any waiver of this Agreement constitute a continuing waiver unless otherwise expressly provided
634 Contractual Disputes
A Contractual claims whether for money or for other relief will be submitted in writing not later than 60 days after
final payment provided however that written notice of the Contractorrsquos intention to file such claim must
1 Be delivered to the attention of FWrsquos Procurement Representative assigned to this contract not later than five
days after the occurrence or of the beginning of the Work upon which the claim is based and
2 Contain a reasonably detailed description of the basis of the claim otherwise the claim will be deemed to have been waived FW will make a written decision upon any such claim within 60 days after submittal of the claim
The Contractor will not institute legal action prior to receipt of FWrsquos decision on the claim unless FW fails to
render such decision within 90 days after submittal of the claim The decision of FW will be final unless the
Contractor initiates legal action as provided in Section 22-4364 of the Virginia Code Failure of FW to render
a decision within 90 days will not result in the Contractor being awarded the relief claimed nor will it result in
any other relief or penalty The sole result of FWrsquos failure to render a decision within the time allotted will be
the Contractorrsquos right to immediately institute legal action No administrative appeals procedure pursuant to
Section 22-4365 of the Virginia Code has been established for contractual claims under this Agreement
B No claim of any nature will be made against FW by or on behalf of a subcontractor unless the Consultant has first
(a) evaluated such claim thoroughly and determined it to be meritorious (b) issued a written notice to the
subcontractor finding the subcontractorrsquos claim to be meritorious and setting forth any additional compensation or additional days to be paid or granted to the subcontractor on account of such claim and (c) paid the subcontractor
in full for such claim In presenting such a claim the Consultant will provide FW with a copy of the written notice
to the subcontractor and with evidence of payment in full of the subcontractorrsquos claim No such claim will exceed
the amount actually paid to the subcontractor
IFB 21-054
Electric Motor Repairs
33
ATTACHMENT 1
BID SUBMISSION FORM
COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE E-MAIL
FAX FED ID
VIRGINA STATE CORPORATION COMMISSION (SCC) REGISTRATION INFORMATION
The bidder
1048709 is a corporation or other business entity with the following SCC identification number
-OR-
1048709 is not a corporation limited liability company limited partnership registered limited liability partnership or business trust
-OR-
1048709 is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees agents offices facilities or inventories in Virginia (not counting any employees or agents in Virginia
who merely solicit orders that require acceptance outside Virginia before they become contracts and not counting any
incidental presence of the offeror in Virginia that is needed in order to assemble maintain and repair goods in accordance with
the contracts by which such goods were sold and shipped into Virginia from offerorrsquos out-of-state location) -OR-
1048709 is an out-of-state business entity that is including with this proposal an opinion of legal counsel which accurately and
completely discloses the undersigned offerorrsquos current contacts with Virginia and describes why those contacts do not constitute
the transaction of business in Virginia within the meaning of sect 131-757 or other similar provisions in Titles 131 or 50 of the
Code of Virginia
1048709 Please check this box if you have not completed any of the foregoing options but currently have pending before the SCC an
application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number once issued (Fairfax Water reserves the right to determine in its sole discretion
whether to allow such waiver)
IFB 21-054
Electric Motor Repairs
34
COMPANY
PART 1 ndash Hypothetical Electric Motor Repair Pricing
Repair scenarios immediately follow the signature section of the Bid Submission Form See Section 56 of the
solicitation for detailed instructions on how to complete the Bid Form and on how to bid the hypothetical repair scenarios To be deemed responsive and eligible for contract award the Bidder shall bid on all four scenarios and
shall include the separate price for each scenario in their Bid Submission Packet
HYPOTHETICAL REPAIR PRICING SCHEDULE
Repair 1A
Foxmill Pumping Station Pump Motor 5 Motor Evaluation Report Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1A $_______________________
Repair 1B
Corbalis Treatment Plant Finished Water P1 Inboard Bearing Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1B $_______________________
Repair 1C
Corbalis Plate Settler Feed Pump 2 ndash Motor Evaluation Report Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1C $_______________________
Repair 1D
Griffith Finished Water Pumping Station Pump Motor 3 Motor Evaluation Report
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1D $_______________________
PART 1 HYPOTHETICAL REPAIRS 1A ndash 1D TOTAL COST $_______________________
IFB 21-054
Electric Motor Repairs
35
COMPANY
PART 2 Discounts Offered by Motor Horse Power
1 Discount off Vaughenrsquos Guide for motors greater than 60 hp up to 600 hp (includes all makes amp
models AC amp DC high amp low voltage high amp low RPM single amp three phase)
2 Discount off Vaughenrsquos Guide for motors greater than 600 hp (includes all makes amp models AC amp
DC high amp low voltage high amp low RPM single amp three phase)
Date of Vaughenrsquos Pricing Guide
PART 3 Labor Rates
Labor rates bid in this section shall directly correlate to the labor rates quoted in Part 1 and shall include
all direct and indirect overhead costs including but not limited to travel to and from the jobsite general
and administrative costs etc Labor rates will only be paid on the basis of time at the FW job site or as
documented for work done at the ManufacturerrsquosContractorrsquos site
3 FW Onsite Labor ndash Regular Time (MondayndashFriday 730 am through 500 pm) $___________hour
4 FW Onsite Labor-Overtime $___________hour (Monday-Friday 500 pm through 730 am weekends and holidays)
5 In Shop Labor ndash Regular Time (MondayndashFriday 730 am through 500 pm) $___________hour
6 In Shop Labor ndash Overtime $___________hour
(Monday-Friday 500 pm through 730 am weekends and holidays)
PART 4 Contact Person
List a contact personrsquos name and telephone number for normal FW working hours 730 amndash500 pm
Monday-Friday Answering machines are unacceptable as a point of contact For emergency calls outside
normal FW working hours (nights andor weekends) list a contact personrsquos name and telephone number
or have a voice mail paging system or answering service Bidders using a voice mail paging system or
answering service in lieu of a contact person shall be required to initiate a call back to the sender within
(30) thirty minutes
IFB 21-054
Electric Motor Repairs
36
COMPANY
Type of answering system used by your firm (check one)
Voice Mail Paging System Answering Service
Contact for Normal Working Hours
Name(s) __________________________________________
__________________________________________
Telephone __________________________________________
__________________________________________
Contact for Emergency Calls (outside normal FW working hours)
Name(s) __________________________________________
__________________________________________
Telephone __________________________________________
__________________________________________
PART 5 Repair Facility Capabilities
Please check the following for Repair Facility capabilities
Facility capable of performing all balance work (no subcontracting)
Facility capable of starting 3 phase 4160 volt 3050 HP vertical motor
Facility capable of starting 3 phase 4160 volt 1800 HP horizontal motor
Facility allows for Owner personnel to safely witness testing
Repair Facility Address
IFB 21-054
Electric Motor Repairs
37
Submittals to be included in Bid Packet
1 Attachment 2 ndash Bidder Reference Form
2 Subcontractor List with Subcontractor References if applicable
3 Attachment 9 IRS Form W-9
4 Acknowledgement Page(s) for all Addendum if applicable
bull PAYMENT TERMS FWrsquos minimum payment term is Net 30 days All
bids will be interpreted as Net 30 unless otherwise specified herein By submitting an offer to sell in
response to this solicitation all bidders acknowledge and agree to this requirement
By my signature I certify that I am acting as an agent or in the case of an LLP the Partner or Managing
Partner for the firm identified on this Bid Submission Form and that I am fully authorized to bind the
firm to the specifications terms and conditions of this solicitation as well as any addenda thereto
Company Name
Signature Printed Name
Title Date
[HYPOTHETICHAL REPAIR SCENARIOS IMMEDIATELY FOLLOW THIS PAGE]
IFB 21-054
Electric Motor Repairs
38
BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1A FOXMILL PUMPING STATION PUMP MOTOR 5 SERVICE Reason for Service Motor Evaluation Report
Motor Description General Electric Model 5kb3396448501 Sn Wwh-283004190 Type (Kv) Induction Custom-8000 Vertical Motor 70000 Hp 3 Phase 60 Hertz 4000 Volts Frame 8339p30 887 Rpm 1 Pick up motor from the Foxmill Pump Station Herndon
2 Check all mechanical tolerances and fits using precision measurement tools and provide report highlight any
out of tolerance measurements 3 Check out electrical components using electrical test methods Meggar Surge Pi And Hi Pot 4 Dynamically balance rotors in the presence of the FW representative 5 Clean and degrease motor components 6 Reassemble unit and perform motor testing and final report 7 Ship unit to FW Foxmill PS 8 Provide 1 Year Warranty
CONTINUES ON NEXT PAGE
FOXMILL 5 SAP 350261
MFR GENERAL ELECTRIC
SN WWH-283004189
FRAME 8339P30 TYPE INDUCTION PH 3
DISGN CODE HP 700 VOLTS 4000
HZ 60 RPM 887 AMPS 920 RISE 30deg
B
DUTY Cont CLASS INS F AMPS
Y
TEMP AMB 40deg SF
ENCLOSURE TEWAC
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
550
IFB 21-054
Electric Motor Repairs
39
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1A ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
40
COMPANY BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1B CORBALIS FINISHED WATER P1 MOTOR SERVICE Reason for Service Inboard Bearing
Motor Description Horizontal Motor 1750 Horsepower 3 Phase 60 Hertz 900 Rpm 4000 Volts 21120-17 Frame Ideal Electric Serial 981097-01 Synchronous 1 Pick up motor from Corbalis Water Treatment Plant Herndon
2 Check all mechanical tolerances and fits using precision measurement tools and provide report highlight any
out of tolerance measurements
3 Check out electrical components using electrical test methods Meggar Surge Pi and Hi pot
4 Dynamically balance rotors in the presence of the FW representative
5 Clean and degrease motor components
6 Reassemble unit and perform motor testing and final report
7 Ship unit to FW Corbalis Water Treatment Plant
8 Provide 1 Year Warranty
CONTINUES ON NEXT PAGE
FW 1 SAP 350109
MFR IDEAL ELECTRIC
SN 981097-01 FRAME 21120-17 TYPE SMB PH 3
DISGN CODE HP 1750 VOLTS 4000
HZ 60 RPM 900 AMPS 195 RISE 85deg
B DET
DUTY CONT CLASS INS F AMPS
Y
TEMP AMB 40deg SF 15 ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
41
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1B ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
42
COMPANY BID SUBMISSION PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1C
CORBALIS PLATE SETTLER FEED PUMP 2 FLYGHT MOTOR Reason for Service Motor Evaluation Report Service
Motor Description FLYGT 45kW-60hp RPM 1170 Volts 460 AMPS 73 Model CP3300091-0258 Serial 3300091-0720003 1 Pick Up motor from the Corbalis Water Treatment Plant Herndon
2 Inspect test run and disassemble
3 Perform electrical test and mechanical checks
4 Clean and bake
5 Rewind stator install thermal protectors VPI in Epoxy Resin
6 Fabricate new SS shaft
7 Balance rotor and impeller in the presence of FW representative
8 Replace lower bearing housing and install new bearings and new mechanical seals
9 Replace o-rings and gaskets Replace lifting chain (SS Grade)
10 Install new stationary and rotating wear rings replace retaining rings
11 Replace hardware reassemble unit and perform motor testing and final report
12 Paint
CONTINUES ON NEXT PAGE
Plate Settler Feed Pump 2 SAP 360128
MFR FLYGHT
SN 3300091-0720003
FRAME TYPE
PH
DISGN CODE HP 60 VOLTS 460
HZ
RPM 1170 AMPS 73 RISE
B
DUTY
CLASS INS
AMPS
Y
TEMP AMB
SF
ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
43
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1C ndash CONTINUED
13 Ship unit to FW Corbalis Water Treatment Plant
14 Provide 1 Year Warranty
15 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
44
COMPANY BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1D
GRIFFITH PUMPING STATION PUMP MOTOR 3 SERVICE Reason for Service Motor Evaluation Report Motor has excessive clearance in lower guide bearing Lower Guide bearing is NU style bearing Bearing Skidding is present in Bearing
Motor Description Vertical Motor Type MIBA-V TEWAC 720 RPM 1800 HP 3 Phase 60 Hz 4000 Volts 1 Pick Up motor from Griffith Pump Station Lorton
2 Check All Mechanical Tolerances Fits Using Precision Measurement Tools And Provide Report Hi Lite Any Out
Of Tolerance Measurements 3 Check Out Electrical Components Using Electrical Test Methods Meggar Surge Pi And Hi Pot
4 Dynamically Balance Rotors with FW Rep Present At API 610 4WN
5 Clean And Degrease Motor Components
6 Reassemble Unit and Perform Motor Testing and vibration analysis with FW rep present and provide Final Report
7 Ship Unit to FW Griffith PS
8 Provide 2 Year Warranty
CONTINUES ON NEXT PAGE
FWP3 MFR IDEAL
SN 001077-03 FRAME TYPE IMV PH 3
DISGN CODE HP 1800 VOLTS 4000
HZ 60 RPM 715 AMPS 238 RISE 80 C B RES
DUTY CONT CLASS INS F AMPS 274 105 C
Y RES
TEMP AMB 40 C SF 115 ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
45
COMPANY
BID SUBMISSION PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1D ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
46
ATTACHMENT 2
REFERENCES
BIDDERrsquoS NAME
1 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
2 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
3 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
IFB 21-054
Electric Motor Repairs
47
ATTACHMENT 2
REFERENCES CONTINUED
BIDDERS NAME ______________________________
4 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
5 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
IFB 21-054
Electric Motor Repairs
48
ATTACHMENT 3 OPERATING DATA SHEET
ISSUED TO DATE ISSUED Fairfax Water Work Order FW Electrical Supervisor Phone Conditioned Based Maintenance Supervisor Phone Return date requested A Equipment Specifications
1 Equipment Name
2 SAP ID Number
3 Manufacturer
4 Serial Number
5 Horsepower
6 Voltage B Work Requested
1 Reconditioning and Testing
2 Rewind
3 Other (describe) C If motor failure is involved state conditions under which failure occurred D Special Insulation Requirements
1 Moisture
2 Abrasion E Type of Housing Paint and Color
Paint furnished by customer Yes No
IFB 21-054
Electric Motor Repairs
49
ATTACHMENT 4
INSPECTION DATA SHEET ndashPAGE 1 OF 2 Company Performing Work Motor SN SAP ID A Initial Inspection and Tests
1 Insulation Resistance
Voltage Applied v Ambient Temp oC Machine Temp oC
1 min 10 min PI A to GND
B to GND
C to GND
2 Surge Test Test Voltagehelliphelliphellip V Pass ___ Fail ___ 3 Growler Test Pass ___ Fail ___ 4 Motor Shaft Run out In
5 Rotor Endplay In
6 Shaft Diameter In
B Disassembly
1 End Bells Marked
2 Fan Orientation Marked C Component Inspection
1 General Condition of Rotor (include probable cause of major damage)
a Rotor Iron
b Rotor Windings Rotor bars
c Retaining Rings
IFB 21-054
Electric Motor Repairs
50
ATTACHMENT 4 INSPECTION DATA SHEET ndashPAGE 2 OF 2
Company Performing Work Motor SN SAP ID
2 General Condition of Stator (include probable cause of major damage)
a Stator Iron b End Lacings and Support systems
c Wedges
d Windings
e RTDThermocouple Condition
3 General Condition of Shaft Keyways
4 General Condition of Bearings
5 General Condition of Motor Housing
6 Other
7 Core loss preceding winding removal watts
8 Core loss following winding removal watts
9 Recommended Repairs Signature Printed Name Title Date
IFB 21-054
Electric Motor Repairs
51
ATTACHMENT 5 Page 1 of 5
WORK PERFORMED DATA SHEET Company Performing Work Motor SN SAP ID A Describe work performed on rotor B Describe work performed on stator C Describe work performed on shaft D Describe work performed on bearings
Replaced bearings Yes No Manufacturer Type Code
E Other F Was motor vacuum-pressure impregnated Yes No
Resin used
Number of VPI and bake cycles G Was motor treated for abrasion protection Yes No
Treatment used
IFB 21-054
Electric Motor Repairs
52
ATTACHMENT 5 Page 2 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID H Varnish used for non-VPI applications
Number of dip and bake cycles I Final Tests
1 Insulation Resistance
Voltage Applied v Ambient Temp oC Machine Temp oC
1 min 10 min PI
A to GND
B to GND
C to GND
2 Phase Balance
Voltage Applied Vac A amps B amps C amps
3 High Potential Applied Leakage Time
Phase Voltage Current Duration
A
B
C
OR (if cant be separated)
ALL
IFB 21-054
Electric Motor Repairs
53
ATTACHMENT 5 Page 3 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
4 Winding Resistance
A-B milliohms A-N milliohms
B-C milliohms OR B-N milliohms C-A milliohms C-N milliohms
5 Dynamic Balance
RPM Vibration DE ODE Initial Final
6 No-Load Run
Phase Bearing Current Temperature Vibration_________
Ia Ib Ic Inboard Outboard RPM Inboard Outboard
15 Min 30 Min 45 Min
60 Min Acceleration time (Seconds) Peak starting current (Amper) ( IFL)
7 Miscellaneous
Direction of Rotation Viewed from End
End Play (Sleeve Bearing Only) in
IFB 21-054
Electric Motor Repairs
54
ATTACHMENT 5 Page 4 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
Inboard Bearing Journal Dia in
Inboard Bearing ID in
Outboard Bearing Journal Dia in
Outboard Bearing ID in
8 High FrequencySurge Comparison Tests (New Coils Only)
Voltage Applied v
Results
9 Air Gap Measurements
A minimum of sixteen (16) readings should be taken from each end using the following method
1 Mark position on stator at 12 oclock 3 oclock 6 oclock and 9 oclock 2 Mark position on rotor at 12 oclock 3 Take air gap readings at 12 3 6 and 9 from both ends pinion end (DE) opposite end (ODE)
Record readings [Eight (8) readings] 4 Rotate rotor to 3 oclock position 5 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings [Eight (8)
readings] 6 Rotate rotor to 6 oclock position 7 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings [Eight (8)
readings] 8 Rotate rotor to 9 oclock position 9 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings (Eight (8)
readings) 10 Calculate average readings and overall average air gap The acceptable tolerance between
average readings and the overall average gap is plusmn5
IFB 21-054
Electric Motor Repairs
55
ATTACHMENT 5 Page 5 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
DRIVE END
OPPOSITE DRIVE END
IFB 21-054
Electric Motor Repairs
56
ATTACHMENT 6 WAIVER OF SPECIFICATIONRELEASE OF HOLD POINT
Company Requesting Waiver of SpecificationRelease of Hold Point Person Making RequestDate Contact Info FW Equipment Name FW SAP EQUIPMENT Number Manufacturer Serial Number Horsepower Voltage Request for Waiver of Specification
Request for Release of Hold Point
Item Description FW Authorized Action APPROVED BY Printed Name and Title Date
IFB 21-054
Electric Motor Repairs
57
ATTACHMENT 7
RECOMMENDED CLEARANCES SLEEVE BEARINGS
ROUND BORES ONLY Company Performing Work Motor SN SAP ID Shaft Size Clearance for Clearance for Journal Diameter Horizontal Shaft Vertical Shaft (In inches) (In Inches) (In Inches) (In Inches) 1 004 +001 -000 004 +001 -000 2 004 +001 -000 004 +001 -000 3 006 +002 -000 006 +001 -000 4 008 +002 -000 007 +001 -000 5 010 +002 -000 007 +002 -000 6 012 +002 -000 007 +002 -000 7 014 +002 -000 007 +002 -000 8 016 +002 -000 007 +002 -000 9 018 +002 -000 007 +002 -000 10 020 +002 -000 007 +002 -000 11 020 +002 -000 007 +002 -000 12 021 +002 -000 007 +002 -000 13 021 +002 -000 007 +002 -000 14 022 +002 -000 007 +002 -000 15 022 +002 -000 008 +002 -000 16 023 +002 -000 008 +002 -000 17 023 +002 -000 008 +002 -000 18 024 +002 -000 008 +002 -000 19 024 +002 -000 008 +002 -000 20 025 +002 -000 008 +002 -000
IFB 21-054
Electric Motor Repairs
58
ATTACHMENT 8 Company Performing Work Motor SN SAP ID
DYNAMIC BALANCE CERTIFICATE
Balance Machine Model No ______________ Last Calibration Date ________ Balance Machine Serial No __________________________ Weight __________________ ldquoIn Servicerdquo Speed (RPM) ________ Balance Speed (RPM) __________________________
Certified by Printed Name and Title
Radius of permanent balance weight (in) _____________ IB _____________OB As Found Balance (ozin) _____________________IB ___________________OB As Left Balance (ozin) ______________________IB ___________________OB Calculated acceptance limit per journal (4WN) ___________IB __________OB If ozin value is not available for ldquoAs Found Balancerdquo and ldquoAs Left Balancerdquo use the mils value
Vendor _______________________________ Balance Date _________Time____ Equipment balanced __________________________________________________
IFB 21-054
Electric Motor Repairs
11
STATOR REWIND HOLD POINT
bull Should the measured core losses in watts per pound or the core loss
test exceeds 6 watts per pound at 1T when tested per IEEE Std 422
or hot spots greater than 10C or an increase of the second test
exceed those of the first the Contractor shall notify FW prior to
further repair activity
c Only if necessary the old windings shall be burned out of the stator in a burnout oven
with adequate temperature controls in order to provide uniform heating and cooling
thus preventing warping and cracking of the frame deterioration of the core plate
treatment on the laminations and impairment of the magnetic qualities of the core The
oven shall be equipped with a water fire suppression system and a temperature
recording chart meter The temperature used for roasting shall not exceed 700 degrees
Fahrenheit Additional stripping methods are found in IEEE Std 1068 Section 82
STATOR STRIPPING METHOD HOLD POINT
bull Stripping methods other than burnout oven may be applied with
Owner consent
d After the windings have been removed the stator laminations shall be thoroughly
cleaned by blowing out with compressed air and removing any foreign matter by hand
The stator slots shall be clean and free of sharp edges or particles
e Laminations shall be inspected for damage Any minor iron damage shall be corrected
by hand filing and separating laminations to eliminate shorts All burrs and rough edges
shall be corrected prior to the rewinding procedure Corrections shall be made
regardless of whether the imperfections existed originally in the stator iron or were
caused by the stripping operation
STATOR DAMAGED LAMININATIONS OR IRON
REPLACEMENT HOLD POINT
bull Should major core damage require restacking of laminations a
digital photo of the damaged area shall be submitted to the Owner
or Owner inspection will be required prior to repairing damaged
laminations or iron replacement
f The repaired stator shall be loop checked and hot spots greater than 10C shall be
corrected
g The suspected cause of iron damage shall be listed on Attachment 4
IFB 21-054
Electric Motor Repairs
12
STATOR MOTOR LEAD REPLACEMENT HOLD POINT
bull Should motor lead replacement be required FW shall be notified
prior to replacement concerning lead length designations
termination hardware etc
h The stator shall be rewound in accordance with Section 43C Winding Materials and
Insulation Requirements
i Where slot space permits coil copper size shall be increased with prior approval of
FW Electrical Supervisor when doing so will increase the motor efficiency and the
increased starting current can be accommodated by the motor controller
j Coils shall be securely tied to surge rings and adjacent coils Surge rings shall be rigid
k The stator coils shall fit in the stator iron parallel to the slot Where extra room exists
between the coil and the iron either a slot cell (if originally designed with one) or side
filler shall be used to make a more intimate fit between the coil and the iron
l The connections between coils and groups shall be horseshoed (eg U-shaped) to
permit continuous taping over all brazed joints
m The coil extensions shall be tied to one or more surge rings and shall be suitably blocked
between coils on both the inside and outside of the coil extensions
n The jumpers shall be uniformly laid and placed around the periphery of the connection
o Motors with form wound coils shall not be converted to random wound
p Tie cord used to secure the wires in the end turns shall be at a minimum 100 lb test
Dacron stranded cord
q Motor stators containing stator RTDrsquos thermocouples or thermistors shall be rewound
with devices rated the same RTDrsquos are to be 3-lead and added to old motors at a
minimum of two per phase Owner shall indicate if a greater quantity is desired When
possible the Contractor shall arrange RTDs in the same position as the original
winding or evenly spaced if unknown or new
4 Rotor Repair
ROTOR REPAIR HOLD POINT
bull Any repair activity involved with securing loose rotor bars and retaining
rings shall be brought to the attention of the Owner prior to beginning
the activity
IFB 21-054
Electric Motor Repairs
13
5 Shaft Straightening
SHAFT STRAIGHTENING HOLD POINT
bull Any shaft straightening procedure shall be brought to the attention of
the Owner prior to beginning the activity Shafts shall be straightened
by heating or jacking to meet the following run out requirements
RPM Run Out
Less than 1800 0002 in
More than 1800 0001 in
C Winding Materials and Insulation Requirements
1 Winding Materials
a Magnet wire in coils shall be copper
b Form wound coils shall not be converted to random wound
c Lacings and ties shall be made with glass cord or tape or woven Dacron tape
d Wedges fillers blocks and winding material shall be suitable for Class ldquoHrdquo operation
e Shrink tapes are not acceptable
2 Insulation Requirements
a Form Wound Coils
1) All materials in the insulation system shall be rated for Class ldquoHrdquo operation
2) Strand insulation shall consist of fiberglass Dacron-glass wrap or mica tape applied
over epoxy or polyester resins Class ldquoHrdquo enamel or Kapton applied to the wire as
dictated by the volts per turn rating of the coil Reference IEEE Std 1068 Section
853
3) Ground wall insulation shall consist of Nomexreg such as Nomex-Milar-Nomex or
Dacron-glass backed mica paper or an equivalent mica flaked tape Ground
insulation shall be compatible with epoxy or polyester resin used during vacuum-
pressure impregnation
4) Nomex or polyester glass armor tape shall be applied on the outside of the coil for
mechanical protection
5) For sealed coil applications a partially cured epoxy coated polyester or polyester
glass tape shall be applied to the outside of the coil in addition to the requirements
stated above Lead areas shall be sealed with compatible epoxy putty
IFB 21-054
Electric Motor Repairs
14
b Random Wound Coils
1) All materials in the insulation system shall be rated for Class ldquoHrdquo operation
2) Minimum thickness for stator slot insulation material shall be 015 inches
3) All ground wall insulating material shall extend beyond the edge of the stator iron
in a uniform manner and shall be cuffed
4) Slot separators shall be used between coils in all stator slots
5) Phase insulation in the winding end turns shall be resin treated glass cloth or
equivalent to provide positive separation between phases in the event of varnish
degradation caused by excessive temperature above the motor rating
6) Sleeving used on stator connections shall be acrylic coated fiberglass or equivalent
rate 4000 volts or higher
7) Leads shall be GE Vulkaflex or equivalent for open enclosure motors and silicone
rubber covered with glass braid or equivalent for totally enclosed motors
8) Stator shall be subjected to two dip and bake cycles as outlined in Section 23A7
or as directed by Owner
44 Repair Facility Requirements
A Repair Facility Capabilities
1 Facility shall be capable of performing all balance work (no subcontracting will be
authorized)
2 Facility shall be capable of starting 3-phase 4160 volt 3050 HP vertical motor
3 Facility shall be capable of starting 3-phase 4160 volt 1800 HP horizontal motor
4 Facility shall allow for FW staff to safely witness testing
B Repair Facility Location
The Contractorrsquos repair facility shall be located within a four-hour drive from FWrsquos main office
located at 8570 Executive Park Avenue Fairfax Virginia 22031 Fairfax County Virginia
45 Future Work Time of Performance
A All motor repairs shall be performed and completed in accordance with the delivery lead time
included in the written quote Failure of the Contractor to perform within the stated deadlines
may jeopardize FWrsquos ability to provide water to its customers and may result in FW terminating
the contract with the Contractor for cause
B By submitting a proposal in response to this solicitation Contractor agrees without exception
that for all future work quoted they shall meet the delivery lead times as specified in their written
quote Contractor further attests that they shall provide FW expedited services as required to
complete all future work without additional cost (See Section 47)
IFB 21-054
Electric Motor Repairs
15
46 Transportation
The Contractor shall furnish all transportation services to pick up and return motors to the
designated FW facility All deliveries to FW shall be FOB Destination Transportation costs shall
be included in the Contractorrsquos labor rates or listed separately Fairfax Water will not pay any
additional or separate charges for transportation not included on the bid price
47 Priority Customer
The Contractor understands and acknowledges that FW provides services that are essential to the
health and welfare of the public Failure of the Contractor to perform the services described herein
in a timely manner may jeopardize FWrsquos ability to provide essential services which may affect the
health and welfare of the public served by FW In the event of material shortages at any level of the
production to delivery chain the Contractor agrees and affirms that FW shall be given the earliest
possible notice and the highest priority for allocation of all goods and services specified herein To
the extent that the Contractor must prioritize and allocate delivery among its customers the
requirements of FW shall be honored before goods and services are provided to any customer with
no obligations with regard to the public health and welfare To the extent that availability of repair
parts or Contractor staffing including subcontractor staffing is insufficient to meet the requirements
of all the Contractorrsquos customers who are responsible for the health and welfare of the public the
goods shall be allocated in a manner deemed to be fair and reasonable to all such clients
48 Time Is Of The Essence
Time is of the essence Repair services shall be performed within the time specified on the
Contractorrsquos Bid Submission Form or otherwise set forth on the applicable Purchase Order
Notwithstanding the foregoing the Contractor shall not be deemed to have breached the terms and
conditions of the Contract Documents to the extent any delay is due to circumstances beyond its
reasonable control and without the fault or negligence of the Contractor provided that the Contractor
first shall have provided Fairfax Water with written notice (to include facsimile or e-mail) of any
such delay within five days after the occurrence of events or circumstances causing the delay
49 Use of Subcontractors
A The Contractor shall be responsible for all products and services described and defined herein
The use of any subcontractor is prohibited unless the Contractor proposes to use a subcontractor
at the time of bid submission Approval to use a subcontractor shall be in written form and be a
part of the resultant contract (See Section 55 for subcontractor submittal requirements)
B Even when properly authorized by FW the use of a subcontractor does not relieve the Contractor
of liability under the contract
C The Contractor at its sole expense shall be responsible for damage to FW and non-FW property
as a result of its failure or its subcontractorrsquos failure to protect such facilities and utilities
D The Contractor at its sole expense shall immediately repair or replace FW property damaged
by (or caused by) the Contractor or its Subcontractor(s) Replacements will be of equal or better
IFB 21-054
Electric Motor Repairs
16
quality than the property damaged property and all such work must be approved by FW Project
Manager
410 Delays
A By the Contractor After issuing a written warning to the Contractor FW may declare the
Contractor in default for unacceptable delays If such a declaration is made FW reserves the
unilateral right to cure the default by any means available to FW including but not limited to
contracting with another supplier to complete the repairs Any additional repair costs incurred
by FW as a result of unacceptable delays on the part of the Contractor may be passed onto the
Contractor This is not a limitation of FWrsquos legal rights to recover damages due to Contractor
default in any other way
B By FW The Contractor shall not be responsible for delays caused by FW its agents or other
FW Contractors To the extent that the Contractor is unable to proceed due to the actions or
inactionrsquos of FW its agents employees or other FW Contractors the Contractor shall be granted
an extension to the delivery schedule equal to the documented amount of time the Contractor
was prevented from performing work The Contractor shall not be eligible for damages as a
result of FW delays
411 Site Safety and Access
A The Contractor shall schedule and coordinate the Work and install temporary facilities as
required to maintain continuous operation and access to existing equipment in the area of Work
The Contractor shall not commence retrofit work until authorized by the FW Project Manager
The Contractor is advised that FW may at its sole discretion delay or stop work as required to
ensure continuous and reliable operation of the facility especially during peak flow events
B The Contractor shall secure the Site and all areas of Work to prevent access and the potential for
injury to its employees FW employees its agents and others by construction and installation of
temporary guard-rails fencing barricades highway cones warning signstape etc andor other
appropriate means and as directed by the FW Project Manager Such hazards include but are
not limited to mechanical hazards electrical hazards surface irregularities or construction tools
and equipment
C FW shall have the right to deny access to the Site or require the Contractor to remove from the
Site any individual who has exhibited violent abusive or threatening behavior or conduct
D FW may limit restrict or prohibit access to areas of the Site on a permanent or temporary basis
When access to such restricted areas is required by the Contractor to perform the Work the
Contractor shall obtain permission from the FW Project Manager and shall comply with such
conditions or limitations to access as may be imposed by the FW Project Manager
E FW may restrict parking or require parking permits for vehicles to be brought onto the plant The
Contractor shall be responsible for arranging transportation for its personnel to reach the job sites
from whatever parking area is provided by FW
IFB 21-054
Electric Motor Repairs
17
412 Superintendence by Contractor
A The Contractor shall have a competent Field Supervisor satisfactory to FW on the job site at all
times during the progress of the Work The Contractor shall be responsible for coordinating all
portions of the Work under contract except where otherwise specified in the contract documents
and for all safety and worker health programs and practices The Contractor shall notify the
Project Manager in writing of any proposed change in superintendent including the reason
therefore prior to making such change
B The Contractor shall at all times enforce strict discipline and good order among the workers on
the project The Contractor shall not employ on the Project any unfit person anyone not skilled
in the work assigned to him or anyone who will not work in harmony with those employed by
the Contractor subcontractors FW or FWrsquos separate Contractors and their subcontractors
C FW may in writing require the Contractor to remove from FW property any employee FW
deems to be incompetent careless not working in harmony with others on the site or otherwise
objectionable
5 INSTRUCTIONS TO BIDDERS
51 Questions and Communications
A All contact between prospective bidders and FW with respect to this solicitation will be formally
held at scheduled meetings or in writing issued by the Procurement Office Questions and
comments regarding the meaning or interpretation of any aspect of this solicitation must be
submitted in writing to the Procurement Contact identified on the cover page to this solicitation
and must be received on or before the deadline for submitting questions Only written questions
will be accepted Questions or comments that are submitted after the deadline set forth on the
cover page to this solicitation will not be answered
B FW will respond to all questions and comments that are received by the deadline and that are
deemed to address a matter that is relevant and substantive in nature within a reasonable period
of time in the form of a written Addendum Oral communications between FW and any bidder
regarding the interpretation or meaning of any aspect of this IFB are not authorized and may not
be relied upon for any purpose
52 Instructions for Submitting Bids
The deadline for submitting bids and the location of the bid opening is shown on the cover page All
bids must be submitted in a sealed package(s) no other form of submission will be accepted (ie
email facsimile etc) Bids will be opened immediately following the deadline for submitting bids
Bids will be opened in accordance with the provisions of the Virginia Public Procurement Act
IFB 21-054
Electric Motor Repairs
18
Bid packages must be identified on the outside as follows
From _____________________________________________ ______________________
Name of Bidder Due Date
_____________________________________________ ______________________
Street IFB No
_____________________________________________ ______________________
City State Zip Code IFB Title
Attn Tammy Spinks
53 Virtual Bid Opening
A Virtual Bid Opening will be held immediately after the bid submission deadline Attendees may
access the Virtual Bid Opening using the following information
Microsoft Teams meeting
Join on your computer or mobile app
Click here to join the meeting
Or call in (audio only)
+1 571-348-5786544174819 United States Arlington
Phone Conference ID 544 174 819
54 Familiarity with Specifications
A Each Bidder shall bear responsibility for thoroughly examining this solicitation in its entirety
In the event that a bidder has any questions or comments regarding the proper meaning or intent
of any aspect of this solicitation then the bidder shall submit all such questions and comments
in writing to the Procurement Contact identified on the cover sheet of this solicitation
B The submission of a bid by a bidder in response to this solicitation shall be deemed to constitute
a representation on the part of such Bidder that it has thoroughly examined this solicitation and
has submitted any and all questions and comments it may have regarding the meaning or
interpretation of this solicitation to Fairfax Water in the manner prescribed herein
55 Bid Submission Packet
A Attachment 1 is the Bid Submission Form It must be completed and signed by an agent who is
fully authorized to bind the individual or organization submitting the offer to sell to the
specifications terms and conditions contained herein as well as any addenda to this solicitation
B Attachment 2 is the Reference Form Each bidder shall include at least three references with
their bid submission packet References shall be from customers of comparable size and scope
of operations as FW to whom the bidder has supplied the same services within the past 24-
months References must be able to attest without reservation to the fact that the bidder provided
the contracted services without any significant problem of any kind and at any time during the
contract period Bidders shall not list FW as a reference for purposes of this solicitation
IFB 21-054
Electric Motor Repairs
19
C Subcontractor List and Subcontractor Reference List Submittals
1 The Contractor shall include a list of all proposed subcontractors with their bid submission
packet The Subcontractor List shall specify the type of work and percentage of work the
Contractor shall rely on the subcontractor to perform
2 The Contractor shall include a separate list of references for each proposed subcontractor
with three references from the subcontractorrsquos customers that are of comparable size and
scope of operations as FW to whom the subcontractor has supplied the same services within
the past 24-months References must be able to attest without reservation to the fact that the
subcontractor provided the services without any significant problem of any kind and at any
time during the contract period The subcontractor reference list shall not list FW as a
reference for purposes of this solicitation
D Attachment 9 is the IRS Form W-9 Request for Taxpayer Identification Number and
Certification Each bidder shall include a completed form with their bid submission packet
E In addition to the mandatory insurance requirements listed in Subsection 614 (Insurance
Requirements) and at the request of FW the Contractor shall submit a list of all insurance claims
made against it within the past 12 months Failure to include this information within ten calendar
days of request by FW may result in rejection of your bid
56 Directions for Completing the Bid Form and Bidding each Hypothetical Electric Motor Repair
A The Bid Submission Form is broken down into five sections
Part 1 ndash Hypothetical Electric Motor Repair Pricing
Part 2 ndash Vaughenrsquos Pricing Guide Discounts Offered by Motor horse power
Part 3 ndash Labor Rates
Part 4 ndash Contact Person
Part 5 ndash Repair Facility Capabilities and Location Certification
B Bidders shall fill in all blanks provided on the Bid Form for all sections paying particular attention
to the instructions given for Part 1 and Part 3 Failure to complete all sections of the Bid Submission
Form may deem your bid as non-responsive Failure to include the separate pricing sheets for
each scenario in your bid submission packet will cause FW to deem the bid as non-response
and it will not be eligible for contract award All transportation shall be bid as FOB Destination
Include all necessary costs in your bid submission Failure to include the cost of shipping and
handling will be interpreted as included in the unit price for each item FW will not pay for shipping
and handling charges not included in your bid
C Directions for bidding each hypothetical electric motor repair
1 Bidders shall attach a separate and detailed price sheet for each sample scenario to their bid
form The price sheet shall be on the bidderrsquos company letterhead and labeled with the
applicable hypothetical scenario title The price sheet shall be signed by the bidder and
IFB 21-054
Electric Motor Repairs
20
include the bidderrsquos printed name title and date All repair work and parts shall be based on
the Vaughenrsquos Pricing Guide less any discount offered
2 The bidderrsquos separate price sheet shall include at a minimum the following
b Parts shall be bid by quantity unit cost and total cost
c Labor shall be bid by labor type and hourly rate and the extended total cost
d Transportation shall be included in the labor rate or listed separately
3 Bidders shall report their total material costs less any discount offered the total number of
manhours needed to complete the repair and the total cost for all labor categories for each
scenario in the appropriate spaces in PART 1 Sample Repair Pricing Schedule on the Bid
Submission Form
4 Bidders shall report the aggregate cost of all four repair scenarios in PART 1 Sample Repair
Pricing Schedule on the Bid Submission Form in the appropriate space
5 In the event of a mathematical error on the Sample Repair Pricing Schedule unit prices from
each detailed price sheet scenario shall prevail
6 Bidders shall record any discount offered and utilized in pricing each scenario by motor horse
power in PART 2 ndash Discounts Offered on the Bid Submission Form
7 All four hypothetical repair scenarios shall be bid and the bidderrsquos separate price sheet shall be
included with their Bid Submission Form Bidders who fail to bid all four hypothetical repairs
or fail to include each hypothetical repairs separate price sheet will be deemed non-responsive
and their bid will not be eligible for award
57 Proprietary Information
A Except as provided herein or as otherwise set forth in sect22-4342 of the Virginia Public
Procurement Act (Va Code Ann sect22-4300 et seq the ldquoActrdquo) all proceedings records
contracts and other public records relating to procurement transactions shall be open to
inspection in accordance with the Virginia Freedom of Information Act (Va Code Ann sect22-
3700 et seq the ldquoVirginia FOIArdquo)
B A Bidder Offeror or Contractor shall have the right to identify data or other materials submitted
in connection with this procurement as trade secrets or proprietary information which shall not
be subject to inspection pursuant to either sect22-4342 of the Act or the Virginia FOIA by
submitting to Fairfax Water prior to or at the time of submission of its proposal or bid a separate
written notice on its letterhead stationery setting forth the following (i) a statement indicating
that the Bidder Offeror or Contractor wishes to invoke the protections of this section (ii) an
identification of the data or other materials for which protection is sought and (iii) a statement
with regard to why protection is necessary
IFB 21-054
Electric Motor Repairs
21
58 ExceptionsAdditions
No exceptions or additions to the SpecificationsScope of Work or Contract Terms and Conditions
shall be permitted Any questions or concerns regarding any part of the IFB shall be submitted to
the Procurement Contact prior to the date specified in the Questions and Communications section
above Bids containing any exceptions to the SpecificationsScope of Work or Contract Terms and
Conditions or submitting additional Terms and Conditions shall be deemed non-responsive and
rejected Exceptions or additions proposed after bid submission by the successful bidder shall not
be accepted
59 Addenda to the IFB
A FW reserves the right to amend this solicitation at any time prior to the deadline for submitting
Bids If it becomes necessary to revise any part of this IFB notice of the revision will be given
in the form of an Addendum that will be provided to all prospective Bidders who are on record
with FW as having received this solicitation If in the opinion of FW the deadline for the
submission of bids does not provide sufficient time for consideration of any Addendum then
such deadline may be extended at the discretion of FW
B It shall be the responsibility of each Bidder to contact the Purchasing Contact identified on the
cover page to this solicitation prior to submission of a bid hereunder in order to determine
whether any Addenda have been issued in connection with this procurement Notwithstanding
any provision to the contrary the failure of any Bidder to receive any Addenda shall neither
constitute grounds for withdrawal of its bid nor relieve such Bidder from any responsibility for
incorporating the provisions of any Addenda in its proposal
C Acknowledge receipt of each addendum by signing it and submitting it by the bid deadline
Failure to return a signed addendum may result in a bid being determined non-responsive
510 Late Bids
Bids or unsolicited amendments to bids arriving after the bid submission deadline will not be
considered
511 Arrearage
By submitting a Bid in response to this solicitation the individual or firm submitting the bid shall
be deemed to represent that it is not in arrears in the payment of any obligation due and owing FW
the Commonwealth of Virginia or any public body in the Commonwealth of Virginia including but
not limited to any obligation to pay taxes andor employee benefits Bidder further agrees that it
shall make diligent efforts to avoid becoming in arrears during the Term of any Contract awarded
hereunder
512 Contract Award
Contract award will be made to the lowest responsive and responsible bidder based on total cost
Whenever the lowest responsive and responsible bidder is a resident of a state other than Virginia
IFB 21-054
Electric Motor Repairs
22
and such state under its laws allows a resident contractor of that state a percentage preference a like
preference shall be allowed to the lowest responsive and responsible bidder who is a resident of
Virginia and is the next lowest bidder If the lowest bidder is a resident contractor of a state with an
absolute preference the bid preference shall not be considered
513 Public Notice of Award
Public notice of award will be posted on the official FW web site
httpswwwfairfaxwaterorgcontracts
514 Authorization to do Business in Virginia
Each bidder that is organized or authorized to transact business in the Commonwealth of Virginia
pursuant to Title 131 or Title 50 of the Virginia Code shall include with its bid the identification
number issued to it by the Virginia State Corporation Commission Any bidder that is not authorized
to transact business in Virginia as a foreign entity under Title 131 or title 50 of the Virginia Code
or as otherwise required by law shall include in its bid a statement describing why the bidder is not
required to be so authorized Any bidder that fails to provide the required information may not
receive an award
515 Cancellation
FW may cancel this solicitation at any time and for any reason prior to contract award
516 Compliance with Laws Regulations and Codes
The Bidder hereby represents and warrants that
A It is qualified and properly licensed to do business in the Commonwealth of Virginia and that it
will take such action as from time to time hereafter may be necessary to remain so qualified
B It is not in arrears with respect to the payment of any monies due and owing FW the
Commonwealth of Virginia or any department or unit thereof including but not limited to the
payment of taxes and employee benefits and that it shall not become so in arrears during the
term of this Contract
C It shall comply with all federal State and local laws regulations and ordinances applicable to
its activities and obligations under this Contract and
D It shall obtain at its expense all licenses permits insurance and governmental approval if any
necessary to the performance of its obligations under this Contract
517 Debarment Status
By submitting a Bid in response to this solicitation each Bidder certifies that it is not currently
debarred by the federal government the Commonwealth of Virginia or any agency or department
thereof from submitting a bid or proposal in connection with any procurement project and that it is
not an agent of any person or entity that currently is so debarred
IFB 21-054
Electric Motor Repairs
23
518 Duration of Bids
Bids shall be valid for a minimum of 90 days following the deadline for submitting bids If an award
is not made during that period all bids shall be automatically extended for another 90 days Bids
will be automatically renewed until such time as either an award is made or proper notice is given
to FW of Bidders intent to withdraw its bid Bids may only be withdrawn by submitting written
notice at least seven days before the expiration of the then current 90-day period
519 Unit Prices Prevail
In the event that there is a mathematical error on the bid submission form the unit price for each
item shall prevail All costs to provide the goods and services specified in this solicitation shall be
shown on the attached bid form Line items left blank will be interpreted as at no cost to FW
520 Negotiation with Low Bidder
If the lowest bid submitted by a responsive and responsible bidder exceeds available funds for this
procurement then Fairfax Water may in its discretion conduct negotiations with the lowest
responsive and responsible bidder (the ldquoLow Bidderrdquo) in an effort to obtain a contract price that is
within available funds In such event Fairfax Water will notify the Low Bidder verbally or in writing
that its bid exceeds available funds and will schedule a conference with the Low Bidder Fairfax
Water staff and such advisors and consultants as Fairfax Water deems appropriate in order to discuss
possible modifications to the scope of the procurement that may result in a price that is within
available funds The conference and any subsequent negotiations may be conducted in person or by
telephone If during the conference the parties arrive at an acceptable modification to the scope of
the project and a contract price that is within available funds then Fairfax Water may award a
contract to the Low Bidder based upon the newly-modified terms and conditions Otherwise the
Low Bidder will within 15 days after the date of the conference (or such longer or shorter period as
may be specified in writing by Fairfax Water) submit to Fairfax Water a written addendum to its
original Bid Form which describes its proposed modification(s) to the scope of the procurement and
sets forth the Low Bidderrsquos newly adjusted bid price Fairfax Water may conduct further
negotiations with the Low Bidder or request additional clarifications or modifications If the Low
Bidderrsquos proposed modifications are acceptable to Fairfax Water and the associated contract price is
within available funds then Fairfax Water may award a contract to the Low Bidder based upon the
modified terms and conditions If the proposed modifications are not acceptable to Fairfax Water
or the associated price reductions are not within available funds then Fairfax Water will terminate
negotiations and reject all bids
521 References
Each bidder shall include at least three references with their bid submission packet (see Attachment
2 References) References shall be from customers of comparable size and scope of operations as
FW to whom the bidder has supplied the same services within the past 24-months References must
be able to attest without reservation to the fact that the bidder provided the contracted services
without any significant problem of any kind and at any time during the contract period Bidders
shall not list FW as a reference for purposes of this solicitation
IFB 21-054
Electric Motor Repairs
24
522 Insurance Claims against Bidder
In addition to the mandatory insurance requirements listed in Section 614 (Insurance Requirements)
and at the request of FW the apparent low bidder shall submit a list of all insurance claims made
against it within the past 12 months Failure to include this information within ten calendar days of
request by FW may result in rejection of your bid
523 Incorporation by Reference
This solicitation is issued in accordance with and controlled by the Virginia Public Procurement
Act (VPPA) which is incorporated into and made part of the solicitation by reference By submitting
a bid in response to this solicitation all bidders acknowledge the VPPA and agree to be bound by it
A copy of the VPPA is available for inspection at the Purchasing Department at FW It is also
available at this site
httpslawlisvirginiagovvacodepopularnamesvirginia-public-procurement-act
6 CONTRACT TERMS AND CONDITION
61 Term of Contract
The term of this contract shall be from the effective date of the contract award through October 31 2022 with four 1-
year renewal options through October 31 2026
62 Anti-Discrimination
By submitting their bids Bidders certify to FW that they will conform to the provisions of the Federal Civil Rights Act of 1964 as amended as well as the Virginia Fair Employment Contracting Act of 1975 as amended where applicable
the Virginians With Disabilities Act the Americans With Disabilities Act and sect11-51 of the Virginia Public Procurement
Act
A During the performance of the contract the Contractor agrees as follows
1 The Contractor will not discriminate against any employee or applicant for employment because of race
religion color sex national origin or disabilities except where religion sex or national origin is a bona fide
occupational qualification reasonably necessary to the normal operation of the Contractor The Contractor
agrees to post in conspicuous places available to employees and applicants for employment notices setting
forth the provisions of this nondiscrimination clause
2 The Contractor in all solicitations or advertisements for employees placed by or on behalf of the Contractor
will state that such Contractor is an equal opportunity employer
3 Notices advertisements and solicitations placed in accordance with federal law rule or regulation shall be
deemed sufficient for the purpose of meeting these requirements
B The Contractor will include the provisions above in every subcontract or purchase order so that the provisions will
be binding upon each subcontractor or vendor
C Fairfax Water does not discriminate against faith-based organizations on the basis of the organizationrsquos religious
character or impose conditions that (a) restrict the religious character of the faith-based organization except as provided by law or (b) impair diminish or discourage the exercise of religious freedom by the recipients of such
goods services or disbursements
IFB 21-054
Electric Motor Repairs
25
63 Antitrust
By entering into a contract the Contractor conveys sells assigns and transfers to FW all rights title and interest in and
to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the
Commonwealth of Virginia relating to the particular goods or services purchased or acquired by FW
64 Assignment of Interest
The Contractor shall not assign any interest in any resulting Contract and shall not transfer any interest in the same
without prior written consent of FW which FW shall be under no obligation to grant
65 Availability of Funds
It is understood and agreed between the parties herein that FW shall be bound hereunder only to the extent of the funds
available or which may hereafter become available for the purpose of this agreement
66 Compliance with Laws Regulations and Codes
The Bidder hereby represents and warrants that
A It is qualified and properly licensed to do business in the Commonwealth of Virginia and that it will take such action
as from time to time hereafter may be necessary to remain so qualified
B It is not in arrears with respect to the payment of any monies due and owing FW the Commonwealth of Virginia
or any department or unit thereof including but not limited to the payment of taxes and employee benefits and that
it shall not become so in arrears during the term of this Contract
C It shall comply with all federal State and local laws regulations and ordinances applicable to its activities and
obligations under this Contract and
D It shall obtain at its expense all licenses permits insurance and governmental approval if any necessary to the
performance of its obligations under this Contract
67 Contract Formation
A The words ldquoContractrdquo and ldquoPurchase Orderrdquo are used interchangeably unless the context otherwise plainly requires
The documents comprising the Contract shall be accorded the following order of precedence
1 The Contract including any Amendments or Change Orders
2 All Purchase Orders
3 Any Addenda to this RFQ 4 This RFQ (including all Appendices and Attachments hereto) and
5 The Bidderrsquos completed Quote Submission Form (including any drawings and submittals)
B Anything called for by one of the contract documents and not called for by the others shall be of like effect as if
required or called for by all except that a provision clearly designed to negate or alter a provision contained in one
or more of the other contract documents shall have the intended effect
68 Contract Changes Change Orders
A No verbal agreement or conversation with any officer agent or employee of FW either before or after the execution
of any Contract resulting from this solicitation or follow-on negotiations shall affect or modify any of the terms
conditions specifications or obligations contained in the solicitation or resulting Contract No alterations to the
terms and conditions of the Contract shall be valid or binding upon FW unless made in writing and signed by the
purchasing contact identified on the cover page Contract changes shall be in writing and shall be on official FW
Purchasing Department letterhead In any event and in all circumstances the Contractor shall be solely liable and
responsible for any Contract changes deviations etc made without first receiving written authorization to deviate
from the Contract by the FW Project Manager
IFB 21-054
Electric Motor Repairs
26
B Changes can be made to the contract in any of the following ways
1 The parties may agree in writing to modify the scope of the contract An increase or decrease in the price of
the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement
to modify the scope of the contract 2 FW may order changes within the general scope of the contract at any time by Notice to the Contractor
Changes within the scope of the contract include but are not limited to things such as services to be performed
the method of packing or shipment and the place of delivery or installation The Contractor shall comply with
the notice upon receipt The Contractor shall be compensated for any additional costs incurred as the result of
such order and shall give FW a credit for any savings Said compensation shall be determined by one of the
following methods
a By mutual agreement between the parties in writing or
b By agreeing upon a unit price or using a unit price set forth in the contract if the work to be done can be
expressed in units and the Contractor accounts for the number of units of work performed subject to FWrsquos
right to audit the Contractorrsquos records andor to determine the correct number of units independently or
c By ordering the Contractor to proceed with the work and keep a record of all costs incurred and savings realized A markup for overhead and profit may be allowed if provided by the contract The same markup
shall be used for determining a decrease in price as the result of savings realized The Contractor shall
present FW with all vouchers and records of expenses incurred and savings realized FW shall have the
right to audit the records of the Contractor as it deems necessary to determine costs or savings Any claim
for an adjustment in price under this provision must be asserted by Notice to the Purchasing Department
Neither the existence of a claim nor a dispute resolution process litigation or any other provision of this
contract shall excuse the Contractor from promptly complying with the changes ordered by FW or with
the performance of the contract generally
69 Contractorrsquos Responsibilities
A The Contractor shall be responsible for all products andor services as required by this IFB The use of
subcontractors is prohibited unless
1 A request to include a subcontractor is included in the bid and
2 The Bidder receives written approval to use a subcontractor prior to or as part of the formal contract between
the parties
B Even when properly authorized by FW the use of a subcontractor does not relieve the Contractor of liability under
the contract C The Contractor at its sole expense shall be responsible for damage to FW and non-FW property as a result of its
failure or its subcontractorrsquos failure to protect such facilities and utilities
D The Contractor at its sole expense shall immediately repair or replace FW property damaged by (or caused by) the
Contractor or its Subcontractor(s) Replacements will be of equal or better quality than the property damaged
property and all such work must be approved by FW Project Manager
610 Ethics in Public Contracting
Contractor hereby certifies that it has familiarized itself with Article 4 of Title 11 of the Virginia Public Procurement
Act Section 11-72 through 80 Virginia Code Annotated and that all amounts received by it pursuant to a contract
resulting from this solicitation are proper and in accordance therewith
611 Examination of Records
Bidder agrees that in any resulting contract either FW or its duly authorized representative shall have access to and the
right to examine and copy any directly pertinent books documents papers and records of the Contractor involving
transactions related to any resulting contract This obligation shall expire five years after the final payment for the final service performed as a result of any and all contract(s) awarded pursuant to this solicitation or until audited by FW
whichever is sooner Contractor will provide reasonable access to any and all necessary documents and upon demand
IFB 21-054
Electric Motor Repairs
27
provide copies of documents if so required by FW or its representative(s) FW will reimburse the Contractor for any
reasonable expenses it incurs as a result of such a request
612 Governing Law Venue Waiver of Jury Trial
Notwithstanding any provision to the contrary this solicitation and any resulting contract shall be governed in all
respects by the laws of the Commonwealth of Virginia Any dispute arising hereunder which is not otherwise resolved
by the parties shall be resolved by a court of competent jurisdiction in the Commonwealth of Virginia The Contractor
and FW hereby waive any right such party may have to a trial by jury in connection with any such litigation
613 Indemnification and Responsibility for Claims and Liability
With respect to any contract that results from this solicitation Bidder is bound by the following
A The Contractor shall indemnify save harmless and defend FW or any employee of FW against liability for any
suits actions or claims of any character whatsoever arising from or relating to the performance of the Contractor
or its subcontractors under this contract
B FW has no obligation to provide legal counsel or defense or pay attorneys fees to the Contractor or its
subcontractors in the event that a suit or action of any character is brought by any person not party to the contract
against the Contractor or its subcontractors as a result of or relating to the Contractors obligations under this
contract
C FW has no obligation for the payment of any judgments or the settlement of any claims against the Contractor or
its subcontractors as a result of or relating to the Contractors obligations under this contract
D The Contractor shall immediately notify FW of any claim or suit made or filed against the Contractor or its
subcontractors regarding any matter resulting from or related to the Contractors obligations under the contract If
such a claim or suit is brought the Contractor will cooperate assist and consult with FW in the defense or
investigation of any suit or action made or filed against FW as a result of or relating to the Contractors performance
under this contract
E The Contractor shall pay all royalties and license fees necessary for performance of the contract The Contractor
shall defend all suits or claims for infringement of any patent rights or other proprietary rights arising from or related to performance of the resulting contract and shall save FW harmless from any loss including Attorneysrsquo fees arising
out of any such claim
614 Insurance
A In addition to the mandatory insurance requirements listed in this Section and at the request of FW any Bidder may
be required to provide a list of all insurance claims made against it within the past 36 months FW reserves the right
to reject any bid if in FWrsquos opinion the amount or number of claims is deemed to be excessive A Bidderrsquos failure
to comply with this requirement may result in rejection of its bid If no claims have been made then the Bidder shall so state in its bid Fairfax Water may require such information from the Contractor as it deems necessary to assess
the Contractorrsquos financial ability to pay any deductibles with respect to the insurance policies required hereunder
B Before commencing the work the Contractor shall procure and maintain at its own expense minimum insurance in
forms and with insurance companies acceptable to FW to cover loss or liability arising out of the Work All
insurance policies must be underwritten by insurers authorized to conduct business within the Commonwealth of
Virginia and must have a Bests rating of at least A- and a financial size of class VIII or better in the latest edition
of Bests Insurance Reports
C The Contractor shall immediately notify FW of any claim or suit made or filed against the Contractor or its
subcontractors regarding any matter resulting from or related to the Contractors obligations under the contract If such a claim or suit is brought the Contractor will cooperate assist and consult with FW in the defense or
IFB 21-054
Electric Motor Repairs
28
investigation of any suit or action made or filed against FW as a result of or relating to the Contractors performance
under this contract
D With the exception of Workersrsquo Compensation and Employersrsquo Liability Insurance all additional insurance policies
specified herein shall name FW as an additional insured with regard to work performed under any subsequent Contract
E The Contractor will provide FW with copies of certificates of insurance coverage and proof of payment of all
premiums Each certificate of insurance must include (a) an endorsement from the insurer that certifies that the
Contractor maintains the referenced policy in full force and effect (b) where applicable a statement indicating that
FW is included as an additional insured and (c) a provision requiring that not less than 30 days written notice will
be given to FW before any policy or coverage is canceled or modified in any material respect Without limiting the
requirements set forth above the insurance coverages will include a minimum of
1 Workers Compensation and Employers Liability Insurance Statutory requirements and benefits as required
by the Commonwealth of Virginia and 2 Required Commercial General Liability Insurance This insurance must be written on an occurrence basis
and shall be endorsed to include FW as an additional insured and shall provide at a minimum the following
General Aggregate Limit $1000000
(Other than Products-Completed Operations)
Products-Completed Operations Aggregate Limit $ 500000
Personal amp Advertising Injury Limit $ 500000
Each Occurrence Limit $ 500000
For Construction Contracts
Directors amp Officers ndash Errors amp Omissions $2000000
F Business Automobile Liability Insurance This insurance coverage must extend to any motor vehicles or other
motorized equipment regardless of whether it is owned hired or non-owned and must cover Bodily Injury and
Property Damage with a combined single limit of at least $1000000 each accident This insurance must be written
in comprehensive form and must protect the Contractor and FW against claims for injuries to members of the public
andor damage to the property of others arising from the Contractorrsquos use of motor vehicles or other equipment and
must cover both on-site and off-site operations
G Nothing contained herein will be deemed to operate as a waiver of FWrsquos sovereign immunity under the law
615 No Waiver or Estoppel
Neither the inspection by FW nor any of its employees nor any payment of money nor payment for nor acceptance of
any Commodity by FW nor any extension of time shall operate as a waiver of any provision of this Contract or of any
power herein reserved to the Owner or of any right to damage herein provided No waiver of any breach of this Contract
shall be held to be a waiver of any other subsequent breach All remedies provided in this Contract to FW shall be
construed as cumulative and shall be in addition to each and every other remedy herein provided Neither FW nor any
officer employee or authorized representative of FW will be bound precluded or estopped by any action
determination decision acceptance return certificate or payment made or given under or in connection with the
Contract by any officer employee or authorized representative of the Owner at any time either before or after final
completion and acceptance of the Work and payment therefore from (a) showing the true and correct classification amount quality or character of the Commodities delivered or that any determination decision acceptance return
certificate or payment was incorrect or was improperly made in any respect or that the Commodities or any part thereof
do not in fact conform to the requirements of the Contract (b) demanding and recovering from the Contractor any
overpayment made to the Contractor or such damages as FW may sustain by reason of the Contractorrsquos failure to comply
with the requirements of the Contract or (c) both of the foregoing clauses (a) and (b)
616 Partial Invalidity
IFB 21-054
Electric Motor Repairs
29
Neither any payment for nor acceptance of the whole or any part of the services by FW nor any extension of time
shall operate as a waiver of any provision of any Contract resulting from this IFB nor of any power herein reserved to
FW or any right to damages herein provided nor shall any waiver of any breach of any Contract be held to be a waiver
of any other or subsequent breach Failure of FW to require compliance with any term or condition of any Contract shall
not be deemed a waiver of such term or condition or a waiver of the subsequent enforcement thereof
617 Payment Clauses Required in All Contracts
Section sect 22-4352 of the Virginia Public Procurement Act requires the following
A That any contract awarded by FW include the following clauses
1 The Contractor shall take one of the two following actions within seven days after receipt of amounts paid to the contractor by FW for work performed by any subcontractor(s) under the contract
a The Contractor shall pay its subcontractor(s) for the proportionate share of the total payment received from
FW attributable to the work performed by the subcontractor under that contract or
b Notify FW and any subcontractor(s) in writing of his intention to withhold all or a part of the
subcontractors payment with the reason for nonpayment
2 Bidders shall include in their offer submissions either (i) if an individual contractor their social security
numbers and (ii) proprietorships partnerships and corporations to provide their federal employer identification
numbers
3 The contractor shall pay interest to the subcontractor(s) on all amounts owed by the Contractor that remain
unpaid after seven days following receipt by the Contractor of payment from FW for work performed by the
subcontractor under the contract except for amounts withheld as allowed in subdivision 1
4 Unless otherwise provided under the terms of this contract interest shall accrue at the rate of one percent per
month
B The contractor shall include in each of its subcontracts a provision requiring each subcontractor to include or
otherwise be subject to the same payment and interest requirements with respect to each lower-tier subcontractor
C A contractors obligation to pay an interest charge to a subcontractor pursuant to the payment clause in this section
shall not be construed to be an obligation of FW A contract modification shall not be made for the purpose of
providing reimbursement for the interest charge A cost reimbursement claim shall not include any amount for
reimbursement for the interest charge
618 Payment
A Invoices All invoices shall be submitted directly to the FW Accounts Payable department by mail fax or e-mail
Invoices shall include the FW Purchase Order and the Contractorrsquos FEIN Invoices are not to be sent to the contract
Project Manager or other departmental reps Failure to comply may result in late payments for which FW will not
be liable
B Terms All payments will be Net 30 from the date of receipt of a valid invoice at FW Finance Department Payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery
whichever occurs last This shall not affect offers of discounts for payment in less than 30 days however
C Partial Payments Requests for partial payments or advanced payments must be submitted as part of the Price Bid
along with a justification FW reserves the right to accept reject or negotiate requests for partial payments If the
request is rejected the Bidder must waive the requirement in order to remain in consideration
D Refunds If the Contractor is declared to be in default FW will be eligible for a full and immediate refund for all
payments made to the Contractor Partial Payments Requests for partial payments or advanced payments must be
submitted as part of the Price Offer along with a justification FW reserves the right to accept reject or negotiate
requests for partial payments If the request is rejected the Bidder must waive the requirement in order to remain
in consideration
IFB 21-054
Electric Motor Repairs
30
E Unreasonable Charges Under certain emergency procurements and for most time and material purchases final job
costs cannot be accurately determined at the time orders are placed In such cases final payment is contingent on
a determination of reasonableness with respect to all invoiced charges Charges that appear to be unreasonable will
be researched and challenged and that portion of the invoice held in abeyance until a settlement can be reached Upon determining that invoiced charges are not reasonable FW shall promptly notify the Contractor in writing as
to those charges that it considers unreasonable and the basis for the determination
619 Price Firm Period
Bid pricing shall be firm fixed as originally offered and accepted for the first 12 months of the contract
620 Rider Clause
Subject to the mutual agreement between the parties any contract awarded on the basis of this solicitation may be used
by any public entity (to include jurisdictions comprising the Metropolitan Washington Council of Governments) to
enter into a contract for the services described and defined herein For single purchases the contract may be used for
up to 12 months from the actual date of contract award For multi-year contracts the contract may be used throughout
the effective period of the contract Contracts awarded as a result of this solicitation will be subject to these terms and
conditions andor such terms and conditions as may be required by the controlling body for the public agency using the
contract Pricing shall be as offered by the successful Offeror and subsequently accepted by FW
621 Taxes
FW is exempt from Federal Excise Taxes Virginia State Sales and Use Taxes and the District of Columbia Sales Taxes
and Transportation Taxes FWs tax identification number is 54-6025290
622 Termination of Contract
A For Cause In the event that the Contractor (1) fails to deliver any Commodity or Service in accordance with the
time period established therefore in the Contract or (2) fails to furnish any Commodity or Service which conforms
in all respects to the requirements of the Contract then FW without prejudice to any other rights or remedies it may
have at law or in equity (including its right to seek damages from the Contractor) shall have the right to terminate
the Contract and any outstanding Purchase Orders by issuing a written notice of termination to the Contractor Such
notice of termination shall describe in reasonable detail the grounds for the termination and shall take effect
immediately upon receipt by the Contractor
If after issuance of a notice of termination under this Section it is determined for any reason that cause for such
termination did not exist then the rights and obligations of the parties shall be the same as if the notice of termination
had been delivered under the provisions of subsection B (termination for convenience) hereof provided however that the Contractor in such event shall be deemed to have received seven days prior written notice of such
termination Any compensation due the Contractor pursuant to subsection B shall be offset by the cost to FW of
remedying the default by the Contractor The Contractor shall in no event be entitled to receive any consequential
damages or any anticipated profits with respect to Commodities not yet furnished to and accepted by FW as of the
effective date of any such termination
B For Convenience FW shall have the right to terminate the Contract andor any outstanding Purchase Orders issued
hereunder at its own convenience for any reason by giving seven business days prior written notice of termination
to the Contractor In such event the Contractor shall be paid an amount equal to the actual cost of any Commodity
delivered to and accepted by FW and the actual cost of any equipment goods or materials ordered by the Contractor
hereunder in good faith which could not be canceled less the salvage value thereof provided sufficient
substantiation is furnished to FW Any subcontract entered into by the Contractor in connection with the transactions contemplated hereby shall contain a similar termination provision for the benefit of the Contractor and
FW The Contractor shall in no event be entitled to receive anticipated profits on any Commodities not yet furnished
to and accepted by FW as of the effective date of any such termination
IFB 21-054
Electric Motor Repairs
31
623 Virginia Freedom of Information Act
Except as provided herein all proceedings records contracts and other public records relating to procurement
transactions shall be open to the inspection of any citizen any interested person firm or corporation in accordance with
the Virginia Freedom of Information Act
624 Faith-Based Organizations
FW does not discriminate against faith-based organizations
625 Immigration Reform and Control Act of 1986
By entering this Contract the Contractor certifies that it does not and will not during the performance of this Contract
violate the provisions of the Federal Immigration Reform and Control Act of 1986 which prohibits employment of
illegal aliens
626 Severability
In the event that any provision shall be adjudged or decreed to be invalid by a court of competent jurisdiction such ruling
shall not invalidate the entire Agreement but shall pertain only to the provision in question and the remaining provisions shall
continue to be valid binding and in full force and effect
627 Licensure
To the extent required by the Commonwealth of Virginia (see eg 541-1100 et seq of the Code of Virginia) or FW the
Contractor shall be duly licensed to provide the goods and services required to be delivered pursuant to this Contract
628 Authority to Transact Business in Virginia
A Contractor organized as a stock or nonstock corporation limited liability company business trust or limited partnership
or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a
domestic or foreign business entity if so required by Title 131 or Title 50 of the Code of Virginia or as otherwise required
by law Any business entity described herein that enters into a Contract with FW pursuant to the Virginia Public Procurement
Act 22-4300 et seq shall not allow its existence to lapse or its certificate of authority or registration to transact business in
the Commonwealth if so required under Title 131 or Title 50 of the Code of Virginia to be revoked or cancelled at any time during the term of the Contract FW may void any Contract with a business entity if the business entity fails to remain in
compliance with the provisions of this section
629 Drug-free Workplace to be Maintained by Contractor
During the performance of this contract the contractor agrees to (i) provide a drug-free workplace for the contractors
employees (ii) post in conspicuous places available to employees and applicants for employment a statement notifying
employees that the unlawful manufacture sale distribution dispensation possession or use of a controlled substance or
marijuana is prohibited in the contractors workplace and specifying the actions that will be taken against employees for violations of such prohibition (iii) state in all solicitations or advertisements for employees placed by or on behalf of the
contractor that the contractor maintains a drug-free workplace and (iv) include the provisions of the foregoing clauses in
every subcontract or purchase order of over $10000 so that the provisions will be binding upon each subcontractor or vendor
630 Employment Discrimination by Contractor Prohibited Required Contract Provisions
The following provision is required to be in every contract of more than $10000 (Virginia Public Procurement Act sect 22-
4311)
A During the performance of any ensuing contract the Contractor agrees as follows
IFB 21-054
Electric Motor Repairs
32
1 The contractor will not discriminate against any employee or applicant for employment because of race
religion color sex national origin age disability or other basis prohibited by state law relating to
discrimination in employment except where there is a bona fide occupational qualification reasonably
necessary to the normal operation of the contractor The contractor agrees to post in conspicuous places
available to employees and applicants for employment notices setting forth the provisions of this nondiscrimination clause
2 The contractor in all solicitations or advertisements for employees placed by or on behalf of the contractor
will state that such contractor is an equal opportunity employer
3 Notices advertisements and solicitations placed in accordance with federal law rule or regulation shall be
deemed sufficient for the purpose of meeting the requirements of this section
B The contractor will include the provisions of the foregoing paragraphs 1 2 and 3 in every subcontract or purchase
order of over $10000 so that the provisions will be binding upon each subcontractor or vendor
631 Counterparts
This Contract and any amendments or renewals hereto may be executed in a number of counterparts and each
counterpart signature when taken with the other counterpart signatures is treated as if executed upon one original of
this Contract or any amendment or renewal A signature by any party to this Contract provided by facsimile or
electronic mail is binding upon that party as if it were the original
632 Survival of Terms
Upon discharge of this Agreement Sections (Notice Hold Harmless Warranties Governing LawForum Contractual
Disputes) of these Terms and Conditions continue and survive in full force and effect
633 Non-Waiver
No waiver of any provision of this Agreement shall constitute a waiver of any other provision nor shall any waiver of this Agreement constitute a continuing waiver unless otherwise expressly provided
634 Contractual Disputes
A Contractual claims whether for money or for other relief will be submitted in writing not later than 60 days after
final payment provided however that written notice of the Contractorrsquos intention to file such claim must
1 Be delivered to the attention of FWrsquos Procurement Representative assigned to this contract not later than five
days after the occurrence or of the beginning of the Work upon which the claim is based and
2 Contain a reasonably detailed description of the basis of the claim otherwise the claim will be deemed to have been waived FW will make a written decision upon any such claim within 60 days after submittal of the claim
The Contractor will not institute legal action prior to receipt of FWrsquos decision on the claim unless FW fails to
render such decision within 90 days after submittal of the claim The decision of FW will be final unless the
Contractor initiates legal action as provided in Section 22-4364 of the Virginia Code Failure of FW to render
a decision within 90 days will not result in the Contractor being awarded the relief claimed nor will it result in
any other relief or penalty The sole result of FWrsquos failure to render a decision within the time allotted will be
the Contractorrsquos right to immediately institute legal action No administrative appeals procedure pursuant to
Section 22-4365 of the Virginia Code has been established for contractual claims under this Agreement
B No claim of any nature will be made against FW by or on behalf of a subcontractor unless the Consultant has first
(a) evaluated such claim thoroughly and determined it to be meritorious (b) issued a written notice to the
subcontractor finding the subcontractorrsquos claim to be meritorious and setting forth any additional compensation or additional days to be paid or granted to the subcontractor on account of such claim and (c) paid the subcontractor
in full for such claim In presenting such a claim the Consultant will provide FW with a copy of the written notice
to the subcontractor and with evidence of payment in full of the subcontractorrsquos claim No such claim will exceed
the amount actually paid to the subcontractor
IFB 21-054
Electric Motor Repairs
33
ATTACHMENT 1
BID SUBMISSION FORM
COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE E-MAIL
FAX FED ID
VIRGINA STATE CORPORATION COMMISSION (SCC) REGISTRATION INFORMATION
The bidder
1048709 is a corporation or other business entity with the following SCC identification number
-OR-
1048709 is not a corporation limited liability company limited partnership registered limited liability partnership or business trust
-OR-
1048709 is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees agents offices facilities or inventories in Virginia (not counting any employees or agents in Virginia
who merely solicit orders that require acceptance outside Virginia before they become contracts and not counting any
incidental presence of the offeror in Virginia that is needed in order to assemble maintain and repair goods in accordance with
the contracts by which such goods were sold and shipped into Virginia from offerorrsquos out-of-state location) -OR-
1048709 is an out-of-state business entity that is including with this proposal an opinion of legal counsel which accurately and
completely discloses the undersigned offerorrsquos current contacts with Virginia and describes why those contacts do not constitute
the transaction of business in Virginia within the meaning of sect 131-757 or other similar provisions in Titles 131 or 50 of the
Code of Virginia
1048709 Please check this box if you have not completed any of the foregoing options but currently have pending before the SCC an
application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number once issued (Fairfax Water reserves the right to determine in its sole discretion
whether to allow such waiver)
IFB 21-054
Electric Motor Repairs
34
COMPANY
PART 1 ndash Hypothetical Electric Motor Repair Pricing
Repair scenarios immediately follow the signature section of the Bid Submission Form See Section 56 of the
solicitation for detailed instructions on how to complete the Bid Form and on how to bid the hypothetical repair scenarios To be deemed responsive and eligible for contract award the Bidder shall bid on all four scenarios and
shall include the separate price for each scenario in their Bid Submission Packet
HYPOTHETICAL REPAIR PRICING SCHEDULE
Repair 1A
Foxmill Pumping Station Pump Motor 5 Motor Evaluation Report Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1A $_______________________
Repair 1B
Corbalis Treatment Plant Finished Water P1 Inboard Bearing Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1B $_______________________
Repair 1C
Corbalis Plate Settler Feed Pump 2 ndash Motor Evaluation Report Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1C $_______________________
Repair 1D
Griffith Finished Water Pumping Station Pump Motor 3 Motor Evaluation Report
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1D $_______________________
PART 1 HYPOTHETICAL REPAIRS 1A ndash 1D TOTAL COST $_______________________
IFB 21-054
Electric Motor Repairs
35
COMPANY
PART 2 Discounts Offered by Motor Horse Power
1 Discount off Vaughenrsquos Guide for motors greater than 60 hp up to 600 hp (includes all makes amp
models AC amp DC high amp low voltage high amp low RPM single amp three phase)
2 Discount off Vaughenrsquos Guide for motors greater than 600 hp (includes all makes amp models AC amp
DC high amp low voltage high amp low RPM single amp three phase)
Date of Vaughenrsquos Pricing Guide
PART 3 Labor Rates
Labor rates bid in this section shall directly correlate to the labor rates quoted in Part 1 and shall include
all direct and indirect overhead costs including but not limited to travel to and from the jobsite general
and administrative costs etc Labor rates will only be paid on the basis of time at the FW job site or as
documented for work done at the ManufacturerrsquosContractorrsquos site
3 FW Onsite Labor ndash Regular Time (MondayndashFriday 730 am through 500 pm) $___________hour
4 FW Onsite Labor-Overtime $___________hour (Monday-Friday 500 pm through 730 am weekends and holidays)
5 In Shop Labor ndash Regular Time (MondayndashFriday 730 am through 500 pm) $___________hour
6 In Shop Labor ndash Overtime $___________hour
(Monday-Friday 500 pm through 730 am weekends and holidays)
PART 4 Contact Person
List a contact personrsquos name and telephone number for normal FW working hours 730 amndash500 pm
Monday-Friday Answering machines are unacceptable as a point of contact For emergency calls outside
normal FW working hours (nights andor weekends) list a contact personrsquos name and telephone number
or have a voice mail paging system or answering service Bidders using a voice mail paging system or
answering service in lieu of a contact person shall be required to initiate a call back to the sender within
(30) thirty minutes
IFB 21-054
Electric Motor Repairs
36
COMPANY
Type of answering system used by your firm (check one)
Voice Mail Paging System Answering Service
Contact for Normal Working Hours
Name(s) __________________________________________
__________________________________________
Telephone __________________________________________
__________________________________________
Contact for Emergency Calls (outside normal FW working hours)
Name(s) __________________________________________
__________________________________________
Telephone __________________________________________
__________________________________________
PART 5 Repair Facility Capabilities
Please check the following for Repair Facility capabilities
Facility capable of performing all balance work (no subcontracting)
Facility capable of starting 3 phase 4160 volt 3050 HP vertical motor
Facility capable of starting 3 phase 4160 volt 1800 HP horizontal motor
Facility allows for Owner personnel to safely witness testing
Repair Facility Address
IFB 21-054
Electric Motor Repairs
37
Submittals to be included in Bid Packet
1 Attachment 2 ndash Bidder Reference Form
2 Subcontractor List with Subcontractor References if applicable
3 Attachment 9 IRS Form W-9
4 Acknowledgement Page(s) for all Addendum if applicable
bull PAYMENT TERMS FWrsquos minimum payment term is Net 30 days All
bids will be interpreted as Net 30 unless otherwise specified herein By submitting an offer to sell in
response to this solicitation all bidders acknowledge and agree to this requirement
By my signature I certify that I am acting as an agent or in the case of an LLP the Partner or Managing
Partner for the firm identified on this Bid Submission Form and that I am fully authorized to bind the
firm to the specifications terms and conditions of this solicitation as well as any addenda thereto
Company Name
Signature Printed Name
Title Date
[HYPOTHETICHAL REPAIR SCENARIOS IMMEDIATELY FOLLOW THIS PAGE]
IFB 21-054
Electric Motor Repairs
38
BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1A FOXMILL PUMPING STATION PUMP MOTOR 5 SERVICE Reason for Service Motor Evaluation Report
Motor Description General Electric Model 5kb3396448501 Sn Wwh-283004190 Type (Kv) Induction Custom-8000 Vertical Motor 70000 Hp 3 Phase 60 Hertz 4000 Volts Frame 8339p30 887 Rpm 1 Pick up motor from the Foxmill Pump Station Herndon
2 Check all mechanical tolerances and fits using precision measurement tools and provide report highlight any
out of tolerance measurements 3 Check out electrical components using electrical test methods Meggar Surge Pi And Hi Pot 4 Dynamically balance rotors in the presence of the FW representative 5 Clean and degrease motor components 6 Reassemble unit and perform motor testing and final report 7 Ship unit to FW Foxmill PS 8 Provide 1 Year Warranty
CONTINUES ON NEXT PAGE
FOXMILL 5 SAP 350261
MFR GENERAL ELECTRIC
SN WWH-283004189
FRAME 8339P30 TYPE INDUCTION PH 3
DISGN CODE HP 700 VOLTS 4000
HZ 60 RPM 887 AMPS 920 RISE 30deg
B
DUTY Cont CLASS INS F AMPS
Y
TEMP AMB 40deg SF
ENCLOSURE TEWAC
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
550
IFB 21-054
Electric Motor Repairs
39
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1A ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
40
COMPANY BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1B CORBALIS FINISHED WATER P1 MOTOR SERVICE Reason for Service Inboard Bearing
Motor Description Horizontal Motor 1750 Horsepower 3 Phase 60 Hertz 900 Rpm 4000 Volts 21120-17 Frame Ideal Electric Serial 981097-01 Synchronous 1 Pick up motor from Corbalis Water Treatment Plant Herndon
2 Check all mechanical tolerances and fits using precision measurement tools and provide report highlight any
out of tolerance measurements
3 Check out electrical components using electrical test methods Meggar Surge Pi and Hi pot
4 Dynamically balance rotors in the presence of the FW representative
5 Clean and degrease motor components
6 Reassemble unit and perform motor testing and final report
7 Ship unit to FW Corbalis Water Treatment Plant
8 Provide 1 Year Warranty
CONTINUES ON NEXT PAGE
FW 1 SAP 350109
MFR IDEAL ELECTRIC
SN 981097-01 FRAME 21120-17 TYPE SMB PH 3
DISGN CODE HP 1750 VOLTS 4000
HZ 60 RPM 900 AMPS 195 RISE 85deg
B DET
DUTY CONT CLASS INS F AMPS
Y
TEMP AMB 40deg SF 15 ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
41
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1B ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
42
COMPANY BID SUBMISSION PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1C
CORBALIS PLATE SETTLER FEED PUMP 2 FLYGHT MOTOR Reason for Service Motor Evaluation Report Service
Motor Description FLYGT 45kW-60hp RPM 1170 Volts 460 AMPS 73 Model CP3300091-0258 Serial 3300091-0720003 1 Pick Up motor from the Corbalis Water Treatment Plant Herndon
2 Inspect test run and disassemble
3 Perform electrical test and mechanical checks
4 Clean and bake
5 Rewind stator install thermal protectors VPI in Epoxy Resin
6 Fabricate new SS shaft
7 Balance rotor and impeller in the presence of FW representative
8 Replace lower bearing housing and install new bearings and new mechanical seals
9 Replace o-rings and gaskets Replace lifting chain (SS Grade)
10 Install new stationary and rotating wear rings replace retaining rings
11 Replace hardware reassemble unit and perform motor testing and final report
12 Paint
CONTINUES ON NEXT PAGE
Plate Settler Feed Pump 2 SAP 360128
MFR FLYGHT
SN 3300091-0720003
FRAME TYPE
PH
DISGN CODE HP 60 VOLTS 460
HZ
RPM 1170 AMPS 73 RISE
B
DUTY
CLASS INS
AMPS
Y
TEMP AMB
SF
ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
43
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1C ndash CONTINUED
13 Ship unit to FW Corbalis Water Treatment Plant
14 Provide 1 Year Warranty
15 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
44
COMPANY BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1D
GRIFFITH PUMPING STATION PUMP MOTOR 3 SERVICE Reason for Service Motor Evaluation Report Motor has excessive clearance in lower guide bearing Lower Guide bearing is NU style bearing Bearing Skidding is present in Bearing
Motor Description Vertical Motor Type MIBA-V TEWAC 720 RPM 1800 HP 3 Phase 60 Hz 4000 Volts 1 Pick Up motor from Griffith Pump Station Lorton
2 Check All Mechanical Tolerances Fits Using Precision Measurement Tools And Provide Report Hi Lite Any Out
Of Tolerance Measurements 3 Check Out Electrical Components Using Electrical Test Methods Meggar Surge Pi And Hi Pot
4 Dynamically Balance Rotors with FW Rep Present At API 610 4WN
5 Clean And Degrease Motor Components
6 Reassemble Unit and Perform Motor Testing and vibration analysis with FW rep present and provide Final Report
7 Ship Unit to FW Griffith PS
8 Provide 2 Year Warranty
CONTINUES ON NEXT PAGE
FWP3 MFR IDEAL
SN 001077-03 FRAME TYPE IMV PH 3
DISGN CODE HP 1800 VOLTS 4000
HZ 60 RPM 715 AMPS 238 RISE 80 C B RES
DUTY CONT CLASS INS F AMPS 274 105 C
Y RES
TEMP AMB 40 C SF 115 ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
45
COMPANY
BID SUBMISSION PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1D ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
46
ATTACHMENT 2
REFERENCES
BIDDERrsquoS NAME
1 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
2 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
3 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
IFB 21-054
Electric Motor Repairs
47
ATTACHMENT 2
REFERENCES CONTINUED
BIDDERS NAME ______________________________
4 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
5 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
IFB 21-054
Electric Motor Repairs
48
ATTACHMENT 3 OPERATING DATA SHEET
ISSUED TO DATE ISSUED Fairfax Water Work Order FW Electrical Supervisor Phone Conditioned Based Maintenance Supervisor Phone Return date requested A Equipment Specifications
1 Equipment Name
2 SAP ID Number
3 Manufacturer
4 Serial Number
5 Horsepower
6 Voltage B Work Requested
1 Reconditioning and Testing
2 Rewind
3 Other (describe) C If motor failure is involved state conditions under which failure occurred D Special Insulation Requirements
1 Moisture
2 Abrasion E Type of Housing Paint and Color
Paint furnished by customer Yes No
IFB 21-054
Electric Motor Repairs
49
ATTACHMENT 4
INSPECTION DATA SHEET ndashPAGE 1 OF 2 Company Performing Work Motor SN SAP ID A Initial Inspection and Tests
1 Insulation Resistance
Voltage Applied v Ambient Temp oC Machine Temp oC
1 min 10 min PI A to GND
B to GND
C to GND
2 Surge Test Test Voltagehelliphelliphellip V Pass ___ Fail ___ 3 Growler Test Pass ___ Fail ___ 4 Motor Shaft Run out In
5 Rotor Endplay In
6 Shaft Diameter In
B Disassembly
1 End Bells Marked
2 Fan Orientation Marked C Component Inspection
1 General Condition of Rotor (include probable cause of major damage)
a Rotor Iron
b Rotor Windings Rotor bars
c Retaining Rings
IFB 21-054
Electric Motor Repairs
50
ATTACHMENT 4 INSPECTION DATA SHEET ndashPAGE 2 OF 2
Company Performing Work Motor SN SAP ID
2 General Condition of Stator (include probable cause of major damage)
a Stator Iron b End Lacings and Support systems
c Wedges
d Windings
e RTDThermocouple Condition
3 General Condition of Shaft Keyways
4 General Condition of Bearings
5 General Condition of Motor Housing
6 Other
7 Core loss preceding winding removal watts
8 Core loss following winding removal watts
9 Recommended Repairs Signature Printed Name Title Date
IFB 21-054
Electric Motor Repairs
51
ATTACHMENT 5 Page 1 of 5
WORK PERFORMED DATA SHEET Company Performing Work Motor SN SAP ID A Describe work performed on rotor B Describe work performed on stator C Describe work performed on shaft D Describe work performed on bearings
Replaced bearings Yes No Manufacturer Type Code
E Other F Was motor vacuum-pressure impregnated Yes No
Resin used
Number of VPI and bake cycles G Was motor treated for abrasion protection Yes No
Treatment used
IFB 21-054
Electric Motor Repairs
52
ATTACHMENT 5 Page 2 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID H Varnish used for non-VPI applications
Number of dip and bake cycles I Final Tests
1 Insulation Resistance
Voltage Applied v Ambient Temp oC Machine Temp oC
1 min 10 min PI
A to GND
B to GND
C to GND
2 Phase Balance
Voltage Applied Vac A amps B amps C amps
3 High Potential Applied Leakage Time
Phase Voltage Current Duration
A
B
C
OR (if cant be separated)
ALL
IFB 21-054
Electric Motor Repairs
53
ATTACHMENT 5 Page 3 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
4 Winding Resistance
A-B milliohms A-N milliohms
B-C milliohms OR B-N milliohms C-A milliohms C-N milliohms
5 Dynamic Balance
RPM Vibration DE ODE Initial Final
6 No-Load Run
Phase Bearing Current Temperature Vibration_________
Ia Ib Ic Inboard Outboard RPM Inboard Outboard
15 Min 30 Min 45 Min
60 Min Acceleration time (Seconds) Peak starting current (Amper) ( IFL)
7 Miscellaneous
Direction of Rotation Viewed from End
End Play (Sleeve Bearing Only) in
IFB 21-054
Electric Motor Repairs
54
ATTACHMENT 5 Page 4 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
Inboard Bearing Journal Dia in
Inboard Bearing ID in
Outboard Bearing Journal Dia in
Outboard Bearing ID in
8 High FrequencySurge Comparison Tests (New Coils Only)
Voltage Applied v
Results
9 Air Gap Measurements
A minimum of sixteen (16) readings should be taken from each end using the following method
1 Mark position on stator at 12 oclock 3 oclock 6 oclock and 9 oclock 2 Mark position on rotor at 12 oclock 3 Take air gap readings at 12 3 6 and 9 from both ends pinion end (DE) opposite end (ODE)
Record readings [Eight (8) readings] 4 Rotate rotor to 3 oclock position 5 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings [Eight (8)
readings] 6 Rotate rotor to 6 oclock position 7 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings [Eight (8)
readings] 8 Rotate rotor to 9 oclock position 9 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings (Eight (8)
readings) 10 Calculate average readings and overall average air gap The acceptable tolerance between
average readings and the overall average gap is plusmn5
IFB 21-054
Electric Motor Repairs
55
ATTACHMENT 5 Page 5 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
DRIVE END
OPPOSITE DRIVE END
IFB 21-054
Electric Motor Repairs
56
ATTACHMENT 6 WAIVER OF SPECIFICATIONRELEASE OF HOLD POINT
Company Requesting Waiver of SpecificationRelease of Hold Point Person Making RequestDate Contact Info FW Equipment Name FW SAP EQUIPMENT Number Manufacturer Serial Number Horsepower Voltage Request for Waiver of Specification
Request for Release of Hold Point
Item Description FW Authorized Action APPROVED BY Printed Name and Title Date
IFB 21-054
Electric Motor Repairs
57
ATTACHMENT 7
RECOMMENDED CLEARANCES SLEEVE BEARINGS
ROUND BORES ONLY Company Performing Work Motor SN SAP ID Shaft Size Clearance for Clearance for Journal Diameter Horizontal Shaft Vertical Shaft (In inches) (In Inches) (In Inches) (In Inches) 1 004 +001 -000 004 +001 -000 2 004 +001 -000 004 +001 -000 3 006 +002 -000 006 +001 -000 4 008 +002 -000 007 +001 -000 5 010 +002 -000 007 +002 -000 6 012 +002 -000 007 +002 -000 7 014 +002 -000 007 +002 -000 8 016 +002 -000 007 +002 -000 9 018 +002 -000 007 +002 -000 10 020 +002 -000 007 +002 -000 11 020 +002 -000 007 +002 -000 12 021 +002 -000 007 +002 -000 13 021 +002 -000 007 +002 -000 14 022 +002 -000 007 +002 -000 15 022 +002 -000 008 +002 -000 16 023 +002 -000 008 +002 -000 17 023 +002 -000 008 +002 -000 18 024 +002 -000 008 +002 -000 19 024 +002 -000 008 +002 -000 20 025 +002 -000 008 +002 -000
IFB 21-054
Electric Motor Repairs
58
ATTACHMENT 8 Company Performing Work Motor SN SAP ID
DYNAMIC BALANCE CERTIFICATE
Balance Machine Model No ______________ Last Calibration Date ________ Balance Machine Serial No __________________________ Weight __________________ ldquoIn Servicerdquo Speed (RPM) ________ Balance Speed (RPM) __________________________
Certified by Printed Name and Title
Radius of permanent balance weight (in) _____________ IB _____________OB As Found Balance (ozin) _____________________IB ___________________OB As Left Balance (ozin) ______________________IB ___________________OB Calculated acceptance limit per journal (4WN) ___________IB __________OB If ozin value is not available for ldquoAs Found Balancerdquo and ldquoAs Left Balancerdquo use the mils value
Vendor _______________________________ Balance Date _________Time____ Equipment balanced __________________________________________________
IFB 21-054
Electric Motor Repairs
12
STATOR MOTOR LEAD REPLACEMENT HOLD POINT
bull Should motor lead replacement be required FW shall be notified
prior to replacement concerning lead length designations
termination hardware etc
h The stator shall be rewound in accordance with Section 43C Winding Materials and
Insulation Requirements
i Where slot space permits coil copper size shall be increased with prior approval of
FW Electrical Supervisor when doing so will increase the motor efficiency and the
increased starting current can be accommodated by the motor controller
j Coils shall be securely tied to surge rings and adjacent coils Surge rings shall be rigid
k The stator coils shall fit in the stator iron parallel to the slot Where extra room exists
between the coil and the iron either a slot cell (if originally designed with one) or side
filler shall be used to make a more intimate fit between the coil and the iron
l The connections between coils and groups shall be horseshoed (eg U-shaped) to
permit continuous taping over all brazed joints
m The coil extensions shall be tied to one or more surge rings and shall be suitably blocked
between coils on both the inside and outside of the coil extensions
n The jumpers shall be uniformly laid and placed around the periphery of the connection
o Motors with form wound coils shall not be converted to random wound
p Tie cord used to secure the wires in the end turns shall be at a minimum 100 lb test
Dacron stranded cord
q Motor stators containing stator RTDrsquos thermocouples or thermistors shall be rewound
with devices rated the same RTDrsquos are to be 3-lead and added to old motors at a
minimum of two per phase Owner shall indicate if a greater quantity is desired When
possible the Contractor shall arrange RTDs in the same position as the original
winding or evenly spaced if unknown or new
4 Rotor Repair
ROTOR REPAIR HOLD POINT
bull Any repair activity involved with securing loose rotor bars and retaining
rings shall be brought to the attention of the Owner prior to beginning
the activity
IFB 21-054
Electric Motor Repairs
13
5 Shaft Straightening
SHAFT STRAIGHTENING HOLD POINT
bull Any shaft straightening procedure shall be brought to the attention of
the Owner prior to beginning the activity Shafts shall be straightened
by heating or jacking to meet the following run out requirements
RPM Run Out
Less than 1800 0002 in
More than 1800 0001 in
C Winding Materials and Insulation Requirements
1 Winding Materials
a Magnet wire in coils shall be copper
b Form wound coils shall not be converted to random wound
c Lacings and ties shall be made with glass cord or tape or woven Dacron tape
d Wedges fillers blocks and winding material shall be suitable for Class ldquoHrdquo operation
e Shrink tapes are not acceptable
2 Insulation Requirements
a Form Wound Coils
1) All materials in the insulation system shall be rated for Class ldquoHrdquo operation
2) Strand insulation shall consist of fiberglass Dacron-glass wrap or mica tape applied
over epoxy or polyester resins Class ldquoHrdquo enamel or Kapton applied to the wire as
dictated by the volts per turn rating of the coil Reference IEEE Std 1068 Section
853
3) Ground wall insulation shall consist of Nomexreg such as Nomex-Milar-Nomex or
Dacron-glass backed mica paper or an equivalent mica flaked tape Ground
insulation shall be compatible with epoxy or polyester resin used during vacuum-
pressure impregnation
4) Nomex or polyester glass armor tape shall be applied on the outside of the coil for
mechanical protection
5) For sealed coil applications a partially cured epoxy coated polyester or polyester
glass tape shall be applied to the outside of the coil in addition to the requirements
stated above Lead areas shall be sealed with compatible epoxy putty
IFB 21-054
Electric Motor Repairs
14
b Random Wound Coils
1) All materials in the insulation system shall be rated for Class ldquoHrdquo operation
2) Minimum thickness for stator slot insulation material shall be 015 inches
3) All ground wall insulating material shall extend beyond the edge of the stator iron
in a uniform manner and shall be cuffed
4) Slot separators shall be used between coils in all stator slots
5) Phase insulation in the winding end turns shall be resin treated glass cloth or
equivalent to provide positive separation between phases in the event of varnish
degradation caused by excessive temperature above the motor rating
6) Sleeving used on stator connections shall be acrylic coated fiberglass or equivalent
rate 4000 volts or higher
7) Leads shall be GE Vulkaflex or equivalent for open enclosure motors and silicone
rubber covered with glass braid or equivalent for totally enclosed motors
8) Stator shall be subjected to two dip and bake cycles as outlined in Section 23A7
or as directed by Owner
44 Repair Facility Requirements
A Repair Facility Capabilities
1 Facility shall be capable of performing all balance work (no subcontracting will be
authorized)
2 Facility shall be capable of starting 3-phase 4160 volt 3050 HP vertical motor
3 Facility shall be capable of starting 3-phase 4160 volt 1800 HP horizontal motor
4 Facility shall allow for FW staff to safely witness testing
B Repair Facility Location
The Contractorrsquos repair facility shall be located within a four-hour drive from FWrsquos main office
located at 8570 Executive Park Avenue Fairfax Virginia 22031 Fairfax County Virginia
45 Future Work Time of Performance
A All motor repairs shall be performed and completed in accordance with the delivery lead time
included in the written quote Failure of the Contractor to perform within the stated deadlines
may jeopardize FWrsquos ability to provide water to its customers and may result in FW terminating
the contract with the Contractor for cause
B By submitting a proposal in response to this solicitation Contractor agrees without exception
that for all future work quoted they shall meet the delivery lead times as specified in their written
quote Contractor further attests that they shall provide FW expedited services as required to
complete all future work without additional cost (See Section 47)
IFB 21-054
Electric Motor Repairs
15
46 Transportation
The Contractor shall furnish all transportation services to pick up and return motors to the
designated FW facility All deliveries to FW shall be FOB Destination Transportation costs shall
be included in the Contractorrsquos labor rates or listed separately Fairfax Water will not pay any
additional or separate charges for transportation not included on the bid price
47 Priority Customer
The Contractor understands and acknowledges that FW provides services that are essential to the
health and welfare of the public Failure of the Contractor to perform the services described herein
in a timely manner may jeopardize FWrsquos ability to provide essential services which may affect the
health and welfare of the public served by FW In the event of material shortages at any level of the
production to delivery chain the Contractor agrees and affirms that FW shall be given the earliest
possible notice and the highest priority for allocation of all goods and services specified herein To
the extent that the Contractor must prioritize and allocate delivery among its customers the
requirements of FW shall be honored before goods and services are provided to any customer with
no obligations with regard to the public health and welfare To the extent that availability of repair
parts or Contractor staffing including subcontractor staffing is insufficient to meet the requirements
of all the Contractorrsquos customers who are responsible for the health and welfare of the public the
goods shall be allocated in a manner deemed to be fair and reasonable to all such clients
48 Time Is Of The Essence
Time is of the essence Repair services shall be performed within the time specified on the
Contractorrsquos Bid Submission Form or otherwise set forth on the applicable Purchase Order
Notwithstanding the foregoing the Contractor shall not be deemed to have breached the terms and
conditions of the Contract Documents to the extent any delay is due to circumstances beyond its
reasonable control and without the fault or negligence of the Contractor provided that the Contractor
first shall have provided Fairfax Water with written notice (to include facsimile or e-mail) of any
such delay within five days after the occurrence of events or circumstances causing the delay
49 Use of Subcontractors
A The Contractor shall be responsible for all products and services described and defined herein
The use of any subcontractor is prohibited unless the Contractor proposes to use a subcontractor
at the time of bid submission Approval to use a subcontractor shall be in written form and be a
part of the resultant contract (See Section 55 for subcontractor submittal requirements)
B Even when properly authorized by FW the use of a subcontractor does not relieve the Contractor
of liability under the contract
C The Contractor at its sole expense shall be responsible for damage to FW and non-FW property
as a result of its failure or its subcontractorrsquos failure to protect such facilities and utilities
D The Contractor at its sole expense shall immediately repair or replace FW property damaged
by (or caused by) the Contractor or its Subcontractor(s) Replacements will be of equal or better
IFB 21-054
Electric Motor Repairs
16
quality than the property damaged property and all such work must be approved by FW Project
Manager
410 Delays
A By the Contractor After issuing a written warning to the Contractor FW may declare the
Contractor in default for unacceptable delays If such a declaration is made FW reserves the
unilateral right to cure the default by any means available to FW including but not limited to
contracting with another supplier to complete the repairs Any additional repair costs incurred
by FW as a result of unacceptable delays on the part of the Contractor may be passed onto the
Contractor This is not a limitation of FWrsquos legal rights to recover damages due to Contractor
default in any other way
B By FW The Contractor shall not be responsible for delays caused by FW its agents or other
FW Contractors To the extent that the Contractor is unable to proceed due to the actions or
inactionrsquos of FW its agents employees or other FW Contractors the Contractor shall be granted
an extension to the delivery schedule equal to the documented amount of time the Contractor
was prevented from performing work The Contractor shall not be eligible for damages as a
result of FW delays
411 Site Safety and Access
A The Contractor shall schedule and coordinate the Work and install temporary facilities as
required to maintain continuous operation and access to existing equipment in the area of Work
The Contractor shall not commence retrofit work until authorized by the FW Project Manager
The Contractor is advised that FW may at its sole discretion delay or stop work as required to
ensure continuous and reliable operation of the facility especially during peak flow events
B The Contractor shall secure the Site and all areas of Work to prevent access and the potential for
injury to its employees FW employees its agents and others by construction and installation of
temporary guard-rails fencing barricades highway cones warning signstape etc andor other
appropriate means and as directed by the FW Project Manager Such hazards include but are
not limited to mechanical hazards electrical hazards surface irregularities or construction tools
and equipment
C FW shall have the right to deny access to the Site or require the Contractor to remove from the
Site any individual who has exhibited violent abusive or threatening behavior or conduct
D FW may limit restrict or prohibit access to areas of the Site on a permanent or temporary basis
When access to such restricted areas is required by the Contractor to perform the Work the
Contractor shall obtain permission from the FW Project Manager and shall comply with such
conditions or limitations to access as may be imposed by the FW Project Manager
E FW may restrict parking or require parking permits for vehicles to be brought onto the plant The
Contractor shall be responsible for arranging transportation for its personnel to reach the job sites
from whatever parking area is provided by FW
IFB 21-054
Electric Motor Repairs
17
412 Superintendence by Contractor
A The Contractor shall have a competent Field Supervisor satisfactory to FW on the job site at all
times during the progress of the Work The Contractor shall be responsible for coordinating all
portions of the Work under contract except where otherwise specified in the contract documents
and for all safety and worker health programs and practices The Contractor shall notify the
Project Manager in writing of any proposed change in superintendent including the reason
therefore prior to making such change
B The Contractor shall at all times enforce strict discipline and good order among the workers on
the project The Contractor shall not employ on the Project any unfit person anyone not skilled
in the work assigned to him or anyone who will not work in harmony with those employed by
the Contractor subcontractors FW or FWrsquos separate Contractors and their subcontractors
C FW may in writing require the Contractor to remove from FW property any employee FW
deems to be incompetent careless not working in harmony with others on the site or otherwise
objectionable
5 INSTRUCTIONS TO BIDDERS
51 Questions and Communications
A All contact between prospective bidders and FW with respect to this solicitation will be formally
held at scheduled meetings or in writing issued by the Procurement Office Questions and
comments regarding the meaning or interpretation of any aspect of this solicitation must be
submitted in writing to the Procurement Contact identified on the cover page to this solicitation
and must be received on or before the deadline for submitting questions Only written questions
will be accepted Questions or comments that are submitted after the deadline set forth on the
cover page to this solicitation will not be answered
B FW will respond to all questions and comments that are received by the deadline and that are
deemed to address a matter that is relevant and substantive in nature within a reasonable period
of time in the form of a written Addendum Oral communications between FW and any bidder
regarding the interpretation or meaning of any aspect of this IFB are not authorized and may not
be relied upon for any purpose
52 Instructions for Submitting Bids
The deadline for submitting bids and the location of the bid opening is shown on the cover page All
bids must be submitted in a sealed package(s) no other form of submission will be accepted (ie
email facsimile etc) Bids will be opened immediately following the deadline for submitting bids
Bids will be opened in accordance with the provisions of the Virginia Public Procurement Act
IFB 21-054
Electric Motor Repairs
18
Bid packages must be identified on the outside as follows
From _____________________________________________ ______________________
Name of Bidder Due Date
_____________________________________________ ______________________
Street IFB No
_____________________________________________ ______________________
City State Zip Code IFB Title
Attn Tammy Spinks
53 Virtual Bid Opening
A Virtual Bid Opening will be held immediately after the bid submission deadline Attendees may
access the Virtual Bid Opening using the following information
Microsoft Teams meeting
Join on your computer or mobile app
Click here to join the meeting
Or call in (audio only)
+1 571-348-5786544174819 United States Arlington
Phone Conference ID 544 174 819
54 Familiarity with Specifications
A Each Bidder shall bear responsibility for thoroughly examining this solicitation in its entirety
In the event that a bidder has any questions or comments regarding the proper meaning or intent
of any aspect of this solicitation then the bidder shall submit all such questions and comments
in writing to the Procurement Contact identified on the cover sheet of this solicitation
B The submission of a bid by a bidder in response to this solicitation shall be deemed to constitute
a representation on the part of such Bidder that it has thoroughly examined this solicitation and
has submitted any and all questions and comments it may have regarding the meaning or
interpretation of this solicitation to Fairfax Water in the manner prescribed herein
55 Bid Submission Packet
A Attachment 1 is the Bid Submission Form It must be completed and signed by an agent who is
fully authorized to bind the individual or organization submitting the offer to sell to the
specifications terms and conditions contained herein as well as any addenda to this solicitation
B Attachment 2 is the Reference Form Each bidder shall include at least three references with
their bid submission packet References shall be from customers of comparable size and scope
of operations as FW to whom the bidder has supplied the same services within the past 24-
months References must be able to attest without reservation to the fact that the bidder provided
the contracted services without any significant problem of any kind and at any time during the
contract period Bidders shall not list FW as a reference for purposes of this solicitation
IFB 21-054
Electric Motor Repairs
19
C Subcontractor List and Subcontractor Reference List Submittals
1 The Contractor shall include a list of all proposed subcontractors with their bid submission
packet The Subcontractor List shall specify the type of work and percentage of work the
Contractor shall rely on the subcontractor to perform
2 The Contractor shall include a separate list of references for each proposed subcontractor
with three references from the subcontractorrsquos customers that are of comparable size and
scope of operations as FW to whom the subcontractor has supplied the same services within
the past 24-months References must be able to attest without reservation to the fact that the
subcontractor provided the services without any significant problem of any kind and at any
time during the contract period The subcontractor reference list shall not list FW as a
reference for purposes of this solicitation
D Attachment 9 is the IRS Form W-9 Request for Taxpayer Identification Number and
Certification Each bidder shall include a completed form with their bid submission packet
E In addition to the mandatory insurance requirements listed in Subsection 614 (Insurance
Requirements) and at the request of FW the Contractor shall submit a list of all insurance claims
made against it within the past 12 months Failure to include this information within ten calendar
days of request by FW may result in rejection of your bid
56 Directions for Completing the Bid Form and Bidding each Hypothetical Electric Motor Repair
A The Bid Submission Form is broken down into five sections
Part 1 ndash Hypothetical Electric Motor Repair Pricing
Part 2 ndash Vaughenrsquos Pricing Guide Discounts Offered by Motor horse power
Part 3 ndash Labor Rates
Part 4 ndash Contact Person
Part 5 ndash Repair Facility Capabilities and Location Certification
B Bidders shall fill in all blanks provided on the Bid Form for all sections paying particular attention
to the instructions given for Part 1 and Part 3 Failure to complete all sections of the Bid Submission
Form may deem your bid as non-responsive Failure to include the separate pricing sheets for
each scenario in your bid submission packet will cause FW to deem the bid as non-response
and it will not be eligible for contract award All transportation shall be bid as FOB Destination
Include all necessary costs in your bid submission Failure to include the cost of shipping and
handling will be interpreted as included in the unit price for each item FW will not pay for shipping
and handling charges not included in your bid
C Directions for bidding each hypothetical electric motor repair
1 Bidders shall attach a separate and detailed price sheet for each sample scenario to their bid
form The price sheet shall be on the bidderrsquos company letterhead and labeled with the
applicable hypothetical scenario title The price sheet shall be signed by the bidder and
IFB 21-054
Electric Motor Repairs
20
include the bidderrsquos printed name title and date All repair work and parts shall be based on
the Vaughenrsquos Pricing Guide less any discount offered
2 The bidderrsquos separate price sheet shall include at a minimum the following
b Parts shall be bid by quantity unit cost and total cost
c Labor shall be bid by labor type and hourly rate and the extended total cost
d Transportation shall be included in the labor rate or listed separately
3 Bidders shall report their total material costs less any discount offered the total number of
manhours needed to complete the repair and the total cost for all labor categories for each
scenario in the appropriate spaces in PART 1 Sample Repair Pricing Schedule on the Bid
Submission Form
4 Bidders shall report the aggregate cost of all four repair scenarios in PART 1 Sample Repair
Pricing Schedule on the Bid Submission Form in the appropriate space
5 In the event of a mathematical error on the Sample Repair Pricing Schedule unit prices from
each detailed price sheet scenario shall prevail
6 Bidders shall record any discount offered and utilized in pricing each scenario by motor horse
power in PART 2 ndash Discounts Offered on the Bid Submission Form
7 All four hypothetical repair scenarios shall be bid and the bidderrsquos separate price sheet shall be
included with their Bid Submission Form Bidders who fail to bid all four hypothetical repairs
or fail to include each hypothetical repairs separate price sheet will be deemed non-responsive
and their bid will not be eligible for award
57 Proprietary Information
A Except as provided herein or as otherwise set forth in sect22-4342 of the Virginia Public
Procurement Act (Va Code Ann sect22-4300 et seq the ldquoActrdquo) all proceedings records
contracts and other public records relating to procurement transactions shall be open to
inspection in accordance with the Virginia Freedom of Information Act (Va Code Ann sect22-
3700 et seq the ldquoVirginia FOIArdquo)
B A Bidder Offeror or Contractor shall have the right to identify data or other materials submitted
in connection with this procurement as trade secrets or proprietary information which shall not
be subject to inspection pursuant to either sect22-4342 of the Act or the Virginia FOIA by
submitting to Fairfax Water prior to or at the time of submission of its proposal or bid a separate
written notice on its letterhead stationery setting forth the following (i) a statement indicating
that the Bidder Offeror or Contractor wishes to invoke the protections of this section (ii) an
identification of the data or other materials for which protection is sought and (iii) a statement
with regard to why protection is necessary
IFB 21-054
Electric Motor Repairs
21
58 ExceptionsAdditions
No exceptions or additions to the SpecificationsScope of Work or Contract Terms and Conditions
shall be permitted Any questions or concerns regarding any part of the IFB shall be submitted to
the Procurement Contact prior to the date specified in the Questions and Communications section
above Bids containing any exceptions to the SpecificationsScope of Work or Contract Terms and
Conditions or submitting additional Terms and Conditions shall be deemed non-responsive and
rejected Exceptions or additions proposed after bid submission by the successful bidder shall not
be accepted
59 Addenda to the IFB
A FW reserves the right to amend this solicitation at any time prior to the deadline for submitting
Bids If it becomes necessary to revise any part of this IFB notice of the revision will be given
in the form of an Addendum that will be provided to all prospective Bidders who are on record
with FW as having received this solicitation If in the opinion of FW the deadline for the
submission of bids does not provide sufficient time for consideration of any Addendum then
such deadline may be extended at the discretion of FW
B It shall be the responsibility of each Bidder to contact the Purchasing Contact identified on the
cover page to this solicitation prior to submission of a bid hereunder in order to determine
whether any Addenda have been issued in connection with this procurement Notwithstanding
any provision to the contrary the failure of any Bidder to receive any Addenda shall neither
constitute grounds for withdrawal of its bid nor relieve such Bidder from any responsibility for
incorporating the provisions of any Addenda in its proposal
C Acknowledge receipt of each addendum by signing it and submitting it by the bid deadline
Failure to return a signed addendum may result in a bid being determined non-responsive
510 Late Bids
Bids or unsolicited amendments to bids arriving after the bid submission deadline will not be
considered
511 Arrearage
By submitting a Bid in response to this solicitation the individual or firm submitting the bid shall
be deemed to represent that it is not in arrears in the payment of any obligation due and owing FW
the Commonwealth of Virginia or any public body in the Commonwealth of Virginia including but
not limited to any obligation to pay taxes andor employee benefits Bidder further agrees that it
shall make diligent efforts to avoid becoming in arrears during the Term of any Contract awarded
hereunder
512 Contract Award
Contract award will be made to the lowest responsive and responsible bidder based on total cost
Whenever the lowest responsive and responsible bidder is a resident of a state other than Virginia
IFB 21-054
Electric Motor Repairs
22
and such state under its laws allows a resident contractor of that state a percentage preference a like
preference shall be allowed to the lowest responsive and responsible bidder who is a resident of
Virginia and is the next lowest bidder If the lowest bidder is a resident contractor of a state with an
absolute preference the bid preference shall not be considered
513 Public Notice of Award
Public notice of award will be posted on the official FW web site
httpswwwfairfaxwaterorgcontracts
514 Authorization to do Business in Virginia
Each bidder that is organized or authorized to transact business in the Commonwealth of Virginia
pursuant to Title 131 or Title 50 of the Virginia Code shall include with its bid the identification
number issued to it by the Virginia State Corporation Commission Any bidder that is not authorized
to transact business in Virginia as a foreign entity under Title 131 or title 50 of the Virginia Code
or as otherwise required by law shall include in its bid a statement describing why the bidder is not
required to be so authorized Any bidder that fails to provide the required information may not
receive an award
515 Cancellation
FW may cancel this solicitation at any time and for any reason prior to contract award
516 Compliance with Laws Regulations and Codes
The Bidder hereby represents and warrants that
A It is qualified and properly licensed to do business in the Commonwealth of Virginia and that it
will take such action as from time to time hereafter may be necessary to remain so qualified
B It is not in arrears with respect to the payment of any monies due and owing FW the
Commonwealth of Virginia or any department or unit thereof including but not limited to the
payment of taxes and employee benefits and that it shall not become so in arrears during the
term of this Contract
C It shall comply with all federal State and local laws regulations and ordinances applicable to
its activities and obligations under this Contract and
D It shall obtain at its expense all licenses permits insurance and governmental approval if any
necessary to the performance of its obligations under this Contract
517 Debarment Status
By submitting a Bid in response to this solicitation each Bidder certifies that it is not currently
debarred by the federal government the Commonwealth of Virginia or any agency or department
thereof from submitting a bid or proposal in connection with any procurement project and that it is
not an agent of any person or entity that currently is so debarred
IFB 21-054
Electric Motor Repairs
23
518 Duration of Bids
Bids shall be valid for a minimum of 90 days following the deadline for submitting bids If an award
is not made during that period all bids shall be automatically extended for another 90 days Bids
will be automatically renewed until such time as either an award is made or proper notice is given
to FW of Bidders intent to withdraw its bid Bids may only be withdrawn by submitting written
notice at least seven days before the expiration of the then current 90-day period
519 Unit Prices Prevail
In the event that there is a mathematical error on the bid submission form the unit price for each
item shall prevail All costs to provide the goods and services specified in this solicitation shall be
shown on the attached bid form Line items left blank will be interpreted as at no cost to FW
520 Negotiation with Low Bidder
If the lowest bid submitted by a responsive and responsible bidder exceeds available funds for this
procurement then Fairfax Water may in its discretion conduct negotiations with the lowest
responsive and responsible bidder (the ldquoLow Bidderrdquo) in an effort to obtain a contract price that is
within available funds In such event Fairfax Water will notify the Low Bidder verbally or in writing
that its bid exceeds available funds and will schedule a conference with the Low Bidder Fairfax
Water staff and such advisors and consultants as Fairfax Water deems appropriate in order to discuss
possible modifications to the scope of the procurement that may result in a price that is within
available funds The conference and any subsequent negotiations may be conducted in person or by
telephone If during the conference the parties arrive at an acceptable modification to the scope of
the project and a contract price that is within available funds then Fairfax Water may award a
contract to the Low Bidder based upon the newly-modified terms and conditions Otherwise the
Low Bidder will within 15 days after the date of the conference (or such longer or shorter period as
may be specified in writing by Fairfax Water) submit to Fairfax Water a written addendum to its
original Bid Form which describes its proposed modification(s) to the scope of the procurement and
sets forth the Low Bidderrsquos newly adjusted bid price Fairfax Water may conduct further
negotiations with the Low Bidder or request additional clarifications or modifications If the Low
Bidderrsquos proposed modifications are acceptable to Fairfax Water and the associated contract price is
within available funds then Fairfax Water may award a contract to the Low Bidder based upon the
modified terms and conditions If the proposed modifications are not acceptable to Fairfax Water
or the associated price reductions are not within available funds then Fairfax Water will terminate
negotiations and reject all bids
521 References
Each bidder shall include at least three references with their bid submission packet (see Attachment
2 References) References shall be from customers of comparable size and scope of operations as
FW to whom the bidder has supplied the same services within the past 24-months References must
be able to attest without reservation to the fact that the bidder provided the contracted services
without any significant problem of any kind and at any time during the contract period Bidders
shall not list FW as a reference for purposes of this solicitation
IFB 21-054
Electric Motor Repairs
24
522 Insurance Claims against Bidder
In addition to the mandatory insurance requirements listed in Section 614 (Insurance Requirements)
and at the request of FW the apparent low bidder shall submit a list of all insurance claims made
against it within the past 12 months Failure to include this information within ten calendar days of
request by FW may result in rejection of your bid
523 Incorporation by Reference
This solicitation is issued in accordance with and controlled by the Virginia Public Procurement
Act (VPPA) which is incorporated into and made part of the solicitation by reference By submitting
a bid in response to this solicitation all bidders acknowledge the VPPA and agree to be bound by it
A copy of the VPPA is available for inspection at the Purchasing Department at FW It is also
available at this site
httpslawlisvirginiagovvacodepopularnamesvirginia-public-procurement-act
6 CONTRACT TERMS AND CONDITION
61 Term of Contract
The term of this contract shall be from the effective date of the contract award through October 31 2022 with four 1-
year renewal options through October 31 2026
62 Anti-Discrimination
By submitting their bids Bidders certify to FW that they will conform to the provisions of the Federal Civil Rights Act of 1964 as amended as well as the Virginia Fair Employment Contracting Act of 1975 as amended where applicable
the Virginians With Disabilities Act the Americans With Disabilities Act and sect11-51 of the Virginia Public Procurement
Act
A During the performance of the contract the Contractor agrees as follows
1 The Contractor will not discriminate against any employee or applicant for employment because of race
religion color sex national origin or disabilities except where religion sex or national origin is a bona fide
occupational qualification reasonably necessary to the normal operation of the Contractor The Contractor
agrees to post in conspicuous places available to employees and applicants for employment notices setting
forth the provisions of this nondiscrimination clause
2 The Contractor in all solicitations or advertisements for employees placed by or on behalf of the Contractor
will state that such Contractor is an equal opportunity employer
3 Notices advertisements and solicitations placed in accordance with federal law rule or regulation shall be
deemed sufficient for the purpose of meeting these requirements
B The Contractor will include the provisions above in every subcontract or purchase order so that the provisions will
be binding upon each subcontractor or vendor
C Fairfax Water does not discriminate against faith-based organizations on the basis of the organizationrsquos religious
character or impose conditions that (a) restrict the religious character of the faith-based organization except as provided by law or (b) impair diminish or discourage the exercise of religious freedom by the recipients of such
goods services or disbursements
IFB 21-054
Electric Motor Repairs
25
63 Antitrust
By entering into a contract the Contractor conveys sells assigns and transfers to FW all rights title and interest in and
to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the
Commonwealth of Virginia relating to the particular goods or services purchased or acquired by FW
64 Assignment of Interest
The Contractor shall not assign any interest in any resulting Contract and shall not transfer any interest in the same
without prior written consent of FW which FW shall be under no obligation to grant
65 Availability of Funds
It is understood and agreed between the parties herein that FW shall be bound hereunder only to the extent of the funds
available or which may hereafter become available for the purpose of this agreement
66 Compliance with Laws Regulations and Codes
The Bidder hereby represents and warrants that
A It is qualified and properly licensed to do business in the Commonwealth of Virginia and that it will take such action
as from time to time hereafter may be necessary to remain so qualified
B It is not in arrears with respect to the payment of any monies due and owing FW the Commonwealth of Virginia
or any department or unit thereof including but not limited to the payment of taxes and employee benefits and that
it shall not become so in arrears during the term of this Contract
C It shall comply with all federal State and local laws regulations and ordinances applicable to its activities and
obligations under this Contract and
D It shall obtain at its expense all licenses permits insurance and governmental approval if any necessary to the
performance of its obligations under this Contract
67 Contract Formation
A The words ldquoContractrdquo and ldquoPurchase Orderrdquo are used interchangeably unless the context otherwise plainly requires
The documents comprising the Contract shall be accorded the following order of precedence
1 The Contract including any Amendments or Change Orders
2 All Purchase Orders
3 Any Addenda to this RFQ 4 This RFQ (including all Appendices and Attachments hereto) and
5 The Bidderrsquos completed Quote Submission Form (including any drawings and submittals)
B Anything called for by one of the contract documents and not called for by the others shall be of like effect as if
required or called for by all except that a provision clearly designed to negate or alter a provision contained in one
or more of the other contract documents shall have the intended effect
68 Contract Changes Change Orders
A No verbal agreement or conversation with any officer agent or employee of FW either before or after the execution
of any Contract resulting from this solicitation or follow-on negotiations shall affect or modify any of the terms
conditions specifications or obligations contained in the solicitation or resulting Contract No alterations to the
terms and conditions of the Contract shall be valid or binding upon FW unless made in writing and signed by the
purchasing contact identified on the cover page Contract changes shall be in writing and shall be on official FW
Purchasing Department letterhead In any event and in all circumstances the Contractor shall be solely liable and
responsible for any Contract changes deviations etc made without first receiving written authorization to deviate
from the Contract by the FW Project Manager
IFB 21-054
Electric Motor Repairs
26
B Changes can be made to the contract in any of the following ways
1 The parties may agree in writing to modify the scope of the contract An increase or decrease in the price of
the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement
to modify the scope of the contract 2 FW may order changes within the general scope of the contract at any time by Notice to the Contractor
Changes within the scope of the contract include but are not limited to things such as services to be performed
the method of packing or shipment and the place of delivery or installation The Contractor shall comply with
the notice upon receipt The Contractor shall be compensated for any additional costs incurred as the result of
such order and shall give FW a credit for any savings Said compensation shall be determined by one of the
following methods
a By mutual agreement between the parties in writing or
b By agreeing upon a unit price or using a unit price set forth in the contract if the work to be done can be
expressed in units and the Contractor accounts for the number of units of work performed subject to FWrsquos
right to audit the Contractorrsquos records andor to determine the correct number of units independently or
c By ordering the Contractor to proceed with the work and keep a record of all costs incurred and savings realized A markup for overhead and profit may be allowed if provided by the contract The same markup
shall be used for determining a decrease in price as the result of savings realized The Contractor shall
present FW with all vouchers and records of expenses incurred and savings realized FW shall have the
right to audit the records of the Contractor as it deems necessary to determine costs or savings Any claim
for an adjustment in price under this provision must be asserted by Notice to the Purchasing Department
Neither the existence of a claim nor a dispute resolution process litigation or any other provision of this
contract shall excuse the Contractor from promptly complying with the changes ordered by FW or with
the performance of the contract generally
69 Contractorrsquos Responsibilities
A The Contractor shall be responsible for all products andor services as required by this IFB The use of
subcontractors is prohibited unless
1 A request to include a subcontractor is included in the bid and
2 The Bidder receives written approval to use a subcontractor prior to or as part of the formal contract between
the parties
B Even when properly authorized by FW the use of a subcontractor does not relieve the Contractor of liability under
the contract C The Contractor at its sole expense shall be responsible for damage to FW and non-FW property as a result of its
failure or its subcontractorrsquos failure to protect such facilities and utilities
D The Contractor at its sole expense shall immediately repair or replace FW property damaged by (or caused by) the
Contractor or its Subcontractor(s) Replacements will be of equal or better quality than the property damaged
property and all such work must be approved by FW Project Manager
610 Ethics in Public Contracting
Contractor hereby certifies that it has familiarized itself with Article 4 of Title 11 of the Virginia Public Procurement
Act Section 11-72 through 80 Virginia Code Annotated and that all amounts received by it pursuant to a contract
resulting from this solicitation are proper and in accordance therewith
611 Examination of Records
Bidder agrees that in any resulting contract either FW or its duly authorized representative shall have access to and the
right to examine and copy any directly pertinent books documents papers and records of the Contractor involving
transactions related to any resulting contract This obligation shall expire five years after the final payment for the final service performed as a result of any and all contract(s) awarded pursuant to this solicitation or until audited by FW
whichever is sooner Contractor will provide reasonable access to any and all necessary documents and upon demand
IFB 21-054
Electric Motor Repairs
27
provide copies of documents if so required by FW or its representative(s) FW will reimburse the Contractor for any
reasonable expenses it incurs as a result of such a request
612 Governing Law Venue Waiver of Jury Trial
Notwithstanding any provision to the contrary this solicitation and any resulting contract shall be governed in all
respects by the laws of the Commonwealth of Virginia Any dispute arising hereunder which is not otherwise resolved
by the parties shall be resolved by a court of competent jurisdiction in the Commonwealth of Virginia The Contractor
and FW hereby waive any right such party may have to a trial by jury in connection with any such litigation
613 Indemnification and Responsibility for Claims and Liability
With respect to any contract that results from this solicitation Bidder is bound by the following
A The Contractor shall indemnify save harmless and defend FW or any employee of FW against liability for any
suits actions or claims of any character whatsoever arising from or relating to the performance of the Contractor
or its subcontractors under this contract
B FW has no obligation to provide legal counsel or defense or pay attorneys fees to the Contractor or its
subcontractors in the event that a suit or action of any character is brought by any person not party to the contract
against the Contractor or its subcontractors as a result of or relating to the Contractors obligations under this
contract
C FW has no obligation for the payment of any judgments or the settlement of any claims against the Contractor or
its subcontractors as a result of or relating to the Contractors obligations under this contract
D The Contractor shall immediately notify FW of any claim or suit made or filed against the Contractor or its
subcontractors regarding any matter resulting from or related to the Contractors obligations under the contract If
such a claim or suit is brought the Contractor will cooperate assist and consult with FW in the defense or
investigation of any suit or action made or filed against FW as a result of or relating to the Contractors performance
under this contract
E The Contractor shall pay all royalties and license fees necessary for performance of the contract The Contractor
shall defend all suits or claims for infringement of any patent rights or other proprietary rights arising from or related to performance of the resulting contract and shall save FW harmless from any loss including Attorneysrsquo fees arising
out of any such claim
614 Insurance
A In addition to the mandatory insurance requirements listed in this Section and at the request of FW any Bidder may
be required to provide a list of all insurance claims made against it within the past 36 months FW reserves the right
to reject any bid if in FWrsquos opinion the amount or number of claims is deemed to be excessive A Bidderrsquos failure
to comply with this requirement may result in rejection of its bid If no claims have been made then the Bidder shall so state in its bid Fairfax Water may require such information from the Contractor as it deems necessary to assess
the Contractorrsquos financial ability to pay any deductibles with respect to the insurance policies required hereunder
B Before commencing the work the Contractor shall procure and maintain at its own expense minimum insurance in
forms and with insurance companies acceptable to FW to cover loss or liability arising out of the Work All
insurance policies must be underwritten by insurers authorized to conduct business within the Commonwealth of
Virginia and must have a Bests rating of at least A- and a financial size of class VIII or better in the latest edition
of Bests Insurance Reports
C The Contractor shall immediately notify FW of any claim or suit made or filed against the Contractor or its
subcontractors regarding any matter resulting from or related to the Contractors obligations under the contract If such a claim or suit is brought the Contractor will cooperate assist and consult with FW in the defense or
IFB 21-054
Electric Motor Repairs
28
investigation of any suit or action made or filed against FW as a result of or relating to the Contractors performance
under this contract
D With the exception of Workersrsquo Compensation and Employersrsquo Liability Insurance all additional insurance policies
specified herein shall name FW as an additional insured with regard to work performed under any subsequent Contract
E The Contractor will provide FW with copies of certificates of insurance coverage and proof of payment of all
premiums Each certificate of insurance must include (a) an endorsement from the insurer that certifies that the
Contractor maintains the referenced policy in full force and effect (b) where applicable a statement indicating that
FW is included as an additional insured and (c) a provision requiring that not less than 30 days written notice will
be given to FW before any policy or coverage is canceled or modified in any material respect Without limiting the
requirements set forth above the insurance coverages will include a minimum of
1 Workers Compensation and Employers Liability Insurance Statutory requirements and benefits as required
by the Commonwealth of Virginia and 2 Required Commercial General Liability Insurance This insurance must be written on an occurrence basis
and shall be endorsed to include FW as an additional insured and shall provide at a minimum the following
General Aggregate Limit $1000000
(Other than Products-Completed Operations)
Products-Completed Operations Aggregate Limit $ 500000
Personal amp Advertising Injury Limit $ 500000
Each Occurrence Limit $ 500000
For Construction Contracts
Directors amp Officers ndash Errors amp Omissions $2000000
F Business Automobile Liability Insurance This insurance coverage must extend to any motor vehicles or other
motorized equipment regardless of whether it is owned hired or non-owned and must cover Bodily Injury and
Property Damage with a combined single limit of at least $1000000 each accident This insurance must be written
in comprehensive form and must protect the Contractor and FW against claims for injuries to members of the public
andor damage to the property of others arising from the Contractorrsquos use of motor vehicles or other equipment and
must cover both on-site and off-site operations
G Nothing contained herein will be deemed to operate as a waiver of FWrsquos sovereign immunity under the law
615 No Waiver or Estoppel
Neither the inspection by FW nor any of its employees nor any payment of money nor payment for nor acceptance of
any Commodity by FW nor any extension of time shall operate as a waiver of any provision of this Contract or of any
power herein reserved to the Owner or of any right to damage herein provided No waiver of any breach of this Contract
shall be held to be a waiver of any other subsequent breach All remedies provided in this Contract to FW shall be
construed as cumulative and shall be in addition to each and every other remedy herein provided Neither FW nor any
officer employee or authorized representative of FW will be bound precluded or estopped by any action
determination decision acceptance return certificate or payment made or given under or in connection with the
Contract by any officer employee or authorized representative of the Owner at any time either before or after final
completion and acceptance of the Work and payment therefore from (a) showing the true and correct classification amount quality or character of the Commodities delivered or that any determination decision acceptance return
certificate or payment was incorrect or was improperly made in any respect or that the Commodities or any part thereof
do not in fact conform to the requirements of the Contract (b) demanding and recovering from the Contractor any
overpayment made to the Contractor or such damages as FW may sustain by reason of the Contractorrsquos failure to comply
with the requirements of the Contract or (c) both of the foregoing clauses (a) and (b)
616 Partial Invalidity
IFB 21-054
Electric Motor Repairs
29
Neither any payment for nor acceptance of the whole or any part of the services by FW nor any extension of time
shall operate as a waiver of any provision of any Contract resulting from this IFB nor of any power herein reserved to
FW or any right to damages herein provided nor shall any waiver of any breach of any Contract be held to be a waiver
of any other or subsequent breach Failure of FW to require compliance with any term or condition of any Contract shall
not be deemed a waiver of such term or condition or a waiver of the subsequent enforcement thereof
617 Payment Clauses Required in All Contracts
Section sect 22-4352 of the Virginia Public Procurement Act requires the following
A That any contract awarded by FW include the following clauses
1 The Contractor shall take one of the two following actions within seven days after receipt of amounts paid to the contractor by FW for work performed by any subcontractor(s) under the contract
a The Contractor shall pay its subcontractor(s) for the proportionate share of the total payment received from
FW attributable to the work performed by the subcontractor under that contract or
b Notify FW and any subcontractor(s) in writing of his intention to withhold all or a part of the
subcontractors payment with the reason for nonpayment
2 Bidders shall include in their offer submissions either (i) if an individual contractor their social security
numbers and (ii) proprietorships partnerships and corporations to provide their federal employer identification
numbers
3 The contractor shall pay interest to the subcontractor(s) on all amounts owed by the Contractor that remain
unpaid after seven days following receipt by the Contractor of payment from FW for work performed by the
subcontractor under the contract except for amounts withheld as allowed in subdivision 1
4 Unless otherwise provided under the terms of this contract interest shall accrue at the rate of one percent per
month
B The contractor shall include in each of its subcontracts a provision requiring each subcontractor to include or
otherwise be subject to the same payment and interest requirements with respect to each lower-tier subcontractor
C A contractors obligation to pay an interest charge to a subcontractor pursuant to the payment clause in this section
shall not be construed to be an obligation of FW A contract modification shall not be made for the purpose of
providing reimbursement for the interest charge A cost reimbursement claim shall not include any amount for
reimbursement for the interest charge
618 Payment
A Invoices All invoices shall be submitted directly to the FW Accounts Payable department by mail fax or e-mail
Invoices shall include the FW Purchase Order and the Contractorrsquos FEIN Invoices are not to be sent to the contract
Project Manager or other departmental reps Failure to comply may result in late payments for which FW will not
be liable
B Terms All payments will be Net 30 from the date of receipt of a valid invoice at FW Finance Department Payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery
whichever occurs last This shall not affect offers of discounts for payment in less than 30 days however
C Partial Payments Requests for partial payments or advanced payments must be submitted as part of the Price Bid
along with a justification FW reserves the right to accept reject or negotiate requests for partial payments If the
request is rejected the Bidder must waive the requirement in order to remain in consideration
D Refunds If the Contractor is declared to be in default FW will be eligible for a full and immediate refund for all
payments made to the Contractor Partial Payments Requests for partial payments or advanced payments must be
submitted as part of the Price Offer along with a justification FW reserves the right to accept reject or negotiate
requests for partial payments If the request is rejected the Bidder must waive the requirement in order to remain
in consideration
IFB 21-054
Electric Motor Repairs
30
E Unreasonable Charges Under certain emergency procurements and for most time and material purchases final job
costs cannot be accurately determined at the time orders are placed In such cases final payment is contingent on
a determination of reasonableness with respect to all invoiced charges Charges that appear to be unreasonable will
be researched and challenged and that portion of the invoice held in abeyance until a settlement can be reached Upon determining that invoiced charges are not reasonable FW shall promptly notify the Contractor in writing as
to those charges that it considers unreasonable and the basis for the determination
619 Price Firm Period
Bid pricing shall be firm fixed as originally offered and accepted for the first 12 months of the contract
620 Rider Clause
Subject to the mutual agreement between the parties any contract awarded on the basis of this solicitation may be used
by any public entity (to include jurisdictions comprising the Metropolitan Washington Council of Governments) to
enter into a contract for the services described and defined herein For single purchases the contract may be used for
up to 12 months from the actual date of contract award For multi-year contracts the contract may be used throughout
the effective period of the contract Contracts awarded as a result of this solicitation will be subject to these terms and
conditions andor such terms and conditions as may be required by the controlling body for the public agency using the
contract Pricing shall be as offered by the successful Offeror and subsequently accepted by FW
621 Taxes
FW is exempt from Federal Excise Taxes Virginia State Sales and Use Taxes and the District of Columbia Sales Taxes
and Transportation Taxes FWs tax identification number is 54-6025290
622 Termination of Contract
A For Cause In the event that the Contractor (1) fails to deliver any Commodity or Service in accordance with the
time period established therefore in the Contract or (2) fails to furnish any Commodity or Service which conforms
in all respects to the requirements of the Contract then FW without prejudice to any other rights or remedies it may
have at law or in equity (including its right to seek damages from the Contractor) shall have the right to terminate
the Contract and any outstanding Purchase Orders by issuing a written notice of termination to the Contractor Such
notice of termination shall describe in reasonable detail the grounds for the termination and shall take effect
immediately upon receipt by the Contractor
If after issuance of a notice of termination under this Section it is determined for any reason that cause for such
termination did not exist then the rights and obligations of the parties shall be the same as if the notice of termination
had been delivered under the provisions of subsection B (termination for convenience) hereof provided however that the Contractor in such event shall be deemed to have received seven days prior written notice of such
termination Any compensation due the Contractor pursuant to subsection B shall be offset by the cost to FW of
remedying the default by the Contractor The Contractor shall in no event be entitled to receive any consequential
damages or any anticipated profits with respect to Commodities not yet furnished to and accepted by FW as of the
effective date of any such termination
B For Convenience FW shall have the right to terminate the Contract andor any outstanding Purchase Orders issued
hereunder at its own convenience for any reason by giving seven business days prior written notice of termination
to the Contractor In such event the Contractor shall be paid an amount equal to the actual cost of any Commodity
delivered to and accepted by FW and the actual cost of any equipment goods or materials ordered by the Contractor
hereunder in good faith which could not be canceled less the salvage value thereof provided sufficient
substantiation is furnished to FW Any subcontract entered into by the Contractor in connection with the transactions contemplated hereby shall contain a similar termination provision for the benefit of the Contractor and
FW The Contractor shall in no event be entitled to receive anticipated profits on any Commodities not yet furnished
to and accepted by FW as of the effective date of any such termination
IFB 21-054
Electric Motor Repairs
31
623 Virginia Freedom of Information Act
Except as provided herein all proceedings records contracts and other public records relating to procurement
transactions shall be open to the inspection of any citizen any interested person firm or corporation in accordance with
the Virginia Freedom of Information Act
624 Faith-Based Organizations
FW does not discriminate against faith-based organizations
625 Immigration Reform and Control Act of 1986
By entering this Contract the Contractor certifies that it does not and will not during the performance of this Contract
violate the provisions of the Federal Immigration Reform and Control Act of 1986 which prohibits employment of
illegal aliens
626 Severability
In the event that any provision shall be adjudged or decreed to be invalid by a court of competent jurisdiction such ruling
shall not invalidate the entire Agreement but shall pertain only to the provision in question and the remaining provisions shall
continue to be valid binding and in full force and effect
627 Licensure
To the extent required by the Commonwealth of Virginia (see eg 541-1100 et seq of the Code of Virginia) or FW the
Contractor shall be duly licensed to provide the goods and services required to be delivered pursuant to this Contract
628 Authority to Transact Business in Virginia
A Contractor organized as a stock or nonstock corporation limited liability company business trust or limited partnership
or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a
domestic or foreign business entity if so required by Title 131 or Title 50 of the Code of Virginia or as otherwise required
by law Any business entity described herein that enters into a Contract with FW pursuant to the Virginia Public Procurement
Act 22-4300 et seq shall not allow its existence to lapse or its certificate of authority or registration to transact business in
the Commonwealth if so required under Title 131 or Title 50 of the Code of Virginia to be revoked or cancelled at any time during the term of the Contract FW may void any Contract with a business entity if the business entity fails to remain in
compliance with the provisions of this section
629 Drug-free Workplace to be Maintained by Contractor
During the performance of this contract the contractor agrees to (i) provide a drug-free workplace for the contractors
employees (ii) post in conspicuous places available to employees and applicants for employment a statement notifying
employees that the unlawful manufacture sale distribution dispensation possession or use of a controlled substance or
marijuana is prohibited in the contractors workplace and specifying the actions that will be taken against employees for violations of such prohibition (iii) state in all solicitations or advertisements for employees placed by or on behalf of the
contractor that the contractor maintains a drug-free workplace and (iv) include the provisions of the foregoing clauses in
every subcontract or purchase order of over $10000 so that the provisions will be binding upon each subcontractor or vendor
630 Employment Discrimination by Contractor Prohibited Required Contract Provisions
The following provision is required to be in every contract of more than $10000 (Virginia Public Procurement Act sect 22-
4311)
A During the performance of any ensuing contract the Contractor agrees as follows
IFB 21-054
Electric Motor Repairs
32
1 The contractor will not discriminate against any employee or applicant for employment because of race
religion color sex national origin age disability or other basis prohibited by state law relating to
discrimination in employment except where there is a bona fide occupational qualification reasonably
necessary to the normal operation of the contractor The contractor agrees to post in conspicuous places
available to employees and applicants for employment notices setting forth the provisions of this nondiscrimination clause
2 The contractor in all solicitations or advertisements for employees placed by or on behalf of the contractor
will state that such contractor is an equal opportunity employer
3 Notices advertisements and solicitations placed in accordance with federal law rule or regulation shall be
deemed sufficient for the purpose of meeting the requirements of this section
B The contractor will include the provisions of the foregoing paragraphs 1 2 and 3 in every subcontract or purchase
order of over $10000 so that the provisions will be binding upon each subcontractor or vendor
631 Counterparts
This Contract and any amendments or renewals hereto may be executed in a number of counterparts and each
counterpart signature when taken with the other counterpart signatures is treated as if executed upon one original of
this Contract or any amendment or renewal A signature by any party to this Contract provided by facsimile or
electronic mail is binding upon that party as if it were the original
632 Survival of Terms
Upon discharge of this Agreement Sections (Notice Hold Harmless Warranties Governing LawForum Contractual
Disputes) of these Terms and Conditions continue and survive in full force and effect
633 Non-Waiver
No waiver of any provision of this Agreement shall constitute a waiver of any other provision nor shall any waiver of this Agreement constitute a continuing waiver unless otherwise expressly provided
634 Contractual Disputes
A Contractual claims whether for money or for other relief will be submitted in writing not later than 60 days after
final payment provided however that written notice of the Contractorrsquos intention to file such claim must
1 Be delivered to the attention of FWrsquos Procurement Representative assigned to this contract not later than five
days after the occurrence or of the beginning of the Work upon which the claim is based and
2 Contain a reasonably detailed description of the basis of the claim otherwise the claim will be deemed to have been waived FW will make a written decision upon any such claim within 60 days after submittal of the claim
The Contractor will not institute legal action prior to receipt of FWrsquos decision on the claim unless FW fails to
render such decision within 90 days after submittal of the claim The decision of FW will be final unless the
Contractor initiates legal action as provided in Section 22-4364 of the Virginia Code Failure of FW to render
a decision within 90 days will not result in the Contractor being awarded the relief claimed nor will it result in
any other relief or penalty The sole result of FWrsquos failure to render a decision within the time allotted will be
the Contractorrsquos right to immediately institute legal action No administrative appeals procedure pursuant to
Section 22-4365 of the Virginia Code has been established for contractual claims under this Agreement
B No claim of any nature will be made against FW by or on behalf of a subcontractor unless the Consultant has first
(a) evaluated such claim thoroughly and determined it to be meritorious (b) issued a written notice to the
subcontractor finding the subcontractorrsquos claim to be meritorious and setting forth any additional compensation or additional days to be paid or granted to the subcontractor on account of such claim and (c) paid the subcontractor
in full for such claim In presenting such a claim the Consultant will provide FW with a copy of the written notice
to the subcontractor and with evidence of payment in full of the subcontractorrsquos claim No such claim will exceed
the amount actually paid to the subcontractor
IFB 21-054
Electric Motor Repairs
33
ATTACHMENT 1
BID SUBMISSION FORM
COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE E-MAIL
FAX FED ID
VIRGINA STATE CORPORATION COMMISSION (SCC) REGISTRATION INFORMATION
The bidder
1048709 is a corporation or other business entity with the following SCC identification number
-OR-
1048709 is not a corporation limited liability company limited partnership registered limited liability partnership or business trust
-OR-
1048709 is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees agents offices facilities or inventories in Virginia (not counting any employees or agents in Virginia
who merely solicit orders that require acceptance outside Virginia before they become contracts and not counting any
incidental presence of the offeror in Virginia that is needed in order to assemble maintain and repair goods in accordance with
the contracts by which such goods were sold and shipped into Virginia from offerorrsquos out-of-state location) -OR-
1048709 is an out-of-state business entity that is including with this proposal an opinion of legal counsel which accurately and
completely discloses the undersigned offerorrsquos current contacts with Virginia and describes why those contacts do not constitute
the transaction of business in Virginia within the meaning of sect 131-757 or other similar provisions in Titles 131 or 50 of the
Code of Virginia
1048709 Please check this box if you have not completed any of the foregoing options but currently have pending before the SCC an
application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number once issued (Fairfax Water reserves the right to determine in its sole discretion
whether to allow such waiver)
IFB 21-054
Electric Motor Repairs
34
COMPANY
PART 1 ndash Hypothetical Electric Motor Repair Pricing
Repair scenarios immediately follow the signature section of the Bid Submission Form See Section 56 of the
solicitation for detailed instructions on how to complete the Bid Form and on how to bid the hypothetical repair scenarios To be deemed responsive and eligible for contract award the Bidder shall bid on all four scenarios and
shall include the separate price for each scenario in their Bid Submission Packet
HYPOTHETICAL REPAIR PRICING SCHEDULE
Repair 1A
Foxmill Pumping Station Pump Motor 5 Motor Evaluation Report Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1A $_______________________
Repair 1B
Corbalis Treatment Plant Finished Water P1 Inboard Bearing Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1B $_______________________
Repair 1C
Corbalis Plate Settler Feed Pump 2 ndash Motor Evaluation Report Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1C $_______________________
Repair 1D
Griffith Finished Water Pumping Station Pump Motor 3 Motor Evaluation Report
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1D $_______________________
PART 1 HYPOTHETICAL REPAIRS 1A ndash 1D TOTAL COST $_______________________
IFB 21-054
Electric Motor Repairs
35
COMPANY
PART 2 Discounts Offered by Motor Horse Power
1 Discount off Vaughenrsquos Guide for motors greater than 60 hp up to 600 hp (includes all makes amp
models AC amp DC high amp low voltage high amp low RPM single amp three phase)
2 Discount off Vaughenrsquos Guide for motors greater than 600 hp (includes all makes amp models AC amp
DC high amp low voltage high amp low RPM single amp three phase)
Date of Vaughenrsquos Pricing Guide
PART 3 Labor Rates
Labor rates bid in this section shall directly correlate to the labor rates quoted in Part 1 and shall include
all direct and indirect overhead costs including but not limited to travel to and from the jobsite general
and administrative costs etc Labor rates will only be paid on the basis of time at the FW job site or as
documented for work done at the ManufacturerrsquosContractorrsquos site
3 FW Onsite Labor ndash Regular Time (MondayndashFriday 730 am through 500 pm) $___________hour
4 FW Onsite Labor-Overtime $___________hour (Monday-Friday 500 pm through 730 am weekends and holidays)
5 In Shop Labor ndash Regular Time (MondayndashFriday 730 am through 500 pm) $___________hour
6 In Shop Labor ndash Overtime $___________hour
(Monday-Friday 500 pm through 730 am weekends and holidays)
PART 4 Contact Person
List a contact personrsquos name and telephone number for normal FW working hours 730 amndash500 pm
Monday-Friday Answering machines are unacceptable as a point of contact For emergency calls outside
normal FW working hours (nights andor weekends) list a contact personrsquos name and telephone number
or have a voice mail paging system or answering service Bidders using a voice mail paging system or
answering service in lieu of a contact person shall be required to initiate a call back to the sender within
(30) thirty minutes
IFB 21-054
Electric Motor Repairs
36
COMPANY
Type of answering system used by your firm (check one)
Voice Mail Paging System Answering Service
Contact for Normal Working Hours
Name(s) __________________________________________
__________________________________________
Telephone __________________________________________
__________________________________________
Contact for Emergency Calls (outside normal FW working hours)
Name(s) __________________________________________
__________________________________________
Telephone __________________________________________
__________________________________________
PART 5 Repair Facility Capabilities
Please check the following for Repair Facility capabilities
Facility capable of performing all balance work (no subcontracting)
Facility capable of starting 3 phase 4160 volt 3050 HP vertical motor
Facility capable of starting 3 phase 4160 volt 1800 HP horizontal motor
Facility allows for Owner personnel to safely witness testing
Repair Facility Address
IFB 21-054
Electric Motor Repairs
37
Submittals to be included in Bid Packet
1 Attachment 2 ndash Bidder Reference Form
2 Subcontractor List with Subcontractor References if applicable
3 Attachment 9 IRS Form W-9
4 Acknowledgement Page(s) for all Addendum if applicable
bull PAYMENT TERMS FWrsquos minimum payment term is Net 30 days All
bids will be interpreted as Net 30 unless otherwise specified herein By submitting an offer to sell in
response to this solicitation all bidders acknowledge and agree to this requirement
By my signature I certify that I am acting as an agent or in the case of an LLP the Partner or Managing
Partner for the firm identified on this Bid Submission Form and that I am fully authorized to bind the
firm to the specifications terms and conditions of this solicitation as well as any addenda thereto
Company Name
Signature Printed Name
Title Date
[HYPOTHETICHAL REPAIR SCENARIOS IMMEDIATELY FOLLOW THIS PAGE]
IFB 21-054
Electric Motor Repairs
38
BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1A FOXMILL PUMPING STATION PUMP MOTOR 5 SERVICE Reason for Service Motor Evaluation Report
Motor Description General Electric Model 5kb3396448501 Sn Wwh-283004190 Type (Kv) Induction Custom-8000 Vertical Motor 70000 Hp 3 Phase 60 Hertz 4000 Volts Frame 8339p30 887 Rpm 1 Pick up motor from the Foxmill Pump Station Herndon
2 Check all mechanical tolerances and fits using precision measurement tools and provide report highlight any
out of tolerance measurements 3 Check out electrical components using electrical test methods Meggar Surge Pi And Hi Pot 4 Dynamically balance rotors in the presence of the FW representative 5 Clean and degrease motor components 6 Reassemble unit and perform motor testing and final report 7 Ship unit to FW Foxmill PS 8 Provide 1 Year Warranty
CONTINUES ON NEXT PAGE
FOXMILL 5 SAP 350261
MFR GENERAL ELECTRIC
SN WWH-283004189
FRAME 8339P30 TYPE INDUCTION PH 3
DISGN CODE HP 700 VOLTS 4000
HZ 60 RPM 887 AMPS 920 RISE 30deg
B
DUTY Cont CLASS INS F AMPS
Y
TEMP AMB 40deg SF
ENCLOSURE TEWAC
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
550
IFB 21-054
Electric Motor Repairs
39
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1A ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
40
COMPANY BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1B CORBALIS FINISHED WATER P1 MOTOR SERVICE Reason for Service Inboard Bearing
Motor Description Horizontal Motor 1750 Horsepower 3 Phase 60 Hertz 900 Rpm 4000 Volts 21120-17 Frame Ideal Electric Serial 981097-01 Synchronous 1 Pick up motor from Corbalis Water Treatment Plant Herndon
2 Check all mechanical tolerances and fits using precision measurement tools and provide report highlight any
out of tolerance measurements
3 Check out electrical components using electrical test methods Meggar Surge Pi and Hi pot
4 Dynamically balance rotors in the presence of the FW representative
5 Clean and degrease motor components
6 Reassemble unit and perform motor testing and final report
7 Ship unit to FW Corbalis Water Treatment Plant
8 Provide 1 Year Warranty
CONTINUES ON NEXT PAGE
FW 1 SAP 350109
MFR IDEAL ELECTRIC
SN 981097-01 FRAME 21120-17 TYPE SMB PH 3
DISGN CODE HP 1750 VOLTS 4000
HZ 60 RPM 900 AMPS 195 RISE 85deg
B DET
DUTY CONT CLASS INS F AMPS
Y
TEMP AMB 40deg SF 15 ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
41
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1B ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
42
COMPANY BID SUBMISSION PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1C
CORBALIS PLATE SETTLER FEED PUMP 2 FLYGHT MOTOR Reason for Service Motor Evaluation Report Service
Motor Description FLYGT 45kW-60hp RPM 1170 Volts 460 AMPS 73 Model CP3300091-0258 Serial 3300091-0720003 1 Pick Up motor from the Corbalis Water Treatment Plant Herndon
2 Inspect test run and disassemble
3 Perform electrical test and mechanical checks
4 Clean and bake
5 Rewind stator install thermal protectors VPI in Epoxy Resin
6 Fabricate new SS shaft
7 Balance rotor and impeller in the presence of FW representative
8 Replace lower bearing housing and install new bearings and new mechanical seals
9 Replace o-rings and gaskets Replace lifting chain (SS Grade)
10 Install new stationary and rotating wear rings replace retaining rings
11 Replace hardware reassemble unit and perform motor testing and final report
12 Paint
CONTINUES ON NEXT PAGE
Plate Settler Feed Pump 2 SAP 360128
MFR FLYGHT
SN 3300091-0720003
FRAME TYPE
PH
DISGN CODE HP 60 VOLTS 460
HZ
RPM 1170 AMPS 73 RISE
B
DUTY
CLASS INS
AMPS
Y
TEMP AMB
SF
ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
43
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1C ndash CONTINUED
13 Ship unit to FW Corbalis Water Treatment Plant
14 Provide 1 Year Warranty
15 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
44
COMPANY BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1D
GRIFFITH PUMPING STATION PUMP MOTOR 3 SERVICE Reason for Service Motor Evaluation Report Motor has excessive clearance in lower guide bearing Lower Guide bearing is NU style bearing Bearing Skidding is present in Bearing
Motor Description Vertical Motor Type MIBA-V TEWAC 720 RPM 1800 HP 3 Phase 60 Hz 4000 Volts 1 Pick Up motor from Griffith Pump Station Lorton
2 Check All Mechanical Tolerances Fits Using Precision Measurement Tools And Provide Report Hi Lite Any Out
Of Tolerance Measurements 3 Check Out Electrical Components Using Electrical Test Methods Meggar Surge Pi And Hi Pot
4 Dynamically Balance Rotors with FW Rep Present At API 610 4WN
5 Clean And Degrease Motor Components
6 Reassemble Unit and Perform Motor Testing and vibration analysis with FW rep present and provide Final Report
7 Ship Unit to FW Griffith PS
8 Provide 2 Year Warranty
CONTINUES ON NEXT PAGE
FWP3 MFR IDEAL
SN 001077-03 FRAME TYPE IMV PH 3
DISGN CODE HP 1800 VOLTS 4000
HZ 60 RPM 715 AMPS 238 RISE 80 C B RES
DUTY CONT CLASS INS F AMPS 274 105 C
Y RES
TEMP AMB 40 C SF 115 ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
45
COMPANY
BID SUBMISSION PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1D ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
46
ATTACHMENT 2
REFERENCES
BIDDERrsquoS NAME
1 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
2 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
3 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
IFB 21-054
Electric Motor Repairs
47
ATTACHMENT 2
REFERENCES CONTINUED
BIDDERS NAME ______________________________
4 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
5 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
IFB 21-054
Electric Motor Repairs
48
ATTACHMENT 3 OPERATING DATA SHEET
ISSUED TO DATE ISSUED Fairfax Water Work Order FW Electrical Supervisor Phone Conditioned Based Maintenance Supervisor Phone Return date requested A Equipment Specifications
1 Equipment Name
2 SAP ID Number
3 Manufacturer
4 Serial Number
5 Horsepower
6 Voltage B Work Requested
1 Reconditioning and Testing
2 Rewind
3 Other (describe) C If motor failure is involved state conditions under which failure occurred D Special Insulation Requirements
1 Moisture
2 Abrasion E Type of Housing Paint and Color
Paint furnished by customer Yes No
IFB 21-054
Electric Motor Repairs
49
ATTACHMENT 4
INSPECTION DATA SHEET ndashPAGE 1 OF 2 Company Performing Work Motor SN SAP ID A Initial Inspection and Tests
1 Insulation Resistance
Voltage Applied v Ambient Temp oC Machine Temp oC
1 min 10 min PI A to GND
B to GND
C to GND
2 Surge Test Test Voltagehelliphelliphellip V Pass ___ Fail ___ 3 Growler Test Pass ___ Fail ___ 4 Motor Shaft Run out In
5 Rotor Endplay In
6 Shaft Diameter In
B Disassembly
1 End Bells Marked
2 Fan Orientation Marked C Component Inspection
1 General Condition of Rotor (include probable cause of major damage)
a Rotor Iron
b Rotor Windings Rotor bars
c Retaining Rings
IFB 21-054
Electric Motor Repairs
50
ATTACHMENT 4 INSPECTION DATA SHEET ndashPAGE 2 OF 2
Company Performing Work Motor SN SAP ID
2 General Condition of Stator (include probable cause of major damage)
a Stator Iron b End Lacings and Support systems
c Wedges
d Windings
e RTDThermocouple Condition
3 General Condition of Shaft Keyways
4 General Condition of Bearings
5 General Condition of Motor Housing
6 Other
7 Core loss preceding winding removal watts
8 Core loss following winding removal watts
9 Recommended Repairs Signature Printed Name Title Date
IFB 21-054
Electric Motor Repairs
51
ATTACHMENT 5 Page 1 of 5
WORK PERFORMED DATA SHEET Company Performing Work Motor SN SAP ID A Describe work performed on rotor B Describe work performed on stator C Describe work performed on shaft D Describe work performed on bearings
Replaced bearings Yes No Manufacturer Type Code
E Other F Was motor vacuum-pressure impregnated Yes No
Resin used
Number of VPI and bake cycles G Was motor treated for abrasion protection Yes No
Treatment used
IFB 21-054
Electric Motor Repairs
52
ATTACHMENT 5 Page 2 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID H Varnish used for non-VPI applications
Number of dip and bake cycles I Final Tests
1 Insulation Resistance
Voltage Applied v Ambient Temp oC Machine Temp oC
1 min 10 min PI
A to GND
B to GND
C to GND
2 Phase Balance
Voltage Applied Vac A amps B amps C amps
3 High Potential Applied Leakage Time
Phase Voltage Current Duration
A
B
C
OR (if cant be separated)
ALL
IFB 21-054
Electric Motor Repairs
53
ATTACHMENT 5 Page 3 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
4 Winding Resistance
A-B milliohms A-N milliohms
B-C milliohms OR B-N milliohms C-A milliohms C-N milliohms
5 Dynamic Balance
RPM Vibration DE ODE Initial Final
6 No-Load Run
Phase Bearing Current Temperature Vibration_________
Ia Ib Ic Inboard Outboard RPM Inboard Outboard
15 Min 30 Min 45 Min
60 Min Acceleration time (Seconds) Peak starting current (Amper) ( IFL)
7 Miscellaneous
Direction of Rotation Viewed from End
End Play (Sleeve Bearing Only) in
IFB 21-054
Electric Motor Repairs
54
ATTACHMENT 5 Page 4 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
Inboard Bearing Journal Dia in
Inboard Bearing ID in
Outboard Bearing Journal Dia in
Outboard Bearing ID in
8 High FrequencySurge Comparison Tests (New Coils Only)
Voltage Applied v
Results
9 Air Gap Measurements
A minimum of sixteen (16) readings should be taken from each end using the following method
1 Mark position on stator at 12 oclock 3 oclock 6 oclock and 9 oclock 2 Mark position on rotor at 12 oclock 3 Take air gap readings at 12 3 6 and 9 from both ends pinion end (DE) opposite end (ODE)
Record readings [Eight (8) readings] 4 Rotate rotor to 3 oclock position 5 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings [Eight (8)
readings] 6 Rotate rotor to 6 oclock position 7 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings [Eight (8)
readings] 8 Rotate rotor to 9 oclock position 9 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings (Eight (8)
readings) 10 Calculate average readings and overall average air gap The acceptable tolerance between
average readings and the overall average gap is plusmn5
IFB 21-054
Electric Motor Repairs
55
ATTACHMENT 5 Page 5 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
DRIVE END
OPPOSITE DRIVE END
IFB 21-054
Electric Motor Repairs
56
ATTACHMENT 6 WAIVER OF SPECIFICATIONRELEASE OF HOLD POINT
Company Requesting Waiver of SpecificationRelease of Hold Point Person Making RequestDate Contact Info FW Equipment Name FW SAP EQUIPMENT Number Manufacturer Serial Number Horsepower Voltage Request for Waiver of Specification
Request for Release of Hold Point
Item Description FW Authorized Action APPROVED BY Printed Name and Title Date
IFB 21-054
Electric Motor Repairs
57
ATTACHMENT 7
RECOMMENDED CLEARANCES SLEEVE BEARINGS
ROUND BORES ONLY Company Performing Work Motor SN SAP ID Shaft Size Clearance for Clearance for Journal Diameter Horizontal Shaft Vertical Shaft (In inches) (In Inches) (In Inches) (In Inches) 1 004 +001 -000 004 +001 -000 2 004 +001 -000 004 +001 -000 3 006 +002 -000 006 +001 -000 4 008 +002 -000 007 +001 -000 5 010 +002 -000 007 +002 -000 6 012 +002 -000 007 +002 -000 7 014 +002 -000 007 +002 -000 8 016 +002 -000 007 +002 -000 9 018 +002 -000 007 +002 -000 10 020 +002 -000 007 +002 -000 11 020 +002 -000 007 +002 -000 12 021 +002 -000 007 +002 -000 13 021 +002 -000 007 +002 -000 14 022 +002 -000 007 +002 -000 15 022 +002 -000 008 +002 -000 16 023 +002 -000 008 +002 -000 17 023 +002 -000 008 +002 -000 18 024 +002 -000 008 +002 -000 19 024 +002 -000 008 +002 -000 20 025 +002 -000 008 +002 -000
IFB 21-054
Electric Motor Repairs
58
ATTACHMENT 8 Company Performing Work Motor SN SAP ID
DYNAMIC BALANCE CERTIFICATE
Balance Machine Model No ______________ Last Calibration Date ________ Balance Machine Serial No __________________________ Weight __________________ ldquoIn Servicerdquo Speed (RPM) ________ Balance Speed (RPM) __________________________
Certified by Printed Name and Title
Radius of permanent balance weight (in) _____________ IB _____________OB As Found Balance (ozin) _____________________IB ___________________OB As Left Balance (ozin) ______________________IB ___________________OB Calculated acceptance limit per journal (4WN) ___________IB __________OB If ozin value is not available for ldquoAs Found Balancerdquo and ldquoAs Left Balancerdquo use the mils value
Vendor _______________________________ Balance Date _________Time____ Equipment balanced __________________________________________________
IFB 21-054
Electric Motor Repairs
13
5 Shaft Straightening
SHAFT STRAIGHTENING HOLD POINT
bull Any shaft straightening procedure shall be brought to the attention of
the Owner prior to beginning the activity Shafts shall be straightened
by heating or jacking to meet the following run out requirements
RPM Run Out
Less than 1800 0002 in
More than 1800 0001 in
C Winding Materials and Insulation Requirements
1 Winding Materials
a Magnet wire in coils shall be copper
b Form wound coils shall not be converted to random wound
c Lacings and ties shall be made with glass cord or tape or woven Dacron tape
d Wedges fillers blocks and winding material shall be suitable for Class ldquoHrdquo operation
e Shrink tapes are not acceptable
2 Insulation Requirements
a Form Wound Coils
1) All materials in the insulation system shall be rated for Class ldquoHrdquo operation
2) Strand insulation shall consist of fiberglass Dacron-glass wrap or mica tape applied
over epoxy or polyester resins Class ldquoHrdquo enamel or Kapton applied to the wire as
dictated by the volts per turn rating of the coil Reference IEEE Std 1068 Section
853
3) Ground wall insulation shall consist of Nomexreg such as Nomex-Milar-Nomex or
Dacron-glass backed mica paper or an equivalent mica flaked tape Ground
insulation shall be compatible with epoxy or polyester resin used during vacuum-
pressure impregnation
4) Nomex or polyester glass armor tape shall be applied on the outside of the coil for
mechanical protection
5) For sealed coil applications a partially cured epoxy coated polyester or polyester
glass tape shall be applied to the outside of the coil in addition to the requirements
stated above Lead areas shall be sealed with compatible epoxy putty
IFB 21-054
Electric Motor Repairs
14
b Random Wound Coils
1) All materials in the insulation system shall be rated for Class ldquoHrdquo operation
2) Minimum thickness for stator slot insulation material shall be 015 inches
3) All ground wall insulating material shall extend beyond the edge of the stator iron
in a uniform manner and shall be cuffed
4) Slot separators shall be used between coils in all stator slots
5) Phase insulation in the winding end turns shall be resin treated glass cloth or
equivalent to provide positive separation between phases in the event of varnish
degradation caused by excessive temperature above the motor rating
6) Sleeving used on stator connections shall be acrylic coated fiberglass or equivalent
rate 4000 volts or higher
7) Leads shall be GE Vulkaflex or equivalent for open enclosure motors and silicone
rubber covered with glass braid or equivalent for totally enclosed motors
8) Stator shall be subjected to two dip and bake cycles as outlined in Section 23A7
or as directed by Owner
44 Repair Facility Requirements
A Repair Facility Capabilities
1 Facility shall be capable of performing all balance work (no subcontracting will be
authorized)
2 Facility shall be capable of starting 3-phase 4160 volt 3050 HP vertical motor
3 Facility shall be capable of starting 3-phase 4160 volt 1800 HP horizontal motor
4 Facility shall allow for FW staff to safely witness testing
B Repair Facility Location
The Contractorrsquos repair facility shall be located within a four-hour drive from FWrsquos main office
located at 8570 Executive Park Avenue Fairfax Virginia 22031 Fairfax County Virginia
45 Future Work Time of Performance
A All motor repairs shall be performed and completed in accordance with the delivery lead time
included in the written quote Failure of the Contractor to perform within the stated deadlines
may jeopardize FWrsquos ability to provide water to its customers and may result in FW terminating
the contract with the Contractor for cause
B By submitting a proposal in response to this solicitation Contractor agrees without exception
that for all future work quoted they shall meet the delivery lead times as specified in their written
quote Contractor further attests that they shall provide FW expedited services as required to
complete all future work without additional cost (See Section 47)
IFB 21-054
Electric Motor Repairs
15
46 Transportation
The Contractor shall furnish all transportation services to pick up and return motors to the
designated FW facility All deliveries to FW shall be FOB Destination Transportation costs shall
be included in the Contractorrsquos labor rates or listed separately Fairfax Water will not pay any
additional or separate charges for transportation not included on the bid price
47 Priority Customer
The Contractor understands and acknowledges that FW provides services that are essential to the
health and welfare of the public Failure of the Contractor to perform the services described herein
in a timely manner may jeopardize FWrsquos ability to provide essential services which may affect the
health and welfare of the public served by FW In the event of material shortages at any level of the
production to delivery chain the Contractor agrees and affirms that FW shall be given the earliest
possible notice and the highest priority for allocation of all goods and services specified herein To
the extent that the Contractor must prioritize and allocate delivery among its customers the
requirements of FW shall be honored before goods and services are provided to any customer with
no obligations with regard to the public health and welfare To the extent that availability of repair
parts or Contractor staffing including subcontractor staffing is insufficient to meet the requirements
of all the Contractorrsquos customers who are responsible for the health and welfare of the public the
goods shall be allocated in a manner deemed to be fair and reasonable to all such clients
48 Time Is Of The Essence
Time is of the essence Repair services shall be performed within the time specified on the
Contractorrsquos Bid Submission Form or otherwise set forth on the applicable Purchase Order
Notwithstanding the foregoing the Contractor shall not be deemed to have breached the terms and
conditions of the Contract Documents to the extent any delay is due to circumstances beyond its
reasonable control and without the fault or negligence of the Contractor provided that the Contractor
first shall have provided Fairfax Water with written notice (to include facsimile or e-mail) of any
such delay within five days after the occurrence of events or circumstances causing the delay
49 Use of Subcontractors
A The Contractor shall be responsible for all products and services described and defined herein
The use of any subcontractor is prohibited unless the Contractor proposes to use a subcontractor
at the time of bid submission Approval to use a subcontractor shall be in written form and be a
part of the resultant contract (See Section 55 for subcontractor submittal requirements)
B Even when properly authorized by FW the use of a subcontractor does not relieve the Contractor
of liability under the contract
C The Contractor at its sole expense shall be responsible for damage to FW and non-FW property
as a result of its failure or its subcontractorrsquos failure to protect such facilities and utilities
D The Contractor at its sole expense shall immediately repair or replace FW property damaged
by (or caused by) the Contractor or its Subcontractor(s) Replacements will be of equal or better
IFB 21-054
Electric Motor Repairs
16
quality than the property damaged property and all such work must be approved by FW Project
Manager
410 Delays
A By the Contractor After issuing a written warning to the Contractor FW may declare the
Contractor in default for unacceptable delays If such a declaration is made FW reserves the
unilateral right to cure the default by any means available to FW including but not limited to
contracting with another supplier to complete the repairs Any additional repair costs incurred
by FW as a result of unacceptable delays on the part of the Contractor may be passed onto the
Contractor This is not a limitation of FWrsquos legal rights to recover damages due to Contractor
default in any other way
B By FW The Contractor shall not be responsible for delays caused by FW its agents or other
FW Contractors To the extent that the Contractor is unable to proceed due to the actions or
inactionrsquos of FW its agents employees or other FW Contractors the Contractor shall be granted
an extension to the delivery schedule equal to the documented amount of time the Contractor
was prevented from performing work The Contractor shall not be eligible for damages as a
result of FW delays
411 Site Safety and Access
A The Contractor shall schedule and coordinate the Work and install temporary facilities as
required to maintain continuous operation and access to existing equipment in the area of Work
The Contractor shall not commence retrofit work until authorized by the FW Project Manager
The Contractor is advised that FW may at its sole discretion delay or stop work as required to
ensure continuous and reliable operation of the facility especially during peak flow events
B The Contractor shall secure the Site and all areas of Work to prevent access and the potential for
injury to its employees FW employees its agents and others by construction and installation of
temporary guard-rails fencing barricades highway cones warning signstape etc andor other
appropriate means and as directed by the FW Project Manager Such hazards include but are
not limited to mechanical hazards electrical hazards surface irregularities or construction tools
and equipment
C FW shall have the right to deny access to the Site or require the Contractor to remove from the
Site any individual who has exhibited violent abusive or threatening behavior or conduct
D FW may limit restrict or prohibit access to areas of the Site on a permanent or temporary basis
When access to such restricted areas is required by the Contractor to perform the Work the
Contractor shall obtain permission from the FW Project Manager and shall comply with such
conditions or limitations to access as may be imposed by the FW Project Manager
E FW may restrict parking or require parking permits for vehicles to be brought onto the plant The
Contractor shall be responsible for arranging transportation for its personnel to reach the job sites
from whatever parking area is provided by FW
IFB 21-054
Electric Motor Repairs
17
412 Superintendence by Contractor
A The Contractor shall have a competent Field Supervisor satisfactory to FW on the job site at all
times during the progress of the Work The Contractor shall be responsible for coordinating all
portions of the Work under contract except where otherwise specified in the contract documents
and for all safety and worker health programs and practices The Contractor shall notify the
Project Manager in writing of any proposed change in superintendent including the reason
therefore prior to making such change
B The Contractor shall at all times enforce strict discipline and good order among the workers on
the project The Contractor shall not employ on the Project any unfit person anyone not skilled
in the work assigned to him or anyone who will not work in harmony with those employed by
the Contractor subcontractors FW or FWrsquos separate Contractors and their subcontractors
C FW may in writing require the Contractor to remove from FW property any employee FW
deems to be incompetent careless not working in harmony with others on the site or otherwise
objectionable
5 INSTRUCTIONS TO BIDDERS
51 Questions and Communications
A All contact between prospective bidders and FW with respect to this solicitation will be formally
held at scheduled meetings or in writing issued by the Procurement Office Questions and
comments regarding the meaning or interpretation of any aspect of this solicitation must be
submitted in writing to the Procurement Contact identified on the cover page to this solicitation
and must be received on or before the deadline for submitting questions Only written questions
will be accepted Questions or comments that are submitted after the deadline set forth on the
cover page to this solicitation will not be answered
B FW will respond to all questions and comments that are received by the deadline and that are
deemed to address a matter that is relevant and substantive in nature within a reasonable period
of time in the form of a written Addendum Oral communications between FW and any bidder
regarding the interpretation or meaning of any aspect of this IFB are not authorized and may not
be relied upon for any purpose
52 Instructions for Submitting Bids
The deadline for submitting bids and the location of the bid opening is shown on the cover page All
bids must be submitted in a sealed package(s) no other form of submission will be accepted (ie
email facsimile etc) Bids will be opened immediately following the deadline for submitting bids
Bids will be opened in accordance with the provisions of the Virginia Public Procurement Act
IFB 21-054
Electric Motor Repairs
18
Bid packages must be identified on the outside as follows
From _____________________________________________ ______________________
Name of Bidder Due Date
_____________________________________________ ______________________
Street IFB No
_____________________________________________ ______________________
City State Zip Code IFB Title
Attn Tammy Spinks
53 Virtual Bid Opening
A Virtual Bid Opening will be held immediately after the bid submission deadline Attendees may
access the Virtual Bid Opening using the following information
Microsoft Teams meeting
Join on your computer or mobile app
Click here to join the meeting
Or call in (audio only)
+1 571-348-5786544174819 United States Arlington
Phone Conference ID 544 174 819
54 Familiarity with Specifications
A Each Bidder shall bear responsibility for thoroughly examining this solicitation in its entirety
In the event that a bidder has any questions or comments regarding the proper meaning or intent
of any aspect of this solicitation then the bidder shall submit all such questions and comments
in writing to the Procurement Contact identified on the cover sheet of this solicitation
B The submission of a bid by a bidder in response to this solicitation shall be deemed to constitute
a representation on the part of such Bidder that it has thoroughly examined this solicitation and
has submitted any and all questions and comments it may have regarding the meaning or
interpretation of this solicitation to Fairfax Water in the manner prescribed herein
55 Bid Submission Packet
A Attachment 1 is the Bid Submission Form It must be completed and signed by an agent who is
fully authorized to bind the individual or organization submitting the offer to sell to the
specifications terms and conditions contained herein as well as any addenda to this solicitation
B Attachment 2 is the Reference Form Each bidder shall include at least three references with
their bid submission packet References shall be from customers of comparable size and scope
of operations as FW to whom the bidder has supplied the same services within the past 24-
months References must be able to attest without reservation to the fact that the bidder provided
the contracted services without any significant problem of any kind and at any time during the
contract period Bidders shall not list FW as a reference for purposes of this solicitation
IFB 21-054
Electric Motor Repairs
19
C Subcontractor List and Subcontractor Reference List Submittals
1 The Contractor shall include a list of all proposed subcontractors with their bid submission
packet The Subcontractor List shall specify the type of work and percentage of work the
Contractor shall rely on the subcontractor to perform
2 The Contractor shall include a separate list of references for each proposed subcontractor
with three references from the subcontractorrsquos customers that are of comparable size and
scope of operations as FW to whom the subcontractor has supplied the same services within
the past 24-months References must be able to attest without reservation to the fact that the
subcontractor provided the services without any significant problem of any kind and at any
time during the contract period The subcontractor reference list shall not list FW as a
reference for purposes of this solicitation
D Attachment 9 is the IRS Form W-9 Request for Taxpayer Identification Number and
Certification Each bidder shall include a completed form with their bid submission packet
E In addition to the mandatory insurance requirements listed in Subsection 614 (Insurance
Requirements) and at the request of FW the Contractor shall submit a list of all insurance claims
made against it within the past 12 months Failure to include this information within ten calendar
days of request by FW may result in rejection of your bid
56 Directions for Completing the Bid Form and Bidding each Hypothetical Electric Motor Repair
A The Bid Submission Form is broken down into five sections
Part 1 ndash Hypothetical Electric Motor Repair Pricing
Part 2 ndash Vaughenrsquos Pricing Guide Discounts Offered by Motor horse power
Part 3 ndash Labor Rates
Part 4 ndash Contact Person
Part 5 ndash Repair Facility Capabilities and Location Certification
B Bidders shall fill in all blanks provided on the Bid Form for all sections paying particular attention
to the instructions given for Part 1 and Part 3 Failure to complete all sections of the Bid Submission
Form may deem your bid as non-responsive Failure to include the separate pricing sheets for
each scenario in your bid submission packet will cause FW to deem the bid as non-response
and it will not be eligible for contract award All transportation shall be bid as FOB Destination
Include all necessary costs in your bid submission Failure to include the cost of shipping and
handling will be interpreted as included in the unit price for each item FW will not pay for shipping
and handling charges not included in your bid
C Directions for bidding each hypothetical electric motor repair
1 Bidders shall attach a separate and detailed price sheet for each sample scenario to their bid
form The price sheet shall be on the bidderrsquos company letterhead and labeled with the
applicable hypothetical scenario title The price sheet shall be signed by the bidder and
IFB 21-054
Electric Motor Repairs
20
include the bidderrsquos printed name title and date All repair work and parts shall be based on
the Vaughenrsquos Pricing Guide less any discount offered
2 The bidderrsquos separate price sheet shall include at a minimum the following
b Parts shall be bid by quantity unit cost and total cost
c Labor shall be bid by labor type and hourly rate and the extended total cost
d Transportation shall be included in the labor rate or listed separately
3 Bidders shall report their total material costs less any discount offered the total number of
manhours needed to complete the repair and the total cost for all labor categories for each
scenario in the appropriate spaces in PART 1 Sample Repair Pricing Schedule on the Bid
Submission Form
4 Bidders shall report the aggregate cost of all four repair scenarios in PART 1 Sample Repair
Pricing Schedule on the Bid Submission Form in the appropriate space
5 In the event of a mathematical error on the Sample Repair Pricing Schedule unit prices from
each detailed price sheet scenario shall prevail
6 Bidders shall record any discount offered and utilized in pricing each scenario by motor horse
power in PART 2 ndash Discounts Offered on the Bid Submission Form
7 All four hypothetical repair scenarios shall be bid and the bidderrsquos separate price sheet shall be
included with their Bid Submission Form Bidders who fail to bid all four hypothetical repairs
or fail to include each hypothetical repairs separate price sheet will be deemed non-responsive
and their bid will not be eligible for award
57 Proprietary Information
A Except as provided herein or as otherwise set forth in sect22-4342 of the Virginia Public
Procurement Act (Va Code Ann sect22-4300 et seq the ldquoActrdquo) all proceedings records
contracts and other public records relating to procurement transactions shall be open to
inspection in accordance with the Virginia Freedom of Information Act (Va Code Ann sect22-
3700 et seq the ldquoVirginia FOIArdquo)
B A Bidder Offeror or Contractor shall have the right to identify data or other materials submitted
in connection with this procurement as trade secrets or proprietary information which shall not
be subject to inspection pursuant to either sect22-4342 of the Act or the Virginia FOIA by
submitting to Fairfax Water prior to or at the time of submission of its proposal or bid a separate
written notice on its letterhead stationery setting forth the following (i) a statement indicating
that the Bidder Offeror or Contractor wishes to invoke the protections of this section (ii) an
identification of the data or other materials for which protection is sought and (iii) a statement
with regard to why protection is necessary
IFB 21-054
Electric Motor Repairs
21
58 ExceptionsAdditions
No exceptions or additions to the SpecificationsScope of Work or Contract Terms and Conditions
shall be permitted Any questions or concerns regarding any part of the IFB shall be submitted to
the Procurement Contact prior to the date specified in the Questions and Communications section
above Bids containing any exceptions to the SpecificationsScope of Work or Contract Terms and
Conditions or submitting additional Terms and Conditions shall be deemed non-responsive and
rejected Exceptions or additions proposed after bid submission by the successful bidder shall not
be accepted
59 Addenda to the IFB
A FW reserves the right to amend this solicitation at any time prior to the deadline for submitting
Bids If it becomes necessary to revise any part of this IFB notice of the revision will be given
in the form of an Addendum that will be provided to all prospective Bidders who are on record
with FW as having received this solicitation If in the opinion of FW the deadline for the
submission of bids does not provide sufficient time for consideration of any Addendum then
such deadline may be extended at the discretion of FW
B It shall be the responsibility of each Bidder to contact the Purchasing Contact identified on the
cover page to this solicitation prior to submission of a bid hereunder in order to determine
whether any Addenda have been issued in connection with this procurement Notwithstanding
any provision to the contrary the failure of any Bidder to receive any Addenda shall neither
constitute grounds for withdrawal of its bid nor relieve such Bidder from any responsibility for
incorporating the provisions of any Addenda in its proposal
C Acknowledge receipt of each addendum by signing it and submitting it by the bid deadline
Failure to return a signed addendum may result in a bid being determined non-responsive
510 Late Bids
Bids or unsolicited amendments to bids arriving after the bid submission deadline will not be
considered
511 Arrearage
By submitting a Bid in response to this solicitation the individual or firm submitting the bid shall
be deemed to represent that it is not in arrears in the payment of any obligation due and owing FW
the Commonwealth of Virginia or any public body in the Commonwealth of Virginia including but
not limited to any obligation to pay taxes andor employee benefits Bidder further agrees that it
shall make diligent efforts to avoid becoming in arrears during the Term of any Contract awarded
hereunder
512 Contract Award
Contract award will be made to the lowest responsive and responsible bidder based on total cost
Whenever the lowest responsive and responsible bidder is a resident of a state other than Virginia
IFB 21-054
Electric Motor Repairs
22
and such state under its laws allows a resident contractor of that state a percentage preference a like
preference shall be allowed to the lowest responsive and responsible bidder who is a resident of
Virginia and is the next lowest bidder If the lowest bidder is a resident contractor of a state with an
absolute preference the bid preference shall not be considered
513 Public Notice of Award
Public notice of award will be posted on the official FW web site
httpswwwfairfaxwaterorgcontracts
514 Authorization to do Business in Virginia
Each bidder that is organized or authorized to transact business in the Commonwealth of Virginia
pursuant to Title 131 or Title 50 of the Virginia Code shall include with its bid the identification
number issued to it by the Virginia State Corporation Commission Any bidder that is not authorized
to transact business in Virginia as a foreign entity under Title 131 or title 50 of the Virginia Code
or as otherwise required by law shall include in its bid a statement describing why the bidder is not
required to be so authorized Any bidder that fails to provide the required information may not
receive an award
515 Cancellation
FW may cancel this solicitation at any time and for any reason prior to contract award
516 Compliance with Laws Regulations and Codes
The Bidder hereby represents and warrants that
A It is qualified and properly licensed to do business in the Commonwealth of Virginia and that it
will take such action as from time to time hereafter may be necessary to remain so qualified
B It is not in arrears with respect to the payment of any monies due and owing FW the
Commonwealth of Virginia or any department or unit thereof including but not limited to the
payment of taxes and employee benefits and that it shall not become so in arrears during the
term of this Contract
C It shall comply with all federal State and local laws regulations and ordinances applicable to
its activities and obligations under this Contract and
D It shall obtain at its expense all licenses permits insurance and governmental approval if any
necessary to the performance of its obligations under this Contract
517 Debarment Status
By submitting a Bid in response to this solicitation each Bidder certifies that it is not currently
debarred by the federal government the Commonwealth of Virginia or any agency or department
thereof from submitting a bid or proposal in connection with any procurement project and that it is
not an agent of any person or entity that currently is so debarred
IFB 21-054
Electric Motor Repairs
23
518 Duration of Bids
Bids shall be valid for a minimum of 90 days following the deadline for submitting bids If an award
is not made during that period all bids shall be automatically extended for another 90 days Bids
will be automatically renewed until such time as either an award is made or proper notice is given
to FW of Bidders intent to withdraw its bid Bids may only be withdrawn by submitting written
notice at least seven days before the expiration of the then current 90-day period
519 Unit Prices Prevail
In the event that there is a mathematical error on the bid submission form the unit price for each
item shall prevail All costs to provide the goods and services specified in this solicitation shall be
shown on the attached bid form Line items left blank will be interpreted as at no cost to FW
520 Negotiation with Low Bidder
If the lowest bid submitted by a responsive and responsible bidder exceeds available funds for this
procurement then Fairfax Water may in its discretion conduct negotiations with the lowest
responsive and responsible bidder (the ldquoLow Bidderrdquo) in an effort to obtain a contract price that is
within available funds In such event Fairfax Water will notify the Low Bidder verbally or in writing
that its bid exceeds available funds and will schedule a conference with the Low Bidder Fairfax
Water staff and such advisors and consultants as Fairfax Water deems appropriate in order to discuss
possible modifications to the scope of the procurement that may result in a price that is within
available funds The conference and any subsequent negotiations may be conducted in person or by
telephone If during the conference the parties arrive at an acceptable modification to the scope of
the project and a contract price that is within available funds then Fairfax Water may award a
contract to the Low Bidder based upon the newly-modified terms and conditions Otherwise the
Low Bidder will within 15 days after the date of the conference (or such longer or shorter period as
may be specified in writing by Fairfax Water) submit to Fairfax Water a written addendum to its
original Bid Form which describes its proposed modification(s) to the scope of the procurement and
sets forth the Low Bidderrsquos newly adjusted bid price Fairfax Water may conduct further
negotiations with the Low Bidder or request additional clarifications or modifications If the Low
Bidderrsquos proposed modifications are acceptable to Fairfax Water and the associated contract price is
within available funds then Fairfax Water may award a contract to the Low Bidder based upon the
modified terms and conditions If the proposed modifications are not acceptable to Fairfax Water
or the associated price reductions are not within available funds then Fairfax Water will terminate
negotiations and reject all bids
521 References
Each bidder shall include at least three references with their bid submission packet (see Attachment
2 References) References shall be from customers of comparable size and scope of operations as
FW to whom the bidder has supplied the same services within the past 24-months References must
be able to attest without reservation to the fact that the bidder provided the contracted services
without any significant problem of any kind and at any time during the contract period Bidders
shall not list FW as a reference for purposes of this solicitation
IFB 21-054
Electric Motor Repairs
24
522 Insurance Claims against Bidder
In addition to the mandatory insurance requirements listed in Section 614 (Insurance Requirements)
and at the request of FW the apparent low bidder shall submit a list of all insurance claims made
against it within the past 12 months Failure to include this information within ten calendar days of
request by FW may result in rejection of your bid
523 Incorporation by Reference
This solicitation is issued in accordance with and controlled by the Virginia Public Procurement
Act (VPPA) which is incorporated into and made part of the solicitation by reference By submitting
a bid in response to this solicitation all bidders acknowledge the VPPA and agree to be bound by it
A copy of the VPPA is available for inspection at the Purchasing Department at FW It is also
available at this site
httpslawlisvirginiagovvacodepopularnamesvirginia-public-procurement-act
6 CONTRACT TERMS AND CONDITION
61 Term of Contract
The term of this contract shall be from the effective date of the contract award through October 31 2022 with four 1-
year renewal options through October 31 2026
62 Anti-Discrimination
By submitting their bids Bidders certify to FW that they will conform to the provisions of the Federal Civil Rights Act of 1964 as amended as well as the Virginia Fair Employment Contracting Act of 1975 as amended where applicable
the Virginians With Disabilities Act the Americans With Disabilities Act and sect11-51 of the Virginia Public Procurement
Act
A During the performance of the contract the Contractor agrees as follows
1 The Contractor will not discriminate against any employee or applicant for employment because of race
religion color sex national origin or disabilities except where religion sex or national origin is a bona fide
occupational qualification reasonably necessary to the normal operation of the Contractor The Contractor
agrees to post in conspicuous places available to employees and applicants for employment notices setting
forth the provisions of this nondiscrimination clause
2 The Contractor in all solicitations or advertisements for employees placed by or on behalf of the Contractor
will state that such Contractor is an equal opportunity employer
3 Notices advertisements and solicitations placed in accordance with federal law rule or regulation shall be
deemed sufficient for the purpose of meeting these requirements
B The Contractor will include the provisions above in every subcontract or purchase order so that the provisions will
be binding upon each subcontractor or vendor
C Fairfax Water does not discriminate against faith-based organizations on the basis of the organizationrsquos religious
character or impose conditions that (a) restrict the religious character of the faith-based organization except as provided by law or (b) impair diminish or discourage the exercise of religious freedom by the recipients of such
goods services or disbursements
IFB 21-054
Electric Motor Repairs
25
63 Antitrust
By entering into a contract the Contractor conveys sells assigns and transfers to FW all rights title and interest in and
to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the
Commonwealth of Virginia relating to the particular goods or services purchased or acquired by FW
64 Assignment of Interest
The Contractor shall not assign any interest in any resulting Contract and shall not transfer any interest in the same
without prior written consent of FW which FW shall be under no obligation to grant
65 Availability of Funds
It is understood and agreed between the parties herein that FW shall be bound hereunder only to the extent of the funds
available or which may hereafter become available for the purpose of this agreement
66 Compliance with Laws Regulations and Codes
The Bidder hereby represents and warrants that
A It is qualified and properly licensed to do business in the Commonwealth of Virginia and that it will take such action
as from time to time hereafter may be necessary to remain so qualified
B It is not in arrears with respect to the payment of any monies due and owing FW the Commonwealth of Virginia
or any department or unit thereof including but not limited to the payment of taxes and employee benefits and that
it shall not become so in arrears during the term of this Contract
C It shall comply with all federal State and local laws regulations and ordinances applicable to its activities and
obligations under this Contract and
D It shall obtain at its expense all licenses permits insurance and governmental approval if any necessary to the
performance of its obligations under this Contract
67 Contract Formation
A The words ldquoContractrdquo and ldquoPurchase Orderrdquo are used interchangeably unless the context otherwise plainly requires
The documents comprising the Contract shall be accorded the following order of precedence
1 The Contract including any Amendments or Change Orders
2 All Purchase Orders
3 Any Addenda to this RFQ 4 This RFQ (including all Appendices and Attachments hereto) and
5 The Bidderrsquos completed Quote Submission Form (including any drawings and submittals)
B Anything called for by one of the contract documents and not called for by the others shall be of like effect as if
required or called for by all except that a provision clearly designed to negate or alter a provision contained in one
or more of the other contract documents shall have the intended effect
68 Contract Changes Change Orders
A No verbal agreement or conversation with any officer agent or employee of FW either before or after the execution
of any Contract resulting from this solicitation or follow-on negotiations shall affect or modify any of the terms
conditions specifications or obligations contained in the solicitation or resulting Contract No alterations to the
terms and conditions of the Contract shall be valid or binding upon FW unless made in writing and signed by the
purchasing contact identified on the cover page Contract changes shall be in writing and shall be on official FW
Purchasing Department letterhead In any event and in all circumstances the Contractor shall be solely liable and
responsible for any Contract changes deviations etc made without first receiving written authorization to deviate
from the Contract by the FW Project Manager
IFB 21-054
Electric Motor Repairs
26
B Changes can be made to the contract in any of the following ways
1 The parties may agree in writing to modify the scope of the contract An increase or decrease in the price of
the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement
to modify the scope of the contract 2 FW may order changes within the general scope of the contract at any time by Notice to the Contractor
Changes within the scope of the contract include but are not limited to things such as services to be performed
the method of packing or shipment and the place of delivery or installation The Contractor shall comply with
the notice upon receipt The Contractor shall be compensated for any additional costs incurred as the result of
such order and shall give FW a credit for any savings Said compensation shall be determined by one of the
following methods
a By mutual agreement between the parties in writing or
b By agreeing upon a unit price or using a unit price set forth in the contract if the work to be done can be
expressed in units and the Contractor accounts for the number of units of work performed subject to FWrsquos
right to audit the Contractorrsquos records andor to determine the correct number of units independently or
c By ordering the Contractor to proceed with the work and keep a record of all costs incurred and savings realized A markup for overhead and profit may be allowed if provided by the contract The same markup
shall be used for determining a decrease in price as the result of savings realized The Contractor shall
present FW with all vouchers and records of expenses incurred and savings realized FW shall have the
right to audit the records of the Contractor as it deems necessary to determine costs or savings Any claim
for an adjustment in price under this provision must be asserted by Notice to the Purchasing Department
Neither the existence of a claim nor a dispute resolution process litigation or any other provision of this
contract shall excuse the Contractor from promptly complying with the changes ordered by FW or with
the performance of the contract generally
69 Contractorrsquos Responsibilities
A The Contractor shall be responsible for all products andor services as required by this IFB The use of
subcontractors is prohibited unless
1 A request to include a subcontractor is included in the bid and
2 The Bidder receives written approval to use a subcontractor prior to or as part of the formal contract between
the parties
B Even when properly authorized by FW the use of a subcontractor does not relieve the Contractor of liability under
the contract C The Contractor at its sole expense shall be responsible for damage to FW and non-FW property as a result of its
failure or its subcontractorrsquos failure to protect such facilities and utilities
D The Contractor at its sole expense shall immediately repair or replace FW property damaged by (or caused by) the
Contractor or its Subcontractor(s) Replacements will be of equal or better quality than the property damaged
property and all such work must be approved by FW Project Manager
610 Ethics in Public Contracting
Contractor hereby certifies that it has familiarized itself with Article 4 of Title 11 of the Virginia Public Procurement
Act Section 11-72 through 80 Virginia Code Annotated and that all amounts received by it pursuant to a contract
resulting from this solicitation are proper and in accordance therewith
611 Examination of Records
Bidder agrees that in any resulting contract either FW or its duly authorized representative shall have access to and the
right to examine and copy any directly pertinent books documents papers and records of the Contractor involving
transactions related to any resulting contract This obligation shall expire five years after the final payment for the final service performed as a result of any and all contract(s) awarded pursuant to this solicitation or until audited by FW
whichever is sooner Contractor will provide reasonable access to any and all necessary documents and upon demand
IFB 21-054
Electric Motor Repairs
27
provide copies of documents if so required by FW or its representative(s) FW will reimburse the Contractor for any
reasonable expenses it incurs as a result of such a request
612 Governing Law Venue Waiver of Jury Trial
Notwithstanding any provision to the contrary this solicitation and any resulting contract shall be governed in all
respects by the laws of the Commonwealth of Virginia Any dispute arising hereunder which is not otherwise resolved
by the parties shall be resolved by a court of competent jurisdiction in the Commonwealth of Virginia The Contractor
and FW hereby waive any right such party may have to a trial by jury in connection with any such litigation
613 Indemnification and Responsibility for Claims and Liability
With respect to any contract that results from this solicitation Bidder is bound by the following
A The Contractor shall indemnify save harmless and defend FW or any employee of FW against liability for any
suits actions or claims of any character whatsoever arising from or relating to the performance of the Contractor
or its subcontractors under this contract
B FW has no obligation to provide legal counsel or defense or pay attorneys fees to the Contractor or its
subcontractors in the event that a suit or action of any character is brought by any person not party to the contract
against the Contractor or its subcontractors as a result of or relating to the Contractors obligations under this
contract
C FW has no obligation for the payment of any judgments or the settlement of any claims against the Contractor or
its subcontractors as a result of or relating to the Contractors obligations under this contract
D The Contractor shall immediately notify FW of any claim or suit made or filed against the Contractor or its
subcontractors regarding any matter resulting from or related to the Contractors obligations under the contract If
such a claim or suit is brought the Contractor will cooperate assist and consult with FW in the defense or
investigation of any suit or action made or filed against FW as a result of or relating to the Contractors performance
under this contract
E The Contractor shall pay all royalties and license fees necessary for performance of the contract The Contractor
shall defend all suits or claims for infringement of any patent rights or other proprietary rights arising from or related to performance of the resulting contract and shall save FW harmless from any loss including Attorneysrsquo fees arising
out of any such claim
614 Insurance
A In addition to the mandatory insurance requirements listed in this Section and at the request of FW any Bidder may
be required to provide a list of all insurance claims made against it within the past 36 months FW reserves the right
to reject any bid if in FWrsquos opinion the amount or number of claims is deemed to be excessive A Bidderrsquos failure
to comply with this requirement may result in rejection of its bid If no claims have been made then the Bidder shall so state in its bid Fairfax Water may require such information from the Contractor as it deems necessary to assess
the Contractorrsquos financial ability to pay any deductibles with respect to the insurance policies required hereunder
B Before commencing the work the Contractor shall procure and maintain at its own expense minimum insurance in
forms and with insurance companies acceptable to FW to cover loss or liability arising out of the Work All
insurance policies must be underwritten by insurers authorized to conduct business within the Commonwealth of
Virginia and must have a Bests rating of at least A- and a financial size of class VIII or better in the latest edition
of Bests Insurance Reports
C The Contractor shall immediately notify FW of any claim or suit made or filed against the Contractor or its
subcontractors regarding any matter resulting from or related to the Contractors obligations under the contract If such a claim or suit is brought the Contractor will cooperate assist and consult with FW in the defense or
IFB 21-054
Electric Motor Repairs
28
investigation of any suit or action made or filed against FW as a result of or relating to the Contractors performance
under this contract
D With the exception of Workersrsquo Compensation and Employersrsquo Liability Insurance all additional insurance policies
specified herein shall name FW as an additional insured with regard to work performed under any subsequent Contract
E The Contractor will provide FW with copies of certificates of insurance coverage and proof of payment of all
premiums Each certificate of insurance must include (a) an endorsement from the insurer that certifies that the
Contractor maintains the referenced policy in full force and effect (b) where applicable a statement indicating that
FW is included as an additional insured and (c) a provision requiring that not less than 30 days written notice will
be given to FW before any policy or coverage is canceled or modified in any material respect Without limiting the
requirements set forth above the insurance coverages will include a minimum of
1 Workers Compensation and Employers Liability Insurance Statutory requirements and benefits as required
by the Commonwealth of Virginia and 2 Required Commercial General Liability Insurance This insurance must be written on an occurrence basis
and shall be endorsed to include FW as an additional insured and shall provide at a minimum the following
General Aggregate Limit $1000000
(Other than Products-Completed Operations)
Products-Completed Operations Aggregate Limit $ 500000
Personal amp Advertising Injury Limit $ 500000
Each Occurrence Limit $ 500000
For Construction Contracts
Directors amp Officers ndash Errors amp Omissions $2000000
F Business Automobile Liability Insurance This insurance coverage must extend to any motor vehicles or other
motorized equipment regardless of whether it is owned hired or non-owned and must cover Bodily Injury and
Property Damage with a combined single limit of at least $1000000 each accident This insurance must be written
in comprehensive form and must protect the Contractor and FW against claims for injuries to members of the public
andor damage to the property of others arising from the Contractorrsquos use of motor vehicles or other equipment and
must cover both on-site and off-site operations
G Nothing contained herein will be deemed to operate as a waiver of FWrsquos sovereign immunity under the law
615 No Waiver or Estoppel
Neither the inspection by FW nor any of its employees nor any payment of money nor payment for nor acceptance of
any Commodity by FW nor any extension of time shall operate as a waiver of any provision of this Contract or of any
power herein reserved to the Owner or of any right to damage herein provided No waiver of any breach of this Contract
shall be held to be a waiver of any other subsequent breach All remedies provided in this Contract to FW shall be
construed as cumulative and shall be in addition to each and every other remedy herein provided Neither FW nor any
officer employee or authorized representative of FW will be bound precluded or estopped by any action
determination decision acceptance return certificate or payment made or given under or in connection with the
Contract by any officer employee or authorized representative of the Owner at any time either before or after final
completion and acceptance of the Work and payment therefore from (a) showing the true and correct classification amount quality or character of the Commodities delivered or that any determination decision acceptance return
certificate or payment was incorrect or was improperly made in any respect or that the Commodities or any part thereof
do not in fact conform to the requirements of the Contract (b) demanding and recovering from the Contractor any
overpayment made to the Contractor or such damages as FW may sustain by reason of the Contractorrsquos failure to comply
with the requirements of the Contract or (c) both of the foregoing clauses (a) and (b)
616 Partial Invalidity
IFB 21-054
Electric Motor Repairs
29
Neither any payment for nor acceptance of the whole or any part of the services by FW nor any extension of time
shall operate as a waiver of any provision of any Contract resulting from this IFB nor of any power herein reserved to
FW or any right to damages herein provided nor shall any waiver of any breach of any Contract be held to be a waiver
of any other or subsequent breach Failure of FW to require compliance with any term or condition of any Contract shall
not be deemed a waiver of such term or condition or a waiver of the subsequent enforcement thereof
617 Payment Clauses Required in All Contracts
Section sect 22-4352 of the Virginia Public Procurement Act requires the following
A That any contract awarded by FW include the following clauses
1 The Contractor shall take one of the two following actions within seven days after receipt of amounts paid to the contractor by FW for work performed by any subcontractor(s) under the contract
a The Contractor shall pay its subcontractor(s) for the proportionate share of the total payment received from
FW attributable to the work performed by the subcontractor under that contract or
b Notify FW and any subcontractor(s) in writing of his intention to withhold all or a part of the
subcontractors payment with the reason for nonpayment
2 Bidders shall include in their offer submissions either (i) if an individual contractor their social security
numbers and (ii) proprietorships partnerships and corporations to provide their federal employer identification
numbers
3 The contractor shall pay interest to the subcontractor(s) on all amounts owed by the Contractor that remain
unpaid after seven days following receipt by the Contractor of payment from FW for work performed by the
subcontractor under the contract except for amounts withheld as allowed in subdivision 1
4 Unless otherwise provided under the terms of this contract interest shall accrue at the rate of one percent per
month
B The contractor shall include in each of its subcontracts a provision requiring each subcontractor to include or
otherwise be subject to the same payment and interest requirements with respect to each lower-tier subcontractor
C A contractors obligation to pay an interest charge to a subcontractor pursuant to the payment clause in this section
shall not be construed to be an obligation of FW A contract modification shall not be made for the purpose of
providing reimbursement for the interest charge A cost reimbursement claim shall not include any amount for
reimbursement for the interest charge
618 Payment
A Invoices All invoices shall be submitted directly to the FW Accounts Payable department by mail fax or e-mail
Invoices shall include the FW Purchase Order and the Contractorrsquos FEIN Invoices are not to be sent to the contract
Project Manager or other departmental reps Failure to comply may result in late payments for which FW will not
be liable
B Terms All payments will be Net 30 from the date of receipt of a valid invoice at FW Finance Department Payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery
whichever occurs last This shall not affect offers of discounts for payment in less than 30 days however
C Partial Payments Requests for partial payments or advanced payments must be submitted as part of the Price Bid
along with a justification FW reserves the right to accept reject or negotiate requests for partial payments If the
request is rejected the Bidder must waive the requirement in order to remain in consideration
D Refunds If the Contractor is declared to be in default FW will be eligible for a full and immediate refund for all
payments made to the Contractor Partial Payments Requests for partial payments or advanced payments must be
submitted as part of the Price Offer along with a justification FW reserves the right to accept reject or negotiate
requests for partial payments If the request is rejected the Bidder must waive the requirement in order to remain
in consideration
IFB 21-054
Electric Motor Repairs
30
E Unreasonable Charges Under certain emergency procurements and for most time and material purchases final job
costs cannot be accurately determined at the time orders are placed In such cases final payment is contingent on
a determination of reasonableness with respect to all invoiced charges Charges that appear to be unreasonable will
be researched and challenged and that portion of the invoice held in abeyance until a settlement can be reached Upon determining that invoiced charges are not reasonable FW shall promptly notify the Contractor in writing as
to those charges that it considers unreasonable and the basis for the determination
619 Price Firm Period
Bid pricing shall be firm fixed as originally offered and accepted for the first 12 months of the contract
620 Rider Clause
Subject to the mutual agreement between the parties any contract awarded on the basis of this solicitation may be used
by any public entity (to include jurisdictions comprising the Metropolitan Washington Council of Governments) to
enter into a contract for the services described and defined herein For single purchases the contract may be used for
up to 12 months from the actual date of contract award For multi-year contracts the contract may be used throughout
the effective period of the contract Contracts awarded as a result of this solicitation will be subject to these terms and
conditions andor such terms and conditions as may be required by the controlling body for the public agency using the
contract Pricing shall be as offered by the successful Offeror and subsequently accepted by FW
621 Taxes
FW is exempt from Federal Excise Taxes Virginia State Sales and Use Taxes and the District of Columbia Sales Taxes
and Transportation Taxes FWs tax identification number is 54-6025290
622 Termination of Contract
A For Cause In the event that the Contractor (1) fails to deliver any Commodity or Service in accordance with the
time period established therefore in the Contract or (2) fails to furnish any Commodity or Service which conforms
in all respects to the requirements of the Contract then FW without prejudice to any other rights or remedies it may
have at law or in equity (including its right to seek damages from the Contractor) shall have the right to terminate
the Contract and any outstanding Purchase Orders by issuing a written notice of termination to the Contractor Such
notice of termination shall describe in reasonable detail the grounds for the termination and shall take effect
immediately upon receipt by the Contractor
If after issuance of a notice of termination under this Section it is determined for any reason that cause for such
termination did not exist then the rights and obligations of the parties shall be the same as if the notice of termination
had been delivered under the provisions of subsection B (termination for convenience) hereof provided however that the Contractor in such event shall be deemed to have received seven days prior written notice of such
termination Any compensation due the Contractor pursuant to subsection B shall be offset by the cost to FW of
remedying the default by the Contractor The Contractor shall in no event be entitled to receive any consequential
damages or any anticipated profits with respect to Commodities not yet furnished to and accepted by FW as of the
effective date of any such termination
B For Convenience FW shall have the right to terminate the Contract andor any outstanding Purchase Orders issued
hereunder at its own convenience for any reason by giving seven business days prior written notice of termination
to the Contractor In such event the Contractor shall be paid an amount equal to the actual cost of any Commodity
delivered to and accepted by FW and the actual cost of any equipment goods or materials ordered by the Contractor
hereunder in good faith which could not be canceled less the salvage value thereof provided sufficient
substantiation is furnished to FW Any subcontract entered into by the Contractor in connection with the transactions contemplated hereby shall contain a similar termination provision for the benefit of the Contractor and
FW The Contractor shall in no event be entitled to receive anticipated profits on any Commodities not yet furnished
to and accepted by FW as of the effective date of any such termination
IFB 21-054
Electric Motor Repairs
31
623 Virginia Freedom of Information Act
Except as provided herein all proceedings records contracts and other public records relating to procurement
transactions shall be open to the inspection of any citizen any interested person firm or corporation in accordance with
the Virginia Freedom of Information Act
624 Faith-Based Organizations
FW does not discriminate against faith-based organizations
625 Immigration Reform and Control Act of 1986
By entering this Contract the Contractor certifies that it does not and will not during the performance of this Contract
violate the provisions of the Federal Immigration Reform and Control Act of 1986 which prohibits employment of
illegal aliens
626 Severability
In the event that any provision shall be adjudged or decreed to be invalid by a court of competent jurisdiction such ruling
shall not invalidate the entire Agreement but shall pertain only to the provision in question and the remaining provisions shall
continue to be valid binding and in full force and effect
627 Licensure
To the extent required by the Commonwealth of Virginia (see eg 541-1100 et seq of the Code of Virginia) or FW the
Contractor shall be duly licensed to provide the goods and services required to be delivered pursuant to this Contract
628 Authority to Transact Business in Virginia
A Contractor organized as a stock or nonstock corporation limited liability company business trust or limited partnership
or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a
domestic or foreign business entity if so required by Title 131 or Title 50 of the Code of Virginia or as otherwise required
by law Any business entity described herein that enters into a Contract with FW pursuant to the Virginia Public Procurement
Act 22-4300 et seq shall not allow its existence to lapse or its certificate of authority or registration to transact business in
the Commonwealth if so required under Title 131 or Title 50 of the Code of Virginia to be revoked or cancelled at any time during the term of the Contract FW may void any Contract with a business entity if the business entity fails to remain in
compliance with the provisions of this section
629 Drug-free Workplace to be Maintained by Contractor
During the performance of this contract the contractor agrees to (i) provide a drug-free workplace for the contractors
employees (ii) post in conspicuous places available to employees and applicants for employment a statement notifying
employees that the unlawful manufacture sale distribution dispensation possession or use of a controlled substance or
marijuana is prohibited in the contractors workplace and specifying the actions that will be taken against employees for violations of such prohibition (iii) state in all solicitations or advertisements for employees placed by or on behalf of the
contractor that the contractor maintains a drug-free workplace and (iv) include the provisions of the foregoing clauses in
every subcontract or purchase order of over $10000 so that the provisions will be binding upon each subcontractor or vendor
630 Employment Discrimination by Contractor Prohibited Required Contract Provisions
The following provision is required to be in every contract of more than $10000 (Virginia Public Procurement Act sect 22-
4311)
A During the performance of any ensuing contract the Contractor agrees as follows
IFB 21-054
Electric Motor Repairs
32
1 The contractor will not discriminate against any employee or applicant for employment because of race
religion color sex national origin age disability or other basis prohibited by state law relating to
discrimination in employment except where there is a bona fide occupational qualification reasonably
necessary to the normal operation of the contractor The contractor agrees to post in conspicuous places
available to employees and applicants for employment notices setting forth the provisions of this nondiscrimination clause
2 The contractor in all solicitations or advertisements for employees placed by or on behalf of the contractor
will state that such contractor is an equal opportunity employer
3 Notices advertisements and solicitations placed in accordance with federal law rule or regulation shall be
deemed sufficient for the purpose of meeting the requirements of this section
B The contractor will include the provisions of the foregoing paragraphs 1 2 and 3 in every subcontract or purchase
order of over $10000 so that the provisions will be binding upon each subcontractor or vendor
631 Counterparts
This Contract and any amendments or renewals hereto may be executed in a number of counterparts and each
counterpart signature when taken with the other counterpart signatures is treated as if executed upon one original of
this Contract or any amendment or renewal A signature by any party to this Contract provided by facsimile or
electronic mail is binding upon that party as if it were the original
632 Survival of Terms
Upon discharge of this Agreement Sections (Notice Hold Harmless Warranties Governing LawForum Contractual
Disputes) of these Terms and Conditions continue and survive in full force and effect
633 Non-Waiver
No waiver of any provision of this Agreement shall constitute a waiver of any other provision nor shall any waiver of this Agreement constitute a continuing waiver unless otherwise expressly provided
634 Contractual Disputes
A Contractual claims whether for money or for other relief will be submitted in writing not later than 60 days after
final payment provided however that written notice of the Contractorrsquos intention to file such claim must
1 Be delivered to the attention of FWrsquos Procurement Representative assigned to this contract not later than five
days after the occurrence or of the beginning of the Work upon which the claim is based and
2 Contain a reasonably detailed description of the basis of the claim otherwise the claim will be deemed to have been waived FW will make a written decision upon any such claim within 60 days after submittal of the claim
The Contractor will not institute legal action prior to receipt of FWrsquos decision on the claim unless FW fails to
render such decision within 90 days after submittal of the claim The decision of FW will be final unless the
Contractor initiates legal action as provided in Section 22-4364 of the Virginia Code Failure of FW to render
a decision within 90 days will not result in the Contractor being awarded the relief claimed nor will it result in
any other relief or penalty The sole result of FWrsquos failure to render a decision within the time allotted will be
the Contractorrsquos right to immediately institute legal action No administrative appeals procedure pursuant to
Section 22-4365 of the Virginia Code has been established for contractual claims under this Agreement
B No claim of any nature will be made against FW by or on behalf of a subcontractor unless the Consultant has first
(a) evaluated such claim thoroughly and determined it to be meritorious (b) issued a written notice to the
subcontractor finding the subcontractorrsquos claim to be meritorious and setting forth any additional compensation or additional days to be paid or granted to the subcontractor on account of such claim and (c) paid the subcontractor
in full for such claim In presenting such a claim the Consultant will provide FW with a copy of the written notice
to the subcontractor and with evidence of payment in full of the subcontractorrsquos claim No such claim will exceed
the amount actually paid to the subcontractor
IFB 21-054
Electric Motor Repairs
33
ATTACHMENT 1
BID SUBMISSION FORM
COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE E-MAIL
FAX FED ID
VIRGINA STATE CORPORATION COMMISSION (SCC) REGISTRATION INFORMATION
The bidder
1048709 is a corporation or other business entity with the following SCC identification number
-OR-
1048709 is not a corporation limited liability company limited partnership registered limited liability partnership or business trust
-OR-
1048709 is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees agents offices facilities or inventories in Virginia (not counting any employees or agents in Virginia
who merely solicit orders that require acceptance outside Virginia before they become contracts and not counting any
incidental presence of the offeror in Virginia that is needed in order to assemble maintain and repair goods in accordance with
the contracts by which such goods were sold and shipped into Virginia from offerorrsquos out-of-state location) -OR-
1048709 is an out-of-state business entity that is including with this proposal an opinion of legal counsel which accurately and
completely discloses the undersigned offerorrsquos current contacts with Virginia and describes why those contacts do not constitute
the transaction of business in Virginia within the meaning of sect 131-757 or other similar provisions in Titles 131 or 50 of the
Code of Virginia
1048709 Please check this box if you have not completed any of the foregoing options but currently have pending before the SCC an
application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number once issued (Fairfax Water reserves the right to determine in its sole discretion
whether to allow such waiver)
IFB 21-054
Electric Motor Repairs
34
COMPANY
PART 1 ndash Hypothetical Electric Motor Repair Pricing
Repair scenarios immediately follow the signature section of the Bid Submission Form See Section 56 of the
solicitation for detailed instructions on how to complete the Bid Form and on how to bid the hypothetical repair scenarios To be deemed responsive and eligible for contract award the Bidder shall bid on all four scenarios and
shall include the separate price for each scenario in their Bid Submission Packet
HYPOTHETICAL REPAIR PRICING SCHEDULE
Repair 1A
Foxmill Pumping Station Pump Motor 5 Motor Evaluation Report Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1A $_______________________
Repair 1B
Corbalis Treatment Plant Finished Water P1 Inboard Bearing Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1B $_______________________
Repair 1C
Corbalis Plate Settler Feed Pump 2 ndash Motor Evaluation Report Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1C $_______________________
Repair 1D
Griffith Finished Water Pumping Station Pump Motor 3 Motor Evaluation Report
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1D $_______________________
PART 1 HYPOTHETICAL REPAIRS 1A ndash 1D TOTAL COST $_______________________
IFB 21-054
Electric Motor Repairs
35
COMPANY
PART 2 Discounts Offered by Motor Horse Power
1 Discount off Vaughenrsquos Guide for motors greater than 60 hp up to 600 hp (includes all makes amp
models AC amp DC high amp low voltage high amp low RPM single amp three phase)
2 Discount off Vaughenrsquos Guide for motors greater than 600 hp (includes all makes amp models AC amp
DC high amp low voltage high amp low RPM single amp three phase)
Date of Vaughenrsquos Pricing Guide
PART 3 Labor Rates
Labor rates bid in this section shall directly correlate to the labor rates quoted in Part 1 and shall include
all direct and indirect overhead costs including but not limited to travel to and from the jobsite general
and administrative costs etc Labor rates will only be paid on the basis of time at the FW job site or as
documented for work done at the ManufacturerrsquosContractorrsquos site
3 FW Onsite Labor ndash Regular Time (MondayndashFriday 730 am through 500 pm) $___________hour
4 FW Onsite Labor-Overtime $___________hour (Monday-Friday 500 pm through 730 am weekends and holidays)
5 In Shop Labor ndash Regular Time (MondayndashFriday 730 am through 500 pm) $___________hour
6 In Shop Labor ndash Overtime $___________hour
(Monday-Friday 500 pm through 730 am weekends and holidays)
PART 4 Contact Person
List a contact personrsquos name and telephone number for normal FW working hours 730 amndash500 pm
Monday-Friday Answering machines are unacceptable as a point of contact For emergency calls outside
normal FW working hours (nights andor weekends) list a contact personrsquos name and telephone number
or have a voice mail paging system or answering service Bidders using a voice mail paging system or
answering service in lieu of a contact person shall be required to initiate a call back to the sender within
(30) thirty minutes
IFB 21-054
Electric Motor Repairs
36
COMPANY
Type of answering system used by your firm (check one)
Voice Mail Paging System Answering Service
Contact for Normal Working Hours
Name(s) __________________________________________
__________________________________________
Telephone __________________________________________
__________________________________________
Contact for Emergency Calls (outside normal FW working hours)
Name(s) __________________________________________
__________________________________________
Telephone __________________________________________
__________________________________________
PART 5 Repair Facility Capabilities
Please check the following for Repair Facility capabilities
Facility capable of performing all balance work (no subcontracting)
Facility capable of starting 3 phase 4160 volt 3050 HP vertical motor
Facility capable of starting 3 phase 4160 volt 1800 HP horizontal motor
Facility allows for Owner personnel to safely witness testing
Repair Facility Address
IFB 21-054
Electric Motor Repairs
37
Submittals to be included in Bid Packet
1 Attachment 2 ndash Bidder Reference Form
2 Subcontractor List with Subcontractor References if applicable
3 Attachment 9 IRS Form W-9
4 Acknowledgement Page(s) for all Addendum if applicable
bull PAYMENT TERMS FWrsquos minimum payment term is Net 30 days All
bids will be interpreted as Net 30 unless otherwise specified herein By submitting an offer to sell in
response to this solicitation all bidders acknowledge and agree to this requirement
By my signature I certify that I am acting as an agent or in the case of an LLP the Partner or Managing
Partner for the firm identified on this Bid Submission Form and that I am fully authorized to bind the
firm to the specifications terms and conditions of this solicitation as well as any addenda thereto
Company Name
Signature Printed Name
Title Date
[HYPOTHETICHAL REPAIR SCENARIOS IMMEDIATELY FOLLOW THIS PAGE]
IFB 21-054
Electric Motor Repairs
38
BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1A FOXMILL PUMPING STATION PUMP MOTOR 5 SERVICE Reason for Service Motor Evaluation Report
Motor Description General Electric Model 5kb3396448501 Sn Wwh-283004190 Type (Kv) Induction Custom-8000 Vertical Motor 70000 Hp 3 Phase 60 Hertz 4000 Volts Frame 8339p30 887 Rpm 1 Pick up motor from the Foxmill Pump Station Herndon
2 Check all mechanical tolerances and fits using precision measurement tools and provide report highlight any
out of tolerance measurements 3 Check out electrical components using electrical test methods Meggar Surge Pi And Hi Pot 4 Dynamically balance rotors in the presence of the FW representative 5 Clean and degrease motor components 6 Reassemble unit and perform motor testing and final report 7 Ship unit to FW Foxmill PS 8 Provide 1 Year Warranty
CONTINUES ON NEXT PAGE
FOXMILL 5 SAP 350261
MFR GENERAL ELECTRIC
SN WWH-283004189
FRAME 8339P30 TYPE INDUCTION PH 3
DISGN CODE HP 700 VOLTS 4000
HZ 60 RPM 887 AMPS 920 RISE 30deg
B
DUTY Cont CLASS INS F AMPS
Y
TEMP AMB 40deg SF
ENCLOSURE TEWAC
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
550
IFB 21-054
Electric Motor Repairs
39
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1A ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
40
COMPANY BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1B CORBALIS FINISHED WATER P1 MOTOR SERVICE Reason for Service Inboard Bearing
Motor Description Horizontal Motor 1750 Horsepower 3 Phase 60 Hertz 900 Rpm 4000 Volts 21120-17 Frame Ideal Electric Serial 981097-01 Synchronous 1 Pick up motor from Corbalis Water Treatment Plant Herndon
2 Check all mechanical tolerances and fits using precision measurement tools and provide report highlight any
out of tolerance measurements
3 Check out electrical components using electrical test methods Meggar Surge Pi and Hi pot
4 Dynamically balance rotors in the presence of the FW representative
5 Clean and degrease motor components
6 Reassemble unit and perform motor testing and final report
7 Ship unit to FW Corbalis Water Treatment Plant
8 Provide 1 Year Warranty
CONTINUES ON NEXT PAGE
FW 1 SAP 350109
MFR IDEAL ELECTRIC
SN 981097-01 FRAME 21120-17 TYPE SMB PH 3
DISGN CODE HP 1750 VOLTS 4000
HZ 60 RPM 900 AMPS 195 RISE 85deg
B DET
DUTY CONT CLASS INS F AMPS
Y
TEMP AMB 40deg SF 15 ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
41
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1B ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
42
COMPANY BID SUBMISSION PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1C
CORBALIS PLATE SETTLER FEED PUMP 2 FLYGHT MOTOR Reason for Service Motor Evaluation Report Service
Motor Description FLYGT 45kW-60hp RPM 1170 Volts 460 AMPS 73 Model CP3300091-0258 Serial 3300091-0720003 1 Pick Up motor from the Corbalis Water Treatment Plant Herndon
2 Inspect test run and disassemble
3 Perform electrical test and mechanical checks
4 Clean and bake
5 Rewind stator install thermal protectors VPI in Epoxy Resin
6 Fabricate new SS shaft
7 Balance rotor and impeller in the presence of FW representative
8 Replace lower bearing housing and install new bearings and new mechanical seals
9 Replace o-rings and gaskets Replace lifting chain (SS Grade)
10 Install new stationary and rotating wear rings replace retaining rings
11 Replace hardware reassemble unit and perform motor testing and final report
12 Paint
CONTINUES ON NEXT PAGE
Plate Settler Feed Pump 2 SAP 360128
MFR FLYGHT
SN 3300091-0720003
FRAME TYPE
PH
DISGN CODE HP 60 VOLTS 460
HZ
RPM 1170 AMPS 73 RISE
B
DUTY
CLASS INS
AMPS
Y
TEMP AMB
SF
ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
43
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1C ndash CONTINUED
13 Ship unit to FW Corbalis Water Treatment Plant
14 Provide 1 Year Warranty
15 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
44
COMPANY BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1D
GRIFFITH PUMPING STATION PUMP MOTOR 3 SERVICE Reason for Service Motor Evaluation Report Motor has excessive clearance in lower guide bearing Lower Guide bearing is NU style bearing Bearing Skidding is present in Bearing
Motor Description Vertical Motor Type MIBA-V TEWAC 720 RPM 1800 HP 3 Phase 60 Hz 4000 Volts 1 Pick Up motor from Griffith Pump Station Lorton
2 Check All Mechanical Tolerances Fits Using Precision Measurement Tools And Provide Report Hi Lite Any Out
Of Tolerance Measurements 3 Check Out Electrical Components Using Electrical Test Methods Meggar Surge Pi And Hi Pot
4 Dynamically Balance Rotors with FW Rep Present At API 610 4WN
5 Clean And Degrease Motor Components
6 Reassemble Unit and Perform Motor Testing and vibration analysis with FW rep present and provide Final Report
7 Ship Unit to FW Griffith PS
8 Provide 2 Year Warranty
CONTINUES ON NEXT PAGE
FWP3 MFR IDEAL
SN 001077-03 FRAME TYPE IMV PH 3
DISGN CODE HP 1800 VOLTS 4000
HZ 60 RPM 715 AMPS 238 RISE 80 C B RES
DUTY CONT CLASS INS F AMPS 274 105 C
Y RES
TEMP AMB 40 C SF 115 ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
45
COMPANY
BID SUBMISSION PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1D ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
46
ATTACHMENT 2
REFERENCES
BIDDERrsquoS NAME
1 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
2 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
3 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
IFB 21-054
Electric Motor Repairs
47
ATTACHMENT 2
REFERENCES CONTINUED
BIDDERS NAME ______________________________
4 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
5 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
IFB 21-054
Electric Motor Repairs
48
ATTACHMENT 3 OPERATING DATA SHEET
ISSUED TO DATE ISSUED Fairfax Water Work Order FW Electrical Supervisor Phone Conditioned Based Maintenance Supervisor Phone Return date requested A Equipment Specifications
1 Equipment Name
2 SAP ID Number
3 Manufacturer
4 Serial Number
5 Horsepower
6 Voltage B Work Requested
1 Reconditioning and Testing
2 Rewind
3 Other (describe) C If motor failure is involved state conditions under which failure occurred D Special Insulation Requirements
1 Moisture
2 Abrasion E Type of Housing Paint and Color
Paint furnished by customer Yes No
IFB 21-054
Electric Motor Repairs
49
ATTACHMENT 4
INSPECTION DATA SHEET ndashPAGE 1 OF 2 Company Performing Work Motor SN SAP ID A Initial Inspection and Tests
1 Insulation Resistance
Voltage Applied v Ambient Temp oC Machine Temp oC
1 min 10 min PI A to GND
B to GND
C to GND
2 Surge Test Test Voltagehelliphelliphellip V Pass ___ Fail ___ 3 Growler Test Pass ___ Fail ___ 4 Motor Shaft Run out In
5 Rotor Endplay In
6 Shaft Diameter In
B Disassembly
1 End Bells Marked
2 Fan Orientation Marked C Component Inspection
1 General Condition of Rotor (include probable cause of major damage)
a Rotor Iron
b Rotor Windings Rotor bars
c Retaining Rings
IFB 21-054
Electric Motor Repairs
50
ATTACHMENT 4 INSPECTION DATA SHEET ndashPAGE 2 OF 2
Company Performing Work Motor SN SAP ID
2 General Condition of Stator (include probable cause of major damage)
a Stator Iron b End Lacings and Support systems
c Wedges
d Windings
e RTDThermocouple Condition
3 General Condition of Shaft Keyways
4 General Condition of Bearings
5 General Condition of Motor Housing
6 Other
7 Core loss preceding winding removal watts
8 Core loss following winding removal watts
9 Recommended Repairs Signature Printed Name Title Date
IFB 21-054
Electric Motor Repairs
51
ATTACHMENT 5 Page 1 of 5
WORK PERFORMED DATA SHEET Company Performing Work Motor SN SAP ID A Describe work performed on rotor B Describe work performed on stator C Describe work performed on shaft D Describe work performed on bearings
Replaced bearings Yes No Manufacturer Type Code
E Other F Was motor vacuum-pressure impregnated Yes No
Resin used
Number of VPI and bake cycles G Was motor treated for abrasion protection Yes No
Treatment used
IFB 21-054
Electric Motor Repairs
52
ATTACHMENT 5 Page 2 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID H Varnish used for non-VPI applications
Number of dip and bake cycles I Final Tests
1 Insulation Resistance
Voltage Applied v Ambient Temp oC Machine Temp oC
1 min 10 min PI
A to GND
B to GND
C to GND
2 Phase Balance
Voltage Applied Vac A amps B amps C amps
3 High Potential Applied Leakage Time
Phase Voltage Current Duration
A
B
C
OR (if cant be separated)
ALL
IFB 21-054
Electric Motor Repairs
53
ATTACHMENT 5 Page 3 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
4 Winding Resistance
A-B milliohms A-N milliohms
B-C milliohms OR B-N milliohms C-A milliohms C-N milliohms
5 Dynamic Balance
RPM Vibration DE ODE Initial Final
6 No-Load Run
Phase Bearing Current Temperature Vibration_________
Ia Ib Ic Inboard Outboard RPM Inboard Outboard
15 Min 30 Min 45 Min
60 Min Acceleration time (Seconds) Peak starting current (Amper) ( IFL)
7 Miscellaneous
Direction of Rotation Viewed from End
End Play (Sleeve Bearing Only) in
IFB 21-054
Electric Motor Repairs
54
ATTACHMENT 5 Page 4 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
Inboard Bearing Journal Dia in
Inboard Bearing ID in
Outboard Bearing Journal Dia in
Outboard Bearing ID in
8 High FrequencySurge Comparison Tests (New Coils Only)
Voltage Applied v
Results
9 Air Gap Measurements
A minimum of sixteen (16) readings should be taken from each end using the following method
1 Mark position on stator at 12 oclock 3 oclock 6 oclock and 9 oclock 2 Mark position on rotor at 12 oclock 3 Take air gap readings at 12 3 6 and 9 from both ends pinion end (DE) opposite end (ODE)
Record readings [Eight (8) readings] 4 Rotate rotor to 3 oclock position 5 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings [Eight (8)
readings] 6 Rotate rotor to 6 oclock position 7 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings [Eight (8)
readings] 8 Rotate rotor to 9 oclock position 9 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings (Eight (8)
readings) 10 Calculate average readings and overall average air gap The acceptable tolerance between
average readings and the overall average gap is plusmn5
IFB 21-054
Electric Motor Repairs
55
ATTACHMENT 5 Page 5 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
DRIVE END
OPPOSITE DRIVE END
IFB 21-054
Electric Motor Repairs
56
ATTACHMENT 6 WAIVER OF SPECIFICATIONRELEASE OF HOLD POINT
Company Requesting Waiver of SpecificationRelease of Hold Point Person Making RequestDate Contact Info FW Equipment Name FW SAP EQUIPMENT Number Manufacturer Serial Number Horsepower Voltage Request for Waiver of Specification
Request for Release of Hold Point
Item Description FW Authorized Action APPROVED BY Printed Name and Title Date
IFB 21-054
Electric Motor Repairs
57
ATTACHMENT 7
RECOMMENDED CLEARANCES SLEEVE BEARINGS
ROUND BORES ONLY Company Performing Work Motor SN SAP ID Shaft Size Clearance for Clearance for Journal Diameter Horizontal Shaft Vertical Shaft (In inches) (In Inches) (In Inches) (In Inches) 1 004 +001 -000 004 +001 -000 2 004 +001 -000 004 +001 -000 3 006 +002 -000 006 +001 -000 4 008 +002 -000 007 +001 -000 5 010 +002 -000 007 +002 -000 6 012 +002 -000 007 +002 -000 7 014 +002 -000 007 +002 -000 8 016 +002 -000 007 +002 -000 9 018 +002 -000 007 +002 -000 10 020 +002 -000 007 +002 -000 11 020 +002 -000 007 +002 -000 12 021 +002 -000 007 +002 -000 13 021 +002 -000 007 +002 -000 14 022 +002 -000 007 +002 -000 15 022 +002 -000 008 +002 -000 16 023 +002 -000 008 +002 -000 17 023 +002 -000 008 +002 -000 18 024 +002 -000 008 +002 -000 19 024 +002 -000 008 +002 -000 20 025 +002 -000 008 +002 -000
IFB 21-054
Electric Motor Repairs
58
ATTACHMENT 8 Company Performing Work Motor SN SAP ID
DYNAMIC BALANCE CERTIFICATE
Balance Machine Model No ______________ Last Calibration Date ________ Balance Machine Serial No __________________________ Weight __________________ ldquoIn Servicerdquo Speed (RPM) ________ Balance Speed (RPM) __________________________
Certified by Printed Name and Title
Radius of permanent balance weight (in) _____________ IB _____________OB As Found Balance (ozin) _____________________IB ___________________OB As Left Balance (ozin) ______________________IB ___________________OB Calculated acceptance limit per journal (4WN) ___________IB __________OB If ozin value is not available for ldquoAs Found Balancerdquo and ldquoAs Left Balancerdquo use the mils value
Vendor _______________________________ Balance Date _________Time____ Equipment balanced __________________________________________________
IFB 21-054
Electric Motor Repairs
14
b Random Wound Coils
1) All materials in the insulation system shall be rated for Class ldquoHrdquo operation
2) Minimum thickness for stator slot insulation material shall be 015 inches
3) All ground wall insulating material shall extend beyond the edge of the stator iron
in a uniform manner and shall be cuffed
4) Slot separators shall be used between coils in all stator slots
5) Phase insulation in the winding end turns shall be resin treated glass cloth or
equivalent to provide positive separation between phases in the event of varnish
degradation caused by excessive temperature above the motor rating
6) Sleeving used on stator connections shall be acrylic coated fiberglass or equivalent
rate 4000 volts or higher
7) Leads shall be GE Vulkaflex or equivalent for open enclosure motors and silicone
rubber covered with glass braid or equivalent for totally enclosed motors
8) Stator shall be subjected to two dip and bake cycles as outlined in Section 23A7
or as directed by Owner
44 Repair Facility Requirements
A Repair Facility Capabilities
1 Facility shall be capable of performing all balance work (no subcontracting will be
authorized)
2 Facility shall be capable of starting 3-phase 4160 volt 3050 HP vertical motor
3 Facility shall be capable of starting 3-phase 4160 volt 1800 HP horizontal motor
4 Facility shall allow for FW staff to safely witness testing
B Repair Facility Location
The Contractorrsquos repair facility shall be located within a four-hour drive from FWrsquos main office
located at 8570 Executive Park Avenue Fairfax Virginia 22031 Fairfax County Virginia
45 Future Work Time of Performance
A All motor repairs shall be performed and completed in accordance with the delivery lead time
included in the written quote Failure of the Contractor to perform within the stated deadlines
may jeopardize FWrsquos ability to provide water to its customers and may result in FW terminating
the contract with the Contractor for cause
B By submitting a proposal in response to this solicitation Contractor agrees without exception
that for all future work quoted they shall meet the delivery lead times as specified in their written
quote Contractor further attests that they shall provide FW expedited services as required to
complete all future work without additional cost (See Section 47)
IFB 21-054
Electric Motor Repairs
15
46 Transportation
The Contractor shall furnish all transportation services to pick up and return motors to the
designated FW facility All deliveries to FW shall be FOB Destination Transportation costs shall
be included in the Contractorrsquos labor rates or listed separately Fairfax Water will not pay any
additional or separate charges for transportation not included on the bid price
47 Priority Customer
The Contractor understands and acknowledges that FW provides services that are essential to the
health and welfare of the public Failure of the Contractor to perform the services described herein
in a timely manner may jeopardize FWrsquos ability to provide essential services which may affect the
health and welfare of the public served by FW In the event of material shortages at any level of the
production to delivery chain the Contractor agrees and affirms that FW shall be given the earliest
possible notice and the highest priority for allocation of all goods and services specified herein To
the extent that the Contractor must prioritize and allocate delivery among its customers the
requirements of FW shall be honored before goods and services are provided to any customer with
no obligations with regard to the public health and welfare To the extent that availability of repair
parts or Contractor staffing including subcontractor staffing is insufficient to meet the requirements
of all the Contractorrsquos customers who are responsible for the health and welfare of the public the
goods shall be allocated in a manner deemed to be fair and reasonable to all such clients
48 Time Is Of The Essence
Time is of the essence Repair services shall be performed within the time specified on the
Contractorrsquos Bid Submission Form or otherwise set forth on the applicable Purchase Order
Notwithstanding the foregoing the Contractor shall not be deemed to have breached the terms and
conditions of the Contract Documents to the extent any delay is due to circumstances beyond its
reasonable control and without the fault or negligence of the Contractor provided that the Contractor
first shall have provided Fairfax Water with written notice (to include facsimile or e-mail) of any
such delay within five days after the occurrence of events or circumstances causing the delay
49 Use of Subcontractors
A The Contractor shall be responsible for all products and services described and defined herein
The use of any subcontractor is prohibited unless the Contractor proposes to use a subcontractor
at the time of bid submission Approval to use a subcontractor shall be in written form and be a
part of the resultant contract (See Section 55 for subcontractor submittal requirements)
B Even when properly authorized by FW the use of a subcontractor does not relieve the Contractor
of liability under the contract
C The Contractor at its sole expense shall be responsible for damage to FW and non-FW property
as a result of its failure or its subcontractorrsquos failure to protect such facilities and utilities
D The Contractor at its sole expense shall immediately repair or replace FW property damaged
by (or caused by) the Contractor or its Subcontractor(s) Replacements will be of equal or better
IFB 21-054
Electric Motor Repairs
16
quality than the property damaged property and all such work must be approved by FW Project
Manager
410 Delays
A By the Contractor After issuing a written warning to the Contractor FW may declare the
Contractor in default for unacceptable delays If such a declaration is made FW reserves the
unilateral right to cure the default by any means available to FW including but not limited to
contracting with another supplier to complete the repairs Any additional repair costs incurred
by FW as a result of unacceptable delays on the part of the Contractor may be passed onto the
Contractor This is not a limitation of FWrsquos legal rights to recover damages due to Contractor
default in any other way
B By FW The Contractor shall not be responsible for delays caused by FW its agents or other
FW Contractors To the extent that the Contractor is unable to proceed due to the actions or
inactionrsquos of FW its agents employees or other FW Contractors the Contractor shall be granted
an extension to the delivery schedule equal to the documented amount of time the Contractor
was prevented from performing work The Contractor shall not be eligible for damages as a
result of FW delays
411 Site Safety and Access
A The Contractor shall schedule and coordinate the Work and install temporary facilities as
required to maintain continuous operation and access to existing equipment in the area of Work
The Contractor shall not commence retrofit work until authorized by the FW Project Manager
The Contractor is advised that FW may at its sole discretion delay or stop work as required to
ensure continuous and reliable operation of the facility especially during peak flow events
B The Contractor shall secure the Site and all areas of Work to prevent access and the potential for
injury to its employees FW employees its agents and others by construction and installation of
temporary guard-rails fencing barricades highway cones warning signstape etc andor other
appropriate means and as directed by the FW Project Manager Such hazards include but are
not limited to mechanical hazards electrical hazards surface irregularities or construction tools
and equipment
C FW shall have the right to deny access to the Site or require the Contractor to remove from the
Site any individual who has exhibited violent abusive or threatening behavior or conduct
D FW may limit restrict or prohibit access to areas of the Site on a permanent or temporary basis
When access to such restricted areas is required by the Contractor to perform the Work the
Contractor shall obtain permission from the FW Project Manager and shall comply with such
conditions or limitations to access as may be imposed by the FW Project Manager
E FW may restrict parking or require parking permits for vehicles to be brought onto the plant The
Contractor shall be responsible for arranging transportation for its personnel to reach the job sites
from whatever parking area is provided by FW
IFB 21-054
Electric Motor Repairs
17
412 Superintendence by Contractor
A The Contractor shall have a competent Field Supervisor satisfactory to FW on the job site at all
times during the progress of the Work The Contractor shall be responsible for coordinating all
portions of the Work under contract except where otherwise specified in the contract documents
and for all safety and worker health programs and practices The Contractor shall notify the
Project Manager in writing of any proposed change in superintendent including the reason
therefore prior to making such change
B The Contractor shall at all times enforce strict discipline and good order among the workers on
the project The Contractor shall not employ on the Project any unfit person anyone not skilled
in the work assigned to him or anyone who will not work in harmony with those employed by
the Contractor subcontractors FW or FWrsquos separate Contractors and their subcontractors
C FW may in writing require the Contractor to remove from FW property any employee FW
deems to be incompetent careless not working in harmony with others on the site or otherwise
objectionable
5 INSTRUCTIONS TO BIDDERS
51 Questions and Communications
A All contact between prospective bidders and FW with respect to this solicitation will be formally
held at scheduled meetings or in writing issued by the Procurement Office Questions and
comments regarding the meaning or interpretation of any aspect of this solicitation must be
submitted in writing to the Procurement Contact identified on the cover page to this solicitation
and must be received on or before the deadline for submitting questions Only written questions
will be accepted Questions or comments that are submitted after the deadline set forth on the
cover page to this solicitation will not be answered
B FW will respond to all questions and comments that are received by the deadline and that are
deemed to address a matter that is relevant and substantive in nature within a reasonable period
of time in the form of a written Addendum Oral communications between FW and any bidder
regarding the interpretation or meaning of any aspect of this IFB are not authorized and may not
be relied upon for any purpose
52 Instructions for Submitting Bids
The deadline for submitting bids and the location of the bid opening is shown on the cover page All
bids must be submitted in a sealed package(s) no other form of submission will be accepted (ie
email facsimile etc) Bids will be opened immediately following the deadline for submitting bids
Bids will be opened in accordance with the provisions of the Virginia Public Procurement Act
IFB 21-054
Electric Motor Repairs
18
Bid packages must be identified on the outside as follows
From _____________________________________________ ______________________
Name of Bidder Due Date
_____________________________________________ ______________________
Street IFB No
_____________________________________________ ______________________
City State Zip Code IFB Title
Attn Tammy Spinks
53 Virtual Bid Opening
A Virtual Bid Opening will be held immediately after the bid submission deadline Attendees may
access the Virtual Bid Opening using the following information
Microsoft Teams meeting
Join on your computer or mobile app
Click here to join the meeting
Or call in (audio only)
+1 571-348-5786544174819 United States Arlington
Phone Conference ID 544 174 819
54 Familiarity with Specifications
A Each Bidder shall bear responsibility for thoroughly examining this solicitation in its entirety
In the event that a bidder has any questions or comments regarding the proper meaning or intent
of any aspect of this solicitation then the bidder shall submit all such questions and comments
in writing to the Procurement Contact identified on the cover sheet of this solicitation
B The submission of a bid by a bidder in response to this solicitation shall be deemed to constitute
a representation on the part of such Bidder that it has thoroughly examined this solicitation and
has submitted any and all questions and comments it may have regarding the meaning or
interpretation of this solicitation to Fairfax Water in the manner prescribed herein
55 Bid Submission Packet
A Attachment 1 is the Bid Submission Form It must be completed and signed by an agent who is
fully authorized to bind the individual or organization submitting the offer to sell to the
specifications terms and conditions contained herein as well as any addenda to this solicitation
B Attachment 2 is the Reference Form Each bidder shall include at least three references with
their bid submission packet References shall be from customers of comparable size and scope
of operations as FW to whom the bidder has supplied the same services within the past 24-
months References must be able to attest without reservation to the fact that the bidder provided
the contracted services without any significant problem of any kind and at any time during the
contract period Bidders shall not list FW as a reference for purposes of this solicitation
IFB 21-054
Electric Motor Repairs
19
C Subcontractor List and Subcontractor Reference List Submittals
1 The Contractor shall include a list of all proposed subcontractors with their bid submission
packet The Subcontractor List shall specify the type of work and percentage of work the
Contractor shall rely on the subcontractor to perform
2 The Contractor shall include a separate list of references for each proposed subcontractor
with three references from the subcontractorrsquos customers that are of comparable size and
scope of operations as FW to whom the subcontractor has supplied the same services within
the past 24-months References must be able to attest without reservation to the fact that the
subcontractor provided the services without any significant problem of any kind and at any
time during the contract period The subcontractor reference list shall not list FW as a
reference for purposes of this solicitation
D Attachment 9 is the IRS Form W-9 Request for Taxpayer Identification Number and
Certification Each bidder shall include a completed form with their bid submission packet
E In addition to the mandatory insurance requirements listed in Subsection 614 (Insurance
Requirements) and at the request of FW the Contractor shall submit a list of all insurance claims
made against it within the past 12 months Failure to include this information within ten calendar
days of request by FW may result in rejection of your bid
56 Directions for Completing the Bid Form and Bidding each Hypothetical Electric Motor Repair
A The Bid Submission Form is broken down into five sections
Part 1 ndash Hypothetical Electric Motor Repair Pricing
Part 2 ndash Vaughenrsquos Pricing Guide Discounts Offered by Motor horse power
Part 3 ndash Labor Rates
Part 4 ndash Contact Person
Part 5 ndash Repair Facility Capabilities and Location Certification
B Bidders shall fill in all blanks provided on the Bid Form for all sections paying particular attention
to the instructions given for Part 1 and Part 3 Failure to complete all sections of the Bid Submission
Form may deem your bid as non-responsive Failure to include the separate pricing sheets for
each scenario in your bid submission packet will cause FW to deem the bid as non-response
and it will not be eligible for contract award All transportation shall be bid as FOB Destination
Include all necessary costs in your bid submission Failure to include the cost of shipping and
handling will be interpreted as included in the unit price for each item FW will not pay for shipping
and handling charges not included in your bid
C Directions for bidding each hypothetical electric motor repair
1 Bidders shall attach a separate and detailed price sheet for each sample scenario to their bid
form The price sheet shall be on the bidderrsquos company letterhead and labeled with the
applicable hypothetical scenario title The price sheet shall be signed by the bidder and
IFB 21-054
Electric Motor Repairs
20
include the bidderrsquos printed name title and date All repair work and parts shall be based on
the Vaughenrsquos Pricing Guide less any discount offered
2 The bidderrsquos separate price sheet shall include at a minimum the following
b Parts shall be bid by quantity unit cost and total cost
c Labor shall be bid by labor type and hourly rate and the extended total cost
d Transportation shall be included in the labor rate or listed separately
3 Bidders shall report their total material costs less any discount offered the total number of
manhours needed to complete the repair and the total cost for all labor categories for each
scenario in the appropriate spaces in PART 1 Sample Repair Pricing Schedule on the Bid
Submission Form
4 Bidders shall report the aggregate cost of all four repair scenarios in PART 1 Sample Repair
Pricing Schedule on the Bid Submission Form in the appropriate space
5 In the event of a mathematical error on the Sample Repair Pricing Schedule unit prices from
each detailed price sheet scenario shall prevail
6 Bidders shall record any discount offered and utilized in pricing each scenario by motor horse
power in PART 2 ndash Discounts Offered on the Bid Submission Form
7 All four hypothetical repair scenarios shall be bid and the bidderrsquos separate price sheet shall be
included with their Bid Submission Form Bidders who fail to bid all four hypothetical repairs
or fail to include each hypothetical repairs separate price sheet will be deemed non-responsive
and their bid will not be eligible for award
57 Proprietary Information
A Except as provided herein or as otherwise set forth in sect22-4342 of the Virginia Public
Procurement Act (Va Code Ann sect22-4300 et seq the ldquoActrdquo) all proceedings records
contracts and other public records relating to procurement transactions shall be open to
inspection in accordance with the Virginia Freedom of Information Act (Va Code Ann sect22-
3700 et seq the ldquoVirginia FOIArdquo)
B A Bidder Offeror or Contractor shall have the right to identify data or other materials submitted
in connection with this procurement as trade secrets or proprietary information which shall not
be subject to inspection pursuant to either sect22-4342 of the Act or the Virginia FOIA by
submitting to Fairfax Water prior to or at the time of submission of its proposal or bid a separate
written notice on its letterhead stationery setting forth the following (i) a statement indicating
that the Bidder Offeror or Contractor wishes to invoke the protections of this section (ii) an
identification of the data or other materials for which protection is sought and (iii) a statement
with regard to why protection is necessary
IFB 21-054
Electric Motor Repairs
21
58 ExceptionsAdditions
No exceptions or additions to the SpecificationsScope of Work or Contract Terms and Conditions
shall be permitted Any questions or concerns regarding any part of the IFB shall be submitted to
the Procurement Contact prior to the date specified in the Questions and Communications section
above Bids containing any exceptions to the SpecificationsScope of Work or Contract Terms and
Conditions or submitting additional Terms and Conditions shall be deemed non-responsive and
rejected Exceptions or additions proposed after bid submission by the successful bidder shall not
be accepted
59 Addenda to the IFB
A FW reserves the right to amend this solicitation at any time prior to the deadline for submitting
Bids If it becomes necessary to revise any part of this IFB notice of the revision will be given
in the form of an Addendum that will be provided to all prospective Bidders who are on record
with FW as having received this solicitation If in the opinion of FW the deadline for the
submission of bids does not provide sufficient time for consideration of any Addendum then
such deadline may be extended at the discretion of FW
B It shall be the responsibility of each Bidder to contact the Purchasing Contact identified on the
cover page to this solicitation prior to submission of a bid hereunder in order to determine
whether any Addenda have been issued in connection with this procurement Notwithstanding
any provision to the contrary the failure of any Bidder to receive any Addenda shall neither
constitute grounds for withdrawal of its bid nor relieve such Bidder from any responsibility for
incorporating the provisions of any Addenda in its proposal
C Acknowledge receipt of each addendum by signing it and submitting it by the bid deadline
Failure to return a signed addendum may result in a bid being determined non-responsive
510 Late Bids
Bids or unsolicited amendments to bids arriving after the bid submission deadline will not be
considered
511 Arrearage
By submitting a Bid in response to this solicitation the individual or firm submitting the bid shall
be deemed to represent that it is not in arrears in the payment of any obligation due and owing FW
the Commonwealth of Virginia or any public body in the Commonwealth of Virginia including but
not limited to any obligation to pay taxes andor employee benefits Bidder further agrees that it
shall make diligent efforts to avoid becoming in arrears during the Term of any Contract awarded
hereunder
512 Contract Award
Contract award will be made to the lowest responsive and responsible bidder based on total cost
Whenever the lowest responsive and responsible bidder is a resident of a state other than Virginia
IFB 21-054
Electric Motor Repairs
22
and such state under its laws allows a resident contractor of that state a percentage preference a like
preference shall be allowed to the lowest responsive and responsible bidder who is a resident of
Virginia and is the next lowest bidder If the lowest bidder is a resident contractor of a state with an
absolute preference the bid preference shall not be considered
513 Public Notice of Award
Public notice of award will be posted on the official FW web site
httpswwwfairfaxwaterorgcontracts
514 Authorization to do Business in Virginia
Each bidder that is organized or authorized to transact business in the Commonwealth of Virginia
pursuant to Title 131 or Title 50 of the Virginia Code shall include with its bid the identification
number issued to it by the Virginia State Corporation Commission Any bidder that is not authorized
to transact business in Virginia as a foreign entity under Title 131 or title 50 of the Virginia Code
or as otherwise required by law shall include in its bid a statement describing why the bidder is not
required to be so authorized Any bidder that fails to provide the required information may not
receive an award
515 Cancellation
FW may cancel this solicitation at any time and for any reason prior to contract award
516 Compliance with Laws Regulations and Codes
The Bidder hereby represents and warrants that
A It is qualified and properly licensed to do business in the Commonwealth of Virginia and that it
will take such action as from time to time hereafter may be necessary to remain so qualified
B It is not in arrears with respect to the payment of any monies due and owing FW the
Commonwealth of Virginia or any department or unit thereof including but not limited to the
payment of taxes and employee benefits and that it shall not become so in arrears during the
term of this Contract
C It shall comply with all federal State and local laws regulations and ordinances applicable to
its activities and obligations under this Contract and
D It shall obtain at its expense all licenses permits insurance and governmental approval if any
necessary to the performance of its obligations under this Contract
517 Debarment Status
By submitting a Bid in response to this solicitation each Bidder certifies that it is not currently
debarred by the federal government the Commonwealth of Virginia or any agency or department
thereof from submitting a bid or proposal in connection with any procurement project and that it is
not an agent of any person or entity that currently is so debarred
IFB 21-054
Electric Motor Repairs
23
518 Duration of Bids
Bids shall be valid for a minimum of 90 days following the deadline for submitting bids If an award
is not made during that period all bids shall be automatically extended for another 90 days Bids
will be automatically renewed until such time as either an award is made or proper notice is given
to FW of Bidders intent to withdraw its bid Bids may only be withdrawn by submitting written
notice at least seven days before the expiration of the then current 90-day period
519 Unit Prices Prevail
In the event that there is a mathematical error on the bid submission form the unit price for each
item shall prevail All costs to provide the goods and services specified in this solicitation shall be
shown on the attached bid form Line items left blank will be interpreted as at no cost to FW
520 Negotiation with Low Bidder
If the lowest bid submitted by a responsive and responsible bidder exceeds available funds for this
procurement then Fairfax Water may in its discretion conduct negotiations with the lowest
responsive and responsible bidder (the ldquoLow Bidderrdquo) in an effort to obtain a contract price that is
within available funds In such event Fairfax Water will notify the Low Bidder verbally or in writing
that its bid exceeds available funds and will schedule a conference with the Low Bidder Fairfax
Water staff and such advisors and consultants as Fairfax Water deems appropriate in order to discuss
possible modifications to the scope of the procurement that may result in a price that is within
available funds The conference and any subsequent negotiations may be conducted in person or by
telephone If during the conference the parties arrive at an acceptable modification to the scope of
the project and a contract price that is within available funds then Fairfax Water may award a
contract to the Low Bidder based upon the newly-modified terms and conditions Otherwise the
Low Bidder will within 15 days after the date of the conference (or such longer or shorter period as
may be specified in writing by Fairfax Water) submit to Fairfax Water a written addendum to its
original Bid Form which describes its proposed modification(s) to the scope of the procurement and
sets forth the Low Bidderrsquos newly adjusted bid price Fairfax Water may conduct further
negotiations with the Low Bidder or request additional clarifications or modifications If the Low
Bidderrsquos proposed modifications are acceptable to Fairfax Water and the associated contract price is
within available funds then Fairfax Water may award a contract to the Low Bidder based upon the
modified terms and conditions If the proposed modifications are not acceptable to Fairfax Water
or the associated price reductions are not within available funds then Fairfax Water will terminate
negotiations and reject all bids
521 References
Each bidder shall include at least three references with their bid submission packet (see Attachment
2 References) References shall be from customers of comparable size and scope of operations as
FW to whom the bidder has supplied the same services within the past 24-months References must
be able to attest without reservation to the fact that the bidder provided the contracted services
without any significant problem of any kind and at any time during the contract period Bidders
shall not list FW as a reference for purposes of this solicitation
IFB 21-054
Electric Motor Repairs
24
522 Insurance Claims against Bidder
In addition to the mandatory insurance requirements listed in Section 614 (Insurance Requirements)
and at the request of FW the apparent low bidder shall submit a list of all insurance claims made
against it within the past 12 months Failure to include this information within ten calendar days of
request by FW may result in rejection of your bid
523 Incorporation by Reference
This solicitation is issued in accordance with and controlled by the Virginia Public Procurement
Act (VPPA) which is incorporated into and made part of the solicitation by reference By submitting
a bid in response to this solicitation all bidders acknowledge the VPPA and agree to be bound by it
A copy of the VPPA is available for inspection at the Purchasing Department at FW It is also
available at this site
httpslawlisvirginiagovvacodepopularnamesvirginia-public-procurement-act
6 CONTRACT TERMS AND CONDITION
61 Term of Contract
The term of this contract shall be from the effective date of the contract award through October 31 2022 with four 1-
year renewal options through October 31 2026
62 Anti-Discrimination
By submitting their bids Bidders certify to FW that they will conform to the provisions of the Federal Civil Rights Act of 1964 as amended as well as the Virginia Fair Employment Contracting Act of 1975 as amended where applicable
the Virginians With Disabilities Act the Americans With Disabilities Act and sect11-51 of the Virginia Public Procurement
Act
A During the performance of the contract the Contractor agrees as follows
1 The Contractor will not discriminate against any employee or applicant for employment because of race
religion color sex national origin or disabilities except where religion sex or national origin is a bona fide
occupational qualification reasonably necessary to the normal operation of the Contractor The Contractor
agrees to post in conspicuous places available to employees and applicants for employment notices setting
forth the provisions of this nondiscrimination clause
2 The Contractor in all solicitations or advertisements for employees placed by or on behalf of the Contractor
will state that such Contractor is an equal opportunity employer
3 Notices advertisements and solicitations placed in accordance with federal law rule or regulation shall be
deemed sufficient for the purpose of meeting these requirements
B The Contractor will include the provisions above in every subcontract or purchase order so that the provisions will
be binding upon each subcontractor or vendor
C Fairfax Water does not discriminate against faith-based organizations on the basis of the organizationrsquos religious
character or impose conditions that (a) restrict the religious character of the faith-based organization except as provided by law or (b) impair diminish or discourage the exercise of religious freedom by the recipients of such
goods services or disbursements
IFB 21-054
Electric Motor Repairs
25
63 Antitrust
By entering into a contract the Contractor conveys sells assigns and transfers to FW all rights title and interest in and
to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the
Commonwealth of Virginia relating to the particular goods or services purchased or acquired by FW
64 Assignment of Interest
The Contractor shall not assign any interest in any resulting Contract and shall not transfer any interest in the same
without prior written consent of FW which FW shall be under no obligation to grant
65 Availability of Funds
It is understood and agreed between the parties herein that FW shall be bound hereunder only to the extent of the funds
available or which may hereafter become available for the purpose of this agreement
66 Compliance with Laws Regulations and Codes
The Bidder hereby represents and warrants that
A It is qualified and properly licensed to do business in the Commonwealth of Virginia and that it will take such action
as from time to time hereafter may be necessary to remain so qualified
B It is not in arrears with respect to the payment of any monies due and owing FW the Commonwealth of Virginia
or any department or unit thereof including but not limited to the payment of taxes and employee benefits and that
it shall not become so in arrears during the term of this Contract
C It shall comply with all federal State and local laws regulations and ordinances applicable to its activities and
obligations under this Contract and
D It shall obtain at its expense all licenses permits insurance and governmental approval if any necessary to the
performance of its obligations under this Contract
67 Contract Formation
A The words ldquoContractrdquo and ldquoPurchase Orderrdquo are used interchangeably unless the context otherwise plainly requires
The documents comprising the Contract shall be accorded the following order of precedence
1 The Contract including any Amendments or Change Orders
2 All Purchase Orders
3 Any Addenda to this RFQ 4 This RFQ (including all Appendices and Attachments hereto) and
5 The Bidderrsquos completed Quote Submission Form (including any drawings and submittals)
B Anything called for by one of the contract documents and not called for by the others shall be of like effect as if
required or called for by all except that a provision clearly designed to negate or alter a provision contained in one
or more of the other contract documents shall have the intended effect
68 Contract Changes Change Orders
A No verbal agreement or conversation with any officer agent or employee of FW either before or after the execution
of any Contract resulting from this solicitation or follow-on negotiations shall affect or modify any of the terms
conditions specifications or obligations contained in the solicitation or resulting Contract No alterations to the
terms and conditions of the Contract shall be valid or binding upon FW unless made in writing and signed by the
purchasing contact identified on the cover page Contract changes shall be in writing and shall be on official FW
Purchasing Department letterhead In any event and in all circumstances the Contractor shall be solely liable and
responsible for any Contract changes deviations etc made without first receiving written authorization to deviate
from the Contract by the FW Project Manager
IFB 21-054
Electric Motor Repairs
26
B Changes can be made to the contract in any of the following ways
1 The parties may agree in writing to modify the scope of the contract An increase or decrease in the price of
the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement
to modify the scope of the contract 2 FW may order changes within the general scope of the contract at any time by Notice to the Contractor
Changes within the scope of the contract include but are not limited to things such as services to be performed
the method of packing or shipment and the place of delivery or installation The Contractor shall comply with
the notice upon receipt The Contractor shall be compensated for any additional costs incurred as the result of
such order and shall give FW a credit for any savings Said compensation shall be determined by one of the
following methods
a By mutual agreement between the parties in writing or
b By agreeing upon a unit price or using a unit price set forth in the contract if the work to be done can be
expressed in units and the Contractor accounts for the number of units of work performed subject to FWrsquos
right to audit the Contractorrsquos records andor to determine the correct number of units independently or
c By ordering the Contractor to proceed with the work and keep a record of all costs incurred and savings realized A markup for overhead and profit may be allowed if provided by the contract The same markup
shall be used for determining a decrease in price as the result of savings realized The Contractor shall
present FW with all vouchers and records of expenses incurred and savings realized FW shall have the
right to audit the records of the Contractor as it deems necessary to determine costs or savings Any claim
for an adjustment in price under this provision must be asserted by Notice to the Purchasing Department
Neither the existence of a claim nor a dispute resolution process litigation or any other provision of this
contract shall excuse the Contractor from promptly complying with the changes ordered by FW or with
the performance of the contract generally
69 Contractorrsquos Responsibilities
A The Contractor shall be responsible for all products andor services as required by this IFB The use of
subcontractors is prohibited unless
1 A request to include a subcontractor is included in the bid and
2 The Bidder receives written approval to use a subcontractor prior to or as part of the formal contract between
the parties
B Even when properly authorized by FW the use of a subcontractor does not relieve the Contractor of liability under
the contract C The Contractor at its sole expense shall be responsible for damage to FW and non-FW property as a result of its
failure or its subcontractorrsquos failure to protect such facilities and utilities
D The Contractor at its sole expense shall immediately repair or replace FW property damaged by (or caused by) the
Contractor or its Subcontractor(s) Replacements will be of equal or better quality than the property damaged
property and all such work must be approved by FW Project Manager
610 Ethics in Public Contracting
Contractor hereby certifies that it has familiarized itself with Article 4 of Title 11 of the Virginia Public Procurement
Act Section 11-72 through 80 Virginia Code Annotated and that all amounts received by it pursuant to a contract
resulting from this solicitation are proper and in accordance therewith
611 Examination of Records
Bidder agrees that in any resulting contract either FW or its duly authorized representative shall have access to and the
right to examine and copy any directly pertinent books documents papers and records of the Contractor involving
transactions related to any resulting contract This obligation shall expire five years after the final payment for the final service performed as a result of any and all contract(s) awarded pursuant to this solicitation or until audited by FW
whichever is sooner Contractor will provide reasonable access to any and all necessary documents and upon demand
IFB 21-054
Electric Motor Repairs
27
provide copies of documents if so required by FW or its representative(s) FW will reimburse the Contractor for any
reasonable expenses it incurs as a result of such a request
612 Governing Law Venue Waiver of Jury Trial
Notwithstanding any provision to the contrary this solicitation and any resulting contract shall be governed in all
respects by the laws of the Commonwealth of Virginia Any dispute arising hereunder which is not otherwise resolved
by the parties shall be resolved by a court of competent jurisdiction in the Commonwealth of Virginia The Contractor
and FW hereby waive any right such party may have to a trial by jury in connection with any such litigation
613 Indemnification and Responsibility for Claims and Liability
With respect to any contract that results from this solicitation Bidder is bound by the following
A The Contractor shall indemnify save harmless and defend FW or any employee of FW against liability for any
suits actions or claims of any character whatsoever arising from or relating to the performance of the Contractor
or its subcontractors under this contract
B FW has no obligation to provide legal counsel or defense or pay attorneys fees to the Contractor or its
subcontractors in the event that a suit or action of any character is brought by any person not party to the contract
against the Contractor or its subcontractors as a result of or relating to the Contractors obligations under this
contract
C FW has no obligation for the payment of any judgments or the settlement of any claims against the Contractor or
its subcontractors as a result of or relating to the Contractors obligations under this contract
D The Contractor shall immediately notify FW of any claim or suit made or filed against the Contractor or its
subcontractors regarding any matter resulting from or related to the Contractors obligations under the contract If
such a claim or suit is brought the Contractor will cooperate assist and consult with FW in the defense or
investigation of any suit or action made or filed against FW as a result of or relating to the Contractors performance
under this contract
E The Contractor shall pay all royalties and license fees necessary for performance of the contract The Contractor
shall defend all suits or claims for infringement of any patent rights or other proprietary rights arising from or related to performance of the resulting contract and shall save FW harmless from any loss including Attorneysrsquo fees arising
out of any such claim
614 Insurance
A In addition to the mandatory insurance requirements listed in this Section and at the request of FW any Bidder may
be required to provide a list of all insurance claims made against it within the past 36 months FW reserves the right
to reject any bid if in FWrsquos opinion the amount or number of claims is deemed to be excessive A Bidderrsquos failure
to comply with this requirement may result in rejection of its bid If no claims have been made then the Bidder shall so state in its bid Fairfax Water may require such information from the Contractor as it deems necessary to assess
the Contractorrsquos financial ability to pay any deductibles with respect to the insurance policies required hereunder
B Before commencing the work the Contractor shall procure and maintain at its own expense minimum insurance in
forms and with insurance companies acceptable to FW to cover loss or liability arising out of the Work All
insurance policies must be underwritten by insurers authorized to conduct business within the Commonwealth of
Virginia and must have a Bests rating of at least A- and a financial size of class VIII or better in the latest edition
of Bests Insurance Reports
C The Contractor shall immediately notify FW of any claim or suit made or filed against the Contractor or its
subcontractors regarding any matter resulting from or related to the Contractors obligations under the contract If such a claim or suit is brought the Contractor will cooperate assist and consult with FW in the defense or
IFB 21-054
Electric Motor Repairs
28
investigation of any suit or action made or filed against FW as a result of or relating to the Contractors performance
under this contract
D With the exception of Workersrsquo Compensation and Employersrsquo Liability Insurance all additional insurance policies
specified herein shall name FW as an additional insured with regard to work performed under any subsequent Contract
E The Contractor will provide FW with copies of certificates of insurance coverage and proof of payment of all
premiums Each certificate of insurance must include (a) an endorsement from the insurer that certifies that the
Contractor maintains the referenced policy in full force and effect (b) where applicable a statement indicating that
FW is included as an additional insured and (c) a provision requiring that not less than 30 days written notice will
be given to FW before any policy or coverage is canceled or modified in any material respect Without limiting the
requirements set forth above the insurance coverages will include a minimum of
1 Workers Compensation and Employers Liability Insurance Statutory requirements and benefits as required
by the Commonwealth of Virginia and 2 Required Commercial General Liability Insurance This insurance must be written on an occurrence basis
and shall be endorsed to include FW as an additional insured and shall provide at a minimum the following
General Aggregate Limit $1000000
(Other than Products-Completed Operations)
Products-Completed Operations Aggregate Limit $ 500000
Personal amp Advertising Injury Limit $ 500000
Each Occurrence Limit $ 500000
For Construction Contracts
Directors amp Officers ndash Errors amp Omissions $2000000
F Business Automobile Liability Insurance This insurance coverage must extend to any motor vehicles or other
motorized equipment regardless of whether it is owned hired or non-owned and must cover Bodily Injury and
Property Damage with a combined single limit of at least $1000000 each accident This insurance must be written
in comprehensive form and must protect the Contractor and FW against claims for injuries to members of the public
andor damage to the property of others arising from the Contractorrsquos use of motor vehicles or other equipment and
must cover both on-site and off-site operations
G Nothing contained herein will be deemed to operate as a waiver of FWrsquos sovereign immunity under the law
615 No Waiver or Estoppel
Neither the inspection by FW nor any of its employees nor any payment of money nor payment for nor acceptance of
any Commodity by FW nor any extension of time shall operate as a waiver of any provision of this Contract or of any
power herein reserved to the Owner or of any right to damage herein provided No waiver of any breach of this Contract
shall be held to be a waiver of any other subsequent breach All remedies provided in this Contract to FW shall be
construed as cumulative and shall be in addition to each and every other remedy herein provided Neither FW nor any
officer employee or authorized representative of FW will be bound precluded or estopped by any action
determination decision acceptance return certificate or payment made or given under or in connection with the
Contract by any officer employee or authorized representative of the Owner at any time either before or after final
completion and acceptance of the Work and payment therefore from (a) showing the true and correct classification amount quality or character of the Commodities delivered or that any determination decision acceptance return
certificate or payment was incorrect or was improperly made in any respect or that the Commodities or any part thereof
do not in fact conform to the requirements of the Contract (b) demanding and recovering from the Contractor any
overpayment made to the Contractor or such damages as FW may sustain by reason of the Contractorrsquos failure to comply
with the requirements of the Contract or (c) both of the foregoing clauses (a) and (b)
616 Partial Invalidity
IFB 21-054
Electric Motor Repairs
29
Neither any payment for nor acceptance of the whole or any part of the services by FW nor any extension of time
shall operate as a waiver of any provision of any Contract resulting from this IFB nor of any power herein reserved to
FW or any right to damages herein provided nor shall any waiver of any breach of any Contract be held to be a waiver
of any other or subsequent breach Failure of FW to require compliance with any term or condition of any Contract shall
not be deemed a waiver of such term or condition or a waiver of the subsequent enforcement thereof
617 Payment Clauses Required in All Contracts
Section sect 22-4352 of the Virginia Public Procurement Act requires the following
A That any contract awarded by FW include the following clauses
1 The Contractor shall take one of the two following actions within seven days after receipt of amounts paid to the contractor by FW for work performed by any subcontractor(s) under the contract
a The Contractor shall pay its subcontractor(s) for the proportionate share of the total payment received from
FW attributable to the work performed by the subcontractor under that contract or
b Notify FW and any subcontractor(s) in writing of his intention to withhold all or a part of the
subcontractors payment with the reason for nonpayment
2 Bidders shall include in their offer submissions either (i) if an individual contractor their social security
numbers and (ii) proprietorships partnerships and corporations to provide their federal employer identification
numbers
3 The contractor shall pay interest to the subcontractor(s) on all amounts owed by the Contractor that remain
unpaid after seven days following receipt by the Contractor of payment from FW for work performed by the
subcontractor under the contract except for amounts withheld as allowed in subdivision 1
4 Unless otherwise provided under the terms of this contract interest shall accrue at the rate of one percent per
month
B The contractor shall include in each of its subcontracts a provision requiring each subcontractor to include or
otherwise be subject to the same payment and interest requirements with respect to each lower-tier subcontractor
C A contractors obligation to pay an interest charge to a subcontractor pursuant to the payment clause in this section
shall not be construed to be an obligation of FW A contract modification shall not be made for the purpose of
providing reimbursement for the interest charge A cost reimbursement claim shall not include any amount for
reimbursement for the interest charge
618 Payment
A Invoices All invoices shall be submitted directly to the FW Accounts Payable department by mail fax or e-mail
Invoices shall include the FW Purchase Order and the Contractorrsquos FEIN Invoices are not to be sent to the contract
Project Manager or other departmental reps Failure to comply may result in late payments for which FW will not
be liable
B Terms All payments will be Net 30 from the date of receipt of a valid invoice at FW Finance Department Payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery
whichever occurs last This shall not affect offers of discounts for payment in less than 30 days however
C Partial Payments Requests for partial payments or advanced payments must be submitted as part of the Price Bid
along with a justification FW reserves the right to accept reject or negotiate requests for partial payments If the
request is rejected the Bidder must waive the requirement in order to remain in consideration
D Refunds If the Contractor is declared to be in default FW will be eligible for a full and immediate refund for all
payments made to the Contractor Partial Payments Requests for partial payments or advanced payments must be
submitted as part of the Price Offer along with a justification FW reserves the right to accept reject or negotiate
requests for partial payments If the request is rejected the Bidder must waive the requirement in order to remain
in consideration
IFB 21-054
Electric Motor Repairs
30
E Unreasonable Charges Under certain emergency procurements and for most time and material purchases final job
costs cannot be accurately determined at the time orders are placed In such cases final payment is contingent on
a determination of reasonableness with respect to all invoiced charges Charges that appear to be unreasonable will
be researched and challenged and that portion of the invoice held in abeyance until a settlement can be reached Upon determining that invoiced charges are not reasonable FW shall promptly notify the Contractor in writing as
to those charges that it considers unreasonable and the basis for the determination
619 Price Firm Period
Bid pricing shall be firm fixed as originally offered and accepted for the first 12 months of the contract
620 Rider Clause
Subject to the mutual agreement between the parties any contract awarded on the basis of this solicitation may be used
by any public entity (to include jurisdictions comprising the Metropolitan Washington Council of Governments) to
enter into a contract for the services described and defined herein For single purchases the contract may be used for
up to 12 months from the actual date of contract award For multi-year contracts the contract may be used throughout
the effective period of the contract Contracts awarded as a result of this solicitation will be subject to these terms and
conditions andor such terms and conditions as may be required by the controlling body for the public agency using the
contract Pricing shall be as offered by the successful Offeror and subsequently accepted by FW
621 Taxes
FW is exempt from Federal Excise Taxes Virginia State Sales and Use Taxes and the District of Columbia Sales Taxes
and Transportation Taxes FWs tax identification number is 54-6025290
622 Termination of Contract
A For Cause In the event that the Contractor (1) fails to deliver any Commodity or Service in accordance with the
time period established therefore in the Contract or (2) fails to furnish any Commodity or Service which conforms
in all respects to the requirements of the Contract then FW without prejudice to any other rights or remedies it may
have at law or in equity (including its right to seek damages from the Contractor) shall have the right to terminate
the Contract and any outstanding Purchase Orders by issuing a written notice of termination to the Contractor Such
notice of termination shall describe in reasonable detail the grounds for the termination and shall take effect
immediately upon receipt by the Contractor
If after issuance of a notice of termination under this Section it is determined for any reason that cause for such
termination did not exist then the rights and obligations of the parties shall be the same as if the notice of termination
had been delivered under the provisions of subsection B (termination for convenience) hereof provided however that the Contractor in such event shall be deemed to have received seven days prior written notice of such
termination Any compensation due the Contractor pursuant to subsection B shall be offset by the cost to FW of
remedying the default by the Contractor The Contractor shall in no event be entitled to receive any consequential
damages or any anticipated profits with respect to Commodities not yet furnished to and accepted by FW as of the
effective date of any such termination
B For Convenience FW shall have the right to terminate the Contract andor any outstanding Purchase Orders issued
hereunder at its own convenience for any reason by giving seven business days prior written notice of termination
to the Contractor In such event the Contractor shall be paid an amount equal to the actual cost of any Commodity
delivered to and accepted by FW and the actual cost of any equipment goods or materials ordered by the Contractor
hereunder in good faith which could not be canceled less the salvage value thereof provided sufficient
substantiation is furnished to FW Any subcontract entered into by the Contractor in connection with the transactions contemplated hereby shall contain a similar termination provision for the benefit of the Contractor and
FW The Contractor shall in no event be entitled to receive anticipated profits on any Commodities not yet furnished
to and accepted by FW as of the effective date of any such termination
IFB 21-054
Electric Motor Repairs
31
623 Virginia Freedom of Information Act
Except as provided herein all proceedings records contracts and other public records relating to procurement
transactions shall be open to the inspection of any citizen any interested person firm or corporation in accordance with
the Virginia Freedom of Information Act
624 Faith-Based Organizations
FW does not discriminate against faith-based organizations
625 Immigration Reform and Control Act of 1986
By entering this Contract the Contractor certifies that it does not and will not during the performance of this Contract
violate the provisions of the Federal Immigration Reform and Control Act of 1986 which prohibits employment of
illegal aliens
626 Severability
In the event that any provision shall be adjudged or decreed to be invalid by a court of competent jurisdiction such ruling
shall not invalidate the entire Agreement but shall pertain only to the provision in question and the remaining provisions shall
continue to be valid binding and in full force and effect
627 Licensure
To the extent required by the Commonwealth of Virginia (see eg 541-1100 et seq of the Code of Virginia) or FW the
Contractor shall be duly licensed to provide the goods and services required to be delivered pursuant to this Contract
628 Authority to Transact Business in Virginia
A Contractor organized as a stock or nonstock corporation limited liability company business trust or limited partnership
or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a
domestic or foreign business entity if so required by Title 131 or Title 50 of the Code of Virginia or as otherwise required
by law Any business entity described herein that enters into a Contract with FW pursuant to the Virginia Public Procurement
Act 22-4300 et seq shall not allow its existence to lapse or its certificate of authority or registration to transact business in
the Commonwealth if so required under Title 131 or Title 50 of the Code of Virginia to be revoked or cancelled at any time during the term of the Contract FW may void any Contract with a business entity if the business entity fails to remain in
compliance with the provisions of this section
629 Drug-free Workplace to be Maintained by Contractor
During the performance of this contract the contractor agrees to (i) provide a drug-free workplace for the contractors
employees (ii) post in conspicuous places available to employees and applicants for employment a statement notifying
employees that the unlawful manufacture sale distribution dispensation possession or use of a controlled substance or
marijuana is prohibited in the contractors workplace and specifying the actions that will be taken against employees for violations of such prohibition (iii) state in all solicitations or advertisements for employees placed by or on behalf of the
contractor that the contractor maintains a drug-free workplace and (iv) include the provisions of the foregoing clauses in
every subcontract or purchase order of over $10000 so that the provisions will be binding upon each subcontractor or vendor
630 Employment Discrimination by Contractor Prohibited Required Contract Provisions
The following provision is required to be in every contract of more than $10000 (Virginia Public Procurement Act sect 22-
4311)
A During the performance of any ensuing contract the Contractor agrees as follows
IFB 21-054
Electric Motor Repairs
32
1 The contractor will not discriminate against any employee or applicant for employment because of race
religion color sex national origin age disability or other basis prohibited by state law relating to
discrimination in employment except where there is a bona fide occupational qualification reasonably
necessary to the normal operation of the contractor The contractor agrees to post in conspicuous places
available to employees and applicants for employment notices setting forth the provisions of this nondiscrimination clause
2 The contractor in all solicitations or advertisements for employees placed by or on behalf of the contractor
will state that such contractor is an equal opportunity employer
3 Notices advertisements and solicitations placed in accordance with federal law rule or regulation shall be
deemed sufficient for the purpose of meeting the requirements of this section
B The contractor will include the provisions of the foregoing paragraphs 1 2 and 3 in every subcontract or purchase
order of over $10000 so that the provisions will be binding upon each subcontractor or vendor
631 Counterparts
This Contract and any amendments or renewals hereto may be executed in a number of counterparts and each
counterpart signature when taken with the other counterpart signatures is treated as if executed upon one original of
this Contract or any amendment or renewal A signature by any party to this Contract provided by facsimile or
electronic mail is binding upon that party as if it were the original
632 Survival of Terms
Upon discharge of this Agreement Sections (Notice Hold Harmless Warranties Governing LawForum Contractual
Disputes) of these Terms and Conditions continue and survive in full force and effect
633 Non-Waiver
No waiver of any provision of this Agreement shall constitute a waiver of any other provision nor shall any waiver of this Agreement constitute a continuing waiver unless otherwise expressly provided
634 Contractual Disputes
A Contractual claims whether for money or for other relief will be submitted in writing not later than 60 days after
final payment provided however that written notice of the Contractorrsquos intention to file such claim must
1 Be delivered to the attention of FWrsquos Procurement Representative assigned to this contract not later than five
days after the occurrence or of the beginning of the Work upon which the claim is based and
2 Contain a reasonably detailed description of the basis of the claim otherwise the claim will be deemed to have been waived FW will make a written decision upon any such claim within 60 days after submittal of the claim
The Contractor will not institute legal action prior to receipt of FWrsquos decision on the claim unless FW fails to
render such decision within 90 days after submittal of the claim The decision of FW will be final unless the
Contractor initiates legal action as provided in Section 22-4364 of the Virginia Code Failure of FW to render
a decision within 90 days will not result in the Contractor being awarded the relief claimed nor will it result in
any other relief or penalty The sole result of FWrsquos failure to render a decision within the time allotted will be
the Contractorrsquos right to immediately institute legal action No administrative appeals procedure pursuant to
Section 22-4365 of the Virginia Code has been established for contractual claims under this Agreement
B No claim of any nature will be made against FW by or on behalf of a subcontractor unless the Consultant has first
(a) evaluated such claim thoroughly and determined it to be meritorious (b) issued a written notice to the
subcontractor finding the subcontractorrsquos claim to be meritorious and setting forth any additional compensation or additional days to be paid or granted to the subcontractor on account of such claim and (c) paid the subcontractor
in full for such claim In presenting such a claim the Consultant will provide FW with a copy of the written notice
to the subcontractor and with evidence of payment in full of the subcontractorrsquos claim No such claim will exceed
the amount actually paid to the subcontractor
IFB 21-054
Electric Motor Repairs
33
ATTACHMENT 1
BID SUBMISSION FORM
COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE E-MAIL
FAX FED ID
VIRGINA STATE CORPORATION COMMISSION (SCC) REGISTRATION INFORMATION
The bidder
1048709 is a corporation or other business entity with the following SCC identification number
-OR-
1048709 is not a corporation limited liability company limited partnership registered limited liability partnership or business trust
-OR-
1048709 is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees agents offices facilities or inventories in Virginia (not counting any employees or agents in Virginia
who merely solicit orders that require acceptance outside Virginia before they become contracts and not counting any
incidental presence of the offeror in Virginia that is needed in order to assemble maintain and repair goods in accordance with
the contracts by which such goods were sold and shipped into Virginia from offerorrsquos out-of-state location) -OR-
1048709 is an out-of-state business entity that is including with this proposal an opinion of legal counsel which accurately and
completely discloses the undersigned offerorrsquos current contacts with Virginia and describes why those contacts do not constitute
the transaction of business in Virginia within the meaning of sect 131-757 or other similar provisions in Titles 131 or 50 of the
Code of Virginia
1048709 Please check this box if you have not completed any of the foregoing options but currently have pending before the SCC an
application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number once issued (Fairfax Water reserves the right to determine in its sole discretion
whether to allow such waiver)
IFB 21-054
Electric Motor Repairs
34
COMPANY
PART 1 ndash Hypothetical Electric Motor Repair Pricing
Repair scenarios immediately follow the signature section of the Bid Submission Form See Section 56 of the
solicitation for detailed instructions on how to complete the Bid Form and on how to bid the hypothetical repair scenarios To be deemed responsive and eligible for contract award the Bidder shall bid on all four scenarios and
shall include the separate price for each scenario in their Bid Submission Packet
HYPOTHETICAL REPAIR PRICING SCHEDULE
Repair 1A
Foxmill Pumping Station Pump Motor 5 Motor Evaluation Report Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1A $_______________________
Repair 1B
Corbalis Treatment Plant Finished Water P1 Inboard Bearing Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1B $_______________________
Repair 1C
Corbalis Plate Settler Feed Pump 2 ndash Motor Evaluation Report Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1C $_______________________
Repair 1D
Griffith Finished Water Pumping Station Pump Motor 3 Motor Evaluation Report
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1D $_______________________
PART 1 HYPOTHETICAL REPAIRS 1A ndash 1D TOTAL COST $_______________________
IFB 21-054
Electric Motor Repairs
35
COMPANY
PART 2 Discounts Offered by Motor Horse Power
1 Discount off Vaughenrsquos Guide for motors greater than 60 hp up to 600 hp (includes all makes amp
models AC amp DC high amp low voltage high amp low RPM single amp three phase)
2 Discount off Vaughenrsquos Guide for motors greater than 600 hp (includes all makes amp models AC amp
DC high amp low voltage high amp low RPM single amp three phase)
Date of Vaughenrsquos Pricing Guide
PART 3 Labor Rates
Labor rates bid in this section shall directly correlate to the labor rates quoted in Part 1 and shall include
all direct and indirect overhead costs including but not limited to travel to and from the jobsite general
and administrative costs etc Labor rates will only be paid on the basis of time at the FW job site or as
documented for work done at the ManufacturerrsquosContractorrsquos site
3 FW Onsite Labor ndash Regular Time (MondayndashFriday 730 am through 500 pm) $___________hour
4 FW Onsite Labor-Overtime $___________hour (Monday-Friday 500 pm through 730 am weekends and holidays)
5 In Shop Labor ndash Regular Time (MondayndashFriday 730 am through 500 pm) $___________hour
6 In Shop Labor ndash Overtime $___________hour
(Monday-Friday 500 pm through 730 am weekends and holidays)
PART 4 Contact Person
List a contact personrsquos name and telephone number for normal FW working hours 730 amndash500 pm
Monday-Friday Answering machines are unacceptable as a point of contact For emergency calls outside
normal FW working hours (nights andor weekends) list a contact personrsquos name and telephone number
or have a voice mail paging system or answering service Bidders using a voice mail paging system or
answering service in lieu of a contact person shall be required to initiate a call back to the sender within
(30) thirty minutes
IFB 21-054
Electric Motor Repairs
36
COMPANY
Type of answering system used by your firm (check one)
Voice Mail Paging System Answering Service
Contact for Normal Working Hours
Name(s) __________________________________________
__________________________________________
Telephone __________________________________________
__________________________________________
Contact for Emergency Calls (outside normal FW working hours)
Name(s) __________________________________________
__________________________________________
Telephone __________________________________________
__________________________________________
PART 5 Repair Facility Capabilities
Please check the following for Repair Facility capabilities
Facility capable of performing all balance work (no subcontracting)
Facility capable of starting 3 phase 4160 volt 3050 HP vertical motor
Facility capable of starting 3 phase 4160 volt 1800 HP horizontal motor
Facility allows for Owner personnel to safely witness testing
Repair Facility Address
IFB 21-054
Electric Motor Repairs
37
Submittals to be included in Bid Packet
1 Attachment 2 ndash Bidder Reference Form
2 Subcontractor List with Subcontractor References if applicable
3 Attachment 9 IRS Form W-9
4 Acknowledgement Page(s) for all Addendum if applicable
bull PAYMENT TERMS FWrsquos minimum payment term is Net 30 days All
bids will be interpreted as Net 30 unless otherwise specified herein By submitting an offer to sell in
response to this solicitation all bidders acknowledge and agree to this requirement
By my signature I certify that I am acting as an agent or in the case of an LLP the Partner or Managing
Partner for the firm identified on this Bid Submission Form and that I am fully authorized to bind the
firm to the specifications terms and conditions of this solicitation as well as any addenda thereto
Company Name
Signature Printed Name
Title Date
[HYPOTHETICHAL REPAIR SCENARIOS IMMEDIATELY FOLLOW THIS PAGE]
IFB 21-054
Electric Motor Repairs
38
BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1A FOXMILL PUMPING STATION PUMP MOTOR 5 SERVICE Reason for Service Motor Evaluation Report
Motor Description General Electric Model 5kb3396448501 Sn Wwh-283004190 Type (Kv) Induction Custom-8000 Vertical Motor 70000 Hp 3 Phase 60 Hertz 4000 Volts Frame 8339p30 887 Rpm 1 Pick up motor from the Foxmill Pump Station Herndon
2 Check all mechanical tolerances and fits using precision measurement tools and provide report highlight any
out of tolerance measurements 3 Check out electrical components using electrical test methods Meggar Surge Pi And Hi Pot 4 Dynamically balance rotors in the presence of the FW representative 5 Clean and degrease motor components 6 Reassemble unit and perform motor testing and final report 7 Ship unit to FW Foxmill PS 8 Provide 1 Year Warranty
CONTINUES ON NEXT PAGE
FOXMILL 5 SAP 350261
MFR GENERAL ELECTRIC
SN WWH-283004189
FRAME 8339P30 TYPE INDUCTION PH 3
DISGN CODE HP 700 VOLTS 4000
HZ 60 RPM 887 AMPS 920 RISE 30deg
B
DUTY Cont CLASS INS F AMPS
Y
TEMP AMB 40deg SF
ENCLOSURE TEWAC
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
550
IFB 21-054
Electric Motor Repairs
39
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1A ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
40
COMPANY BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1B CORBALIS FINISHED WATER P1 MOTOR SERVICE Reason for Service Inboard Bearing
Motor Description Horizontal Motor 1750 Horsepower 3 Phase 60 Hertz 900 Rpm 4000 Volts 21120-17 Frame Ideal Electric Serial 981097-01 Synchronous 1 Pick up motor from Corbalis Water Treatment Plant Herndon
2 Check all mechanical tolerances and fits using precision measurement tools and provide report highlight any
out of tolerance measurements
3 Check out electrical components using electrical test methods Meggar Surge Pi and Hi pot
4 Dynamically balance rotors in the presence of the FW representative
5 Clean and degrease motor components
6 Reassemble unit and perform motor testing and final report
7 Ship unit to FW Corbalis Water Treatment Plant
8 Provide 1 Year Warranty
CONTINUES ON NEXT PAGE
FW 1 SAP 350109
MFR IDEAL ELECTRIC
SN 981097-01 FRAME 21120-17 TYPE SMB PH 3
DISGN CODE HP 1750 VOLTS 4000
HZ 60 RPM 900 AMPS 195 RISE 85deg
B DET
DUTY CONT CLASS INS F AMPS
Y
TEMP AMB 40deg SF 15 ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
41
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1B ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
42
COMPANY BID SUBMISSION PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1C
CORBALIS PLATE SETTLER FEED PUMP 2 FLYGHT MOTOR Reason for Service Motor Evaluation Report Service
Motor Description FLYGT 45kW-60hp RPM 1170 Volts 460 AMPS 73 Model CP3300091-0258 Serial 3300091-0720003 1 Pick Up motor from the Corbalis Water Treatment Plant Herndon
2 Inspect test run and disassemble
3 Perform electrical test and mechanical checks
4 Clean and bake
5 Rewind stator install thermal protectors VPI in Epoxy Resin
6 Fabricate new SS shaft
7 Balance rotor and impeller in the presence of FW representative
8 Replace lower bearing housing and install new bearings and new mechanical seals
9 Replace o-rings and gaskets Replace lifting chain (SS Grade)
10 Install new stationary and rotating wear rings replace retaining rings
11 Replace hardware reassemble unit and perform motor testing and final report
12 Paint
CONTINUES ON NEXT PAGE
Plate Settler Feed Pump 2 SAP 360128
MFR FLYGHT
SN 3300091-0720003
FRAME TYPE
PH
DISGN CODE HP 60 VOLTS 460
HZ
RPM 1170 AMPS 73 RISE
B
DUTY
CLASS INS
AMPS
Y
TEMP AMB
SF
ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
43
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1C ndash CONTINUED
13 Ship unit to FW Corbalis Water Treatment Plant
14 Provide 1 Year Warranty
15 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
44
COMPANY BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1D
GRIFFITH PUMPING STATION PUMP MOTOR 3 SERVICE Reason for Service Motor Evaluation Report Motor has excessive clearance in lower guide bearing Lower Guide bearing is NU style bearing Bearing Skidding is present in Bearing
Motor Description Vertical Motor Type MIBA-V TEWAC 720 RPM 1800 HP 3 Phase 60 Hz 4000 Volts 1 Pick Up motor from Griffith Pump Station Lorton
2 Check All Mechanical Tolerances Fits Using Precision Measurement Tools And Provide Report Hi Lite Any Out
Of Tolerance Measurements 3 Check Out Electrical Components Using Electrical Test Methods Meggar Surge Pi And Hi Pot
4 Dynamically Balance Rotors with FW Rep Present At API 610 4WN
5 Clean And Degrease Motor Components
6 Reassemble Unit and Perform Motor Testing and vibration analysis with FW rep present and provide Final Report
7 Ship Unit to FW Griffith PS
8 Provide 2 Year Warranty
CONTINUES ON NEXT PAGE
FWP3 MFR IDEAL
SN 001077-03 FRAME TYPE IMV PH 3
DISGN CODE HP 1800 VOLTS 4000
HZ 60 RPM 715 AMPS 238 RISE 80 C B RES
DUTY CONT CLASS INS F AMPS 274 105 C
Y RES
TEMP AMB 40 C SF 115 ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
45
COMPANY
BID SUBMISSION PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1D ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
46
ATTACHMENT 2
REFERENCES
BIDDERrsquoS NAME
1 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
2 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
3 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
IFB 21-054
Electric Motor Repairs
47
ATTACHMENT 2
REFERENCES CONTINUED
BIDDERS NAME ______________________________
4 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
5 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
IFB 21-054
Electric Motor Repairs
48
ATTACHMENT 3 OPERATING DATA SHEET
ISSUED TO DATE ISSUED Fairfax Water Work Order FW Electrical Supervisor Phone Conditioned Based Maintenance Supervisor Phone Return date requested A Equipment Specifications
1 Equipment Name
2 SAP ID Number
3 Manufacturer
4 Serial Number
5 Horsepower
6 Voltage B Work Requested
1 Reconditioning and Testing
2 Rewind
3 Other (describe) C If motor failure is involved state conditions under which failure occurred D Special Insulation Requirements
1 Moisture
2 Abrasion E Type of Housing Paint and Color
Paint furnished by customer Yes No
IFB 21-054
Electric Motor Repairs
49
ATTACHMENT 4
INSPECTION DATA SHEET ndashPAGE 1 OF 2 Company Performing Work Motor SN SAP ID A Initial Inspection and Tests
1 Insulation Resistance
Voltage Applied v Ambient Temp oC Machine Temp oC
1 min 10 min PI A to GND
B to GND
C to GND
2 Surge Test Test Voltagehelliphelliphellip V Pass ___ Fail ___ 3 Growler Test Pass ___ Fail ___ 4 Motor Shaft Run out In
5 Rotor Endplay In
6 Shaft Diameter In
B Disassembly
1 End Bells Marked
2 Fan Orientation Marked C Component Inspection
1 General Condition of Rotor (include probable cause of major damage)
a Rotor Iron
b Rotor Windings Rotor bars
c Retaining Rings
IFB 21-054
Electric Motor Repairs
50
ATTACHMENT 4 INSPECTION DATA SHEET ndashPAGE 2 OF 2
Company Performing Work Motor SN SAP ID
2 General Condition of Stator (include probable cause of major damage)
a Stator Iron b End Lacings and Support systems
c Wedges
d Windings
e RTDThermocouple Condition
3 General Condition of Shaft Keyways
4 General Condition of Bearings
5 General Condition of Motor Housing
6 Other
7 Core loss preceding winding removal watts
8 Core loss following winding removal watts
9 Recommended Repairs Signature Printed Name Title Date
IFB 21-054
Electric Motor Repairs
51
ATTACHMENT 5 Page 1 of 5
WORK PERFORMED DATA SHEET Company Performing Work Motor SN SAP ID A Describe work performed on rotor B Describe work performed on stator C Describe work performed on shaft D Describe work performed on bearings
Replaced bearings Yes No Manufacturer Type Code
E Other F Was motor vacuum-pressure impregnated Yes No
Resin used
Number of VPI and bake cycles G Was motor treated for abrasion protection Yes No
Treatment used
IFB 21-054
Electric Motor Repairs
52
ATTACHMENT 5 Page 2 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID H Varnish used for non-VPI applications
Number of dip and bake cycles I Final Tests
1 Insulation Resistance
Voltage Applied v Ambient Temp oC Machine Temp oC
1 min 10 min PI
A to GND
B to GND
C to GND
2 Phase Balance
Voltage Applied Vac A amps B amps C amps
3 High Potential Applied Leakage Time
Phase Voltage Current Duration
A
B
C
OR (if cant be separated)
ALL
IFB 21-054
Electric Motor Repairs
53
ATTACHMENT 5 Page 3 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
4 Winding Resistance
A-B milliohms A-N milliohms
B-C milliohms OR B-N milliohms C-A milliohms C-N milliohms
5 Dynamic Balance
RPM Vibration DE ODE Initial Final
6 No-Load Run
Phase Bearing Current Temperature Vibration_________
Ia Ib Ic Inboard Outboard RPM Inboard Outboard
15 Min 30 Min 45 Min
60 Min Acceleration time (Seconds) Peak starting current (Amper) ( IFL)
7 Miscellaneous
Direction of Rotation Viewed from End
End Play (Sleeve Bearing Only) in
IFB 21-054
Electric Motor Repairs
54
ATTACHMENT 5 Page 4 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
Inboard Bearing Journal Dia in
Inboard Bearing ID in
Outboard Bearing Journal Dia in
Outboard Bearing ID in
8 High FrequencySurge Comparison Tests (New Coils Only)
Voltage Applied v
Results
9 Air Gap Measurements
A minimum of sixteen (16) readings should be taken from each end using the following method
1 Mark position on stator at 12 oclock 3 oclock 6 oclock and 9 oclock 2 Mark position on rotor at 12 oclock 3 Take air gap readings at 12 3 6 and 9 from both ends pinion end (DE) opposite end (ODE)
Record readings [Eight (8) readings] 4 Rotate rotor to 3 oclock position 5 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings [Eight (8)
readings] 6 Rotate rotor to 6 oclock position 7 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings [Eight (8)
readings] 8 Rotate rotor to 9 oclock position 9 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings (Eight (8)
readings) 10 Calculate average readings and overall average air gap The acceptable tolerance between
average readings and the overall average gap is plusmn5
IFB 21-054
Electric Motor Repairs
55
ATTACHMENT 5 Page 5 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
DRIVE END
OPPOSITE DRIVE END
IFB 21-054
Electric Motor Repairs
56
ATTACHMENT 6 WAIVER OF SPECIFICATIONRELEASE OF HOLD POINT
Company Requesting Waiver of SpecificationRelease of Hold Point Person Making RequestDate Contact Info FW Equipment Name FW SAP EQUIPMENT Number Manufacturer Serial Number Horsepower Voltage Request for Waiver of Specification
Request for Release of Hold Point
Item Description FW Authorized Action APPROVED BY Printed Name and Title Date
IFB 21-054
Electric Motor Repairs
57
ATTACHMENT 7
RECOMMENDED CLEARANCES SLEEVE BEARINGS
ROUND BORES ONLY Company Performing Work Motor SN SAP ID Shaft Size Clearance for Clearance for Journal Diameter Horizontal Shaft Vertical Shaft (In inches) (In Inches) (In Inches) (In Inches) 1 004 +001 -000 004 +001 -000 2 004 +001 -000 004 +001 -000 3 006 +002 -000 006 +001 -000 4 008 +002 -000 007 +001 -000 5 010 +002 -000 007 +002 -000 6 012 +002 -000 007 +002 -000 7 014 +002 -000 007 +002 -000 8 016 +002 -000 007 +002 -000 9 018 +002 -000 007 +002 -000 10 020 +002 -000 007 +002 -000 11 020 +002 -000 007 +002 -000 12 021 +002 -000 007 +002 -000 13 021 +002 -000 007 +002 -000 14 022 +002 -000 007 +002 -000 15 022 +002 -000 008 +002 -000 16 023 +002 -000 008 +002 -000 17 023 +002 -000 008 +002 -000 18 024 +002 -000 008 +002 -000 19 024 +002 -000 008 +002 -000 20 025 +002 -000 008 +002 -000
IFB 21-054
Electric Motor Repairs
58
ATTACHMENT 8 Company Performing Work Motor SN SAP ID
DYNAMIC BALANCE CERTIFICATE
Balance Machine Model No ______________ Last Calibration Date ________ Balance Machine Serial No __________________________ Weight __________________ ldquoIn Servicerdquo Speed (RPM) ________ Balance Speed (RPM) __________________________
Certified by Printed Name and Title
Radius of permanent balance weight (in) _____________ IB _____________OB As Found Balance (ozin) _____________________IB ___________________OB As Left Balance (ozin) ______________________IB ___________________OB Calculated acceptance limit per journal (4WN) ___________IB __________OB If ozin value is not available for ldquoAs Found Balancerdquo and ldquoAs Left Balancerdquo use the mils value
Vendor _______________________________ Balance Date _________Time____ Equipment balanced __________________________________________________
IFB 21-054
Electric Motor Repairs
15
46 Transportation
The Contractor shall furnish all transportation services to pick up and return motors to the
designated FW facility All deliveries to FW shall be FOB Destination Transportation costs shall
be included in the Contractorrsquos labor rates or listed separately Fairfax Water will not pay any
additional or separate charges for transportation not included on the bid price
47 Priority Customer
The Contractor understands and acknowledges that FW provides services that are essential to the
health and welfare of the public Failure of the Contractor to perform the services described herein
in a timely manner may jeopardize FWrsquos ability to provide essential services which may affect the
health and welfare of the public served by FW In the event of material shortages at any level of the
production to delivery chain the Contractor agrees and affirms that FW shall be given the earliest
possible notice and the highest priority for allocation of all goods and services specified herein To
the extent that the Contractor must prioritize and allocate delivery among its customers the
requirements of FW shall be honored before goods and services are provided to any customer with
no obligations with regard to the public health and welfare To the extent that availability of repair
parts or Contractor staffing including subcontractor staffing is insufficient to meet the requirements
of all the Contractorrsquos customers who are responsible for the health and welfare of the public the
goods shall be allocated in a manner deemed to be fair and reasonable to all such clients
48 Time Is Of The Essence
Time is of the essence Repair services shall be performed within the time specified on the
Contractorrsquos Bid Submission Form or otherwise set forth on the applicable Purchase Order
Notwithstanding the foregoing the Contractor shall not be deemed to have breached the terms and
conditions of the Contract Documents to the extent any delay is due to circumstances beyond its
reasonable control and without the fault or negligence of the Contractor provided that the Contractor
first shall have provided Fairfax Water with written notice (to include facsimile or e-mail) of any
such delay within five days after the occurrence of events or circumstances causing the delay
49 Use of Subcontractors
A The Contractor shall be responsible for all products and services described and defined herein
The use of any subcontractor is prohibited unless the Contractor proposes to use a subcontractor
at the time of bid submission Approval to use a subcontractor shall be in written form and be a
part of the resultant contract (See Section 55 for subcontractor submittal requirements)
B Even when properly authorized by FW the use of a subcontractor does not relieve the Contractor
of liability under the contract
C The Contractor at its sole expense shall be responsible for damage to FW and non-FW property
as a result of its failure or its subcontractorrsquos failure to protect such facilities and utilities
D The Contractor at its sole expense shall immediately repair or replace FW property damaged
by (or caused by) the Contractor or its Subcontractor(s) Replacements will be of equal or better
IFB 21-054
Electric Motor Repairs
16
quality than the property damaged property and all such work must be approved by FW Project
Manager
410 Delays
A By the Contractor After issuing a written warning to the Contractor FW may declare the
Contractor in default for unacceptable delays If such a declaration is made FW reserves the
unilateral right to cure the default by any means available to FW including but not limited to
contracting with another supplier to complete the repairs Any additional repair costs incurred
by FW as a result of unacceptable delays on the part of the Contractor may be passed onto the
Contractor This is not a limitation of FWrsquos legal rights to recover damages due to Contractor
default in any other way
B By FW The Contractor shall not be responsible for delays caused by FW its agents or other
FW Contractors To the extent that the Contractor is unable to proceed due to the actions or
inactionrsquos of FW its agents employees or other FW Contractors the Contractor shall be granted
an extension to the delivery schedule equal to the documented amount of time the Contractor
was prevented from performing work The Contractor shall not be eligible for damages as a
result of FW delays
411 Site Safety and Access
A The Contractor shall schedule and coordinate the Work and install temporary facilities as
required to maintain continuous operation and access to existing equipment in the area of Work
The Contractor shall not commence retrofit work until authorized by the FW Project Manager
The Contractor is advised that FW may at its sole discretion delay or stop work as required to
ensure continuous and reliable operation of the facility especially during peak flow events
B The Contractor shall secure the Site and all areas of Work to prevent access and the potential for
injury to its employees FW employees its agents and others by construction and installation of
temporary guard-rails fencing barricades highway cones warning signstape etc andor other
appropriate means and as directed by the FW Project Manager Such hazards include but are
not limited to mechanical hazards electrical hazards surface irregularities or construction tools
and equipment
C FW shall have the right to deny access to the Site or require the Contractor to remove from the
Site any individual who has exhibited violent abusive or threatening behavior or conduct
D FW may limit restrict or prohibit access to areas of the Site on a permanent or temporary basis
When access to such restricted areas is required by the Contractor to perform the Work the
Contractor shall obtain permission from the FW Project Manager and shall comply with such
conditions or limitations to access as may be imposed by the FW Project Manager
E FW may restrict parking or require parking permits for vehicles to be brought onto the plant The
Contractor shall be responsible for arranging transportation for its personnel to reach the job sites
from whatever parking area is provided by FW
IFB 21-054
Electric Motor Repairs
17
412 Superintendence by Contractor
A The Contractor shall have a competent Field Supervisor satisfactory to FW on the job site at all
times during the progress of the Work The Contractor shall be responsible for coordinating all
portions of the Work under contract except where otherwise specified in the contract documents
and for all safety and worker health programs and practices The Contractor shall notify the
Project Manager in writing of any proposed change in superintendent including the reason
therefore prior to making such change
B The Contractor shall at all times enforce strict discipline and good order among the workers on
the project The Contractor shall not employ on the Project any unfit person anyone not skilled
in the work assigned to him or anyone who will not work in harmony with those employed by
the Contractor subcontractors FW or FWrsquos separate Contractors and their subcontractors
C FW may in writing require the Contractor to remove from FW property any employee FW
deems to be incompetent careless not working in harmony with others on the site or otherwise
objectionable
5 INSTRUCTIONS TO BIDDERS
51 Questions and Communications
A All contact between prospective bidders and FW with respect to this solicitation will be formally
held at scheduled meetings or in writing issued by the Procurement Office Questions and
comments regarding the meaning or interpretation of any aspect of this solicitation must be
submitted in writing to the Procurement Contact identified on the cover page to this solicitation
and must be received on or before the deadline for submitting questions Only written questions
will be accepted Questions or comments that are submitted after the deadline set forth on the
cover page to this solicitation will not be answered
B FW will respond to all questions and comments that are received by the deadline and that are
deemed to address a matter that is relevant and substantive in nature within a reasonable period
of time in the form of a written Addendum Oral communications between FW and any bidder
regarding the interpretation or meaning of any aspect of this IFB are not authorized and may not
be relied upon for any purpose
52 Instructions for Submitting Bids
The deadline for submitting bids and the location of the bid opening is shown on the cover page All
bids must be submitted in a sealed package(s) no other form of submission will be accepted (ie
email facsimile etc) Bids will be opened immediately following the deadline for submitting bids
Bids will be opened in accordance with the provisions of the Virginia Public Procurement Act
IFB 21-054
Electric Motor Repairs
18
Bid packages must be identified on the outside as follows
From _____________________________________________ ______________________
Name of Bidder Due Date
_____________________________________________ ______________________
Street IFB No
_____________________________________________ ______________________
City State Zip Code IFB Title
Attn Tammy Spinks
53 Virtual Bid Opening
A Virtual Bid Opening will be held immediately after the bid submission deadline Attendees may
access the Virtual Bid Opening using the following information
Microsoft Teams meeting
Join on your computer or mobile app
Click here to join the meeting
Or call in (audio only)
+1 571-348-5786544174819 United States Arlington
Phone Conference ID 544 174 819
54 Familiarity with Specifications
A Each Bidder shall bear responsibility for thoroughly examining this solicitation in its entirety
In the event that a bidder has any questions or comments regarding the proper meaning or intent
of any aspect of this solicitation then the bidder shall submit all such questions and comments
in writing to the Procurement Contact identified on the cover sheet of this solicitation
B The submission of a bid by a bidder in response to this solicitation shall be deemed to constitute
a representation on the part of such Bidder that it has thoroughly examined this solicitation and
has submitted any and all questions and comments it may have regarding the meaning or
interpretation of this solicitation to Fairfax Water in the manner prescribed herein
55 Bid Submission Packet
A Attachment 1 is the Bid Submission Form It must be completed and signed by an agent who is
fully authorized to bind the individual or organization submitting the offer to sell to the
specifications terms and conditions contained herein as well as any addenda to this solicitation
B Attachment 2 is the Reference Form Each bidder shall include at least three references with
their bid submission packet References shall be from customers of comparable size and scope
of operations as FW to whom the bidder has supplied the same services within the past 24-
months References must be able to attest without reservation to the fact that the bidder provided
the contracted services without any significant problem of any kind and at any time during the
contract period Bidders shall not list FW as a reference for purposes of this solicitation
IFB 21-054
Electric Motor Repairs
19
C Subcontractor List and Subcontractor Reference List Submittals
1 The Contractor shall include a list of all proposed subcontractors with their bid submission
packet The Subcontractor List shall specify the type of work and percentage of work the
Contractor shall rely on the subcontractor to perform
2 The Contractor shall include a separate list of references for each proposed subcontractor
with three references from the subcontractorrsquos customers that are of comparable size and
scope of operations as FW to whom the subcontractor has supplied the same services within
the past 24-months References must be able to attest without reservation to the fact that the
subcontractor provided the services without any significant problem of any kind and at any
time during the contract period The subcontractor reference list shall not list FW as a
reference for purposes of this solicitation
D Attachment 9 is the IRS Form W-9 Request for Taxpayer Identification Number and
Certification Each bidder shall include a completed form with their bid submission packet
E In addition to the mandatory insurance requirements listed in Subsection 614 (Insurance
Requirements) and at the request of FW the Contractor shall submit a list of all insurance claims
made against it within the past 12 months Failure to include this information within ten calendar
days of request by FW may result in rejection of your bid
56 Directions for Completing the Bid Form and Bidding each Hypothetical Electric Motor Repair
A The Bid Submission Form is broken down into five sections
Part 1 ndash Hypothetical Electric Motor Repair Pricing
Part 2 ndash Vaughenrsquos Pricing Guide Discounts Offered by Motor horse power
Part 3 ndash Labor Rates
Part 4 ndash Contact Person
Part 5 ndash Repair Facility Capabilities and Location Certification
B Bidders shall fill in all blanks provided on the Bid Form for all sections paying particular attention
to the instructions given for Part 1 and Part 3 Failure to complete all sections of the Bid Submission
Form may deem your bid as non-responsive Failure to include the separate pricing sheets for
each scenario in your bid submission packet will cause FW to deem the bid as non-response
and it will not be eligible for contract award All transportation shall be bid as FOB Destination
Include all necessary costs in your bid submission Failure to include the cost of shipping and
handling will be interpreted as included in the unit price for each item FW will not pay for shipping
and handling charges not included in your bid
C Directions for bidding each hypothetical electric motor repair
1 Bidders shall attach a separate and detailed price sheet for each sample scenario to their bid
form The price sheet shall be on the bidderrsquos company letterhead and labeled with the
applicable hypothetical scenario title The price sheet shall be signed by the bidder and
IFB 21-054
Electric Motor Repairs
20
include the bidderrsquos printed name title and date All repair work and parts shall be based on
the Vaughenrsquos Pricing Guide less any discount offered
2 The bidderrsquos separate price sheet shall include at a minimum the following
b Parts shall be bid by quantity unit cost and total cost
c Labor shall be bid by labor type and hourly rate and the extended total cost
d Transportation shall be included in the labor rate or listed separately
3 Bidders shall report their total material costs less any discount offered the total number of
manhours needed to complete the repair and the total cost for all labor categories for each
scenario in the appropriate spaces in PART 1 Sample Repair Pricing Schedule on the Bid
Submission Form
4 Bidders shall report the aggregate cost of all four repair scenarios in PART 1 Sample Repair
Pricing Schedule on the Bid Submission Form in the appropriate space
5 In the event of a mathematical error on the Sample Repair Pricing Schedule unit prices from
each detailed price sheet scenario shall prevail
6 Bidders shall record any discount offered and utilized in pricing each scenario by motor horse
power in PART 2 ndash Discounts Offered on the Bid Submission Form
7 All four hypothetical repair scenarios shall be bid and the bidderrsquos separate price sheet shall be
included with their Bid Submission Form Bidders who fail to bid all four hypothetical repairs
or fail to include each hypothetical repairs separate price sheet will be deemed non-responsive
and their bid will not be eligible for award
57 Proprietary Information
A Except as provided herein or as otherwise set forth in sect22-4342 of the Virginia Public
Procurement Act (Va Code Ann sect22-4300 et seq the ldquoActrdquo) all proceedings records
contracts and other public records relating to procurement transactions shall be open to
inspection in accordance with the Virginia Freedom of Information Act (Va Code Ann sect22-
3700 et seq the ldquoVirginia FOIArdquo)
B A Bidder Offeror or Contractor shall have the right to identify data or other materials submitted
in connection with this procurement as trade secrets or proprietary information which shall not
be subject to inspection pursuant to either sect22-4342 of the Act or the Virginia FOIA by
submitting to Fairfax Water prior to or at the time of submission of its proposal or bid a separate
written notice on its letterhead stationery setting forth the following (i) a statement indicating
that the Bidder Offeror or Contractor wishes to invoke the protections of this section (ii) an
identification of the data or other materials for which protection is sought and (iii) a statement
with regard to why protection is necessary
IFB 21-054
Electric Motor Repairs
21
58 ExceptionsAdditions
No exceptions or additions to the SpecificationsScope of Work or Contract Terms and Conditions
shall be permitted Any questions or concerns regarding any part of the IFB shall be submitted to
the Procurement Contact prior to the date specified in the Questions and Communications section
above Bids containing any exceptions to the SpecificationsScope of Work or Contract Terms and
Conditions or submitting additional Terms and Conditions shall be deemed non-responsive and
rejected Exceptions or additions proposed after bid submission by the successful bidder shall not
be accepted
59 Addenda to the IFB
A FW reserves the right to amend this solicitation at any time prior to the deadline for submitting
Bids If it becomes necessary to revise any part of this IFB notice of the revision will be given
in the form of an Addendum that will be provided to all prospective Bidders who are on record
with FW as having received this solicitation If in the opinion of FW the deadline for the
submission of bids does not provide sufficient time for consideration of any Addendum then
such deadline may be extended at the discretion of FW
B It shall be the responsibility of each Bidder to contact the Purchasing Contact identified on the
cover page to this solicitation prior to submission of a bid hereunder in order to determine
whether any Addenda have been issued in connection with this procurement Notwithstanding
any provision to the contrary the failure of any Bidder to receive any Addenda shall neither
constitute grounds for withdrawal of its bid nor relieve such Bidder from any responsibility for
incorporating the provisions of any Addenda in its proposal
C Acknowledge receipt of each addendum by signing it and submitting it by the bid deadline
Failure to return a signed addendum may result in a bid being determined non-responsive
510 Late Bids
Bids or unsolicited amendments to bids arriving after the bid submission deadline will not be
considered
511 Arrearage
By submitting a Bid in response to this solicitation the individual or firm submitting the bid shall
be deemed to represent that it is not in arrears in the payment of any obligation due and owing FW
the Commonwealth of Virginia or any public body in the Commonwealth of Virginia including but
not limited to any obligation to pay taxes andor employee benefits Bidder further agrees that it
shall make diligent efforts to avoid becoming in arrears during the Term of any Contract awarded
hereunder
512 Contract Award
Contract award will be made to the lowest responsive and responsible bidder based on total cost
Whenever the lowest responsive and responsible bidder is a resident of a state other than Virginia
IFB 21-054
Electric Motor Repairs
22
and such state under its laws allows a resident contractor of that state a percentage preference a like
preference shall be allowed to the lowest responsive and responsible bidder who is a resident of
Virginia and is the next lowest bidder If the lowest bidder is a resident contractor of a state with an
absolute preference the bid preference shall not be considered
513 Public Notice of Award
Public notice of award will be posted on the official FW web site
httpswwwfairfaxwaterorgcontracts
514 Authorization to do Business in Virginia
Each bidder that is organized or authorized to transact business in the Commonwealth of Virginia
pursuant to Title 131 or Title 50 of the Virginia Code shall include with its bid the identification
number issued to it by the Virginia State Corporation Commission Any bidder that is not authorized
to transact business in Virginia as a foreign entity under Title 131 or title 50 of the Virginia Code
or as otherwise required by law shall include in its bid a statement describing why the bidder is not
required to be so authorized Any bidder that fails to provide the required information may not
receive an award
515 Cancellation
FW may cancel this solicitation at any time and for any reason prior to contract award
516 Compliance with Laws Regulations and Codes
The Bidder hereby represents and warrants that
A It is qualified and properly licensed to do business in the Commonwealth of Virginia and that it
will take such action as from time to time hereafter may be necessary to remain so qualified
B It is not in arrears with respect to the payment of any monies due and owing FW the
Commonwealth of Virginia or any department or unit thereof including but not limited to the
payment of taxes and employee benefits and that it shall not become so in arrears during the
term of this Contract
C It shall comply with all federal State and local laws regulations and ordinances applicable to
its activities and obligations under this Contract and
D It shall obtain at its expense all licenses permits insurance and governmental approval if any
necessary to the performance of its obligations under this Contract
517 Debarment Status
By submitting a Bid in response to this solicitation each Bidder certifies that it is not currently
debarred by the federal government the Commonwealth of Virginia or any agency or department
thereof from submitting a bid or proposal in connection with any procurement project and that it is
not an agent of any person or entity that currently is so debarred
IFB 21-054
Electric Motor Repairs
23
518 Duration of Bids
Bids shall be valid for a minimum of 90 days following the deadline for submitting bids If an award
is not made during that period all bids shall be automatically extended for another 90 days Bids
will be automatically renewed until such time as either an award is made or proper notice is given
to FW of Bidders intent to withdraw its bid Bids may only be withdrawn by submitting written
notice at least seven days before the expiration of the then current 90-day period
519 Unit Prices Prevail
In the event that there is a mathematical error on the bid submission form the unit price for each
item shall prevail All costs to provide the goods and services specified in this solicitation shall be
shown on the attached bid form Line items left blank will be interpreted as at no cost to FW
520 Negotiation with Low Bidder
If the lowest bid submitted by a responsive and responsible bidder exceeds available funds for this
procurement then Fairfax Water may in its discretion conduct negotiations with the lowest
responsive and responsible bidder (the ldquoLow Bidderrdquo) in an effort to obtain a contract price that is
within available funds In such event Fairfax Water will notify the Low Bidder verbally or in writing
that its bid exceeds available funds and will schedule a conference with the Low Bidder Fairfax
Water staff and such advisors and consultants as Fairfax Water deems appropriate in order to discuss
possible modifications to the scope of the procurement that may result in a price that is within
available funds The conference and any subsequent negotiations may be conducted in person or by
telephone If during the conference the parties arrive at an acceptable modification to the scope of
the project and a contract price that is within available funds then Fairfax Water may award a
contract to the Low Bidder based upon the newly-modified terms and conditions Otherwise the
Low Bidder will within 15 days after the date of the conference (or such longer or shorter period as
may be specified in writing by Fairfax Water) submit to Fairfax Water a written addendum to its
original Bid Form which describes its proposed modification(s) to the scope of the procurement and
sets forth the Low Bidderrsquos newly adjusted bid price Fairfax Water may conduct further
negotiations with the Low Bidder or request additional clarifications or modifications If the Low
Bidderrsquos proposed modifications are acceptable to Fairfax Water and the associated contract price is
within available funds then Fairfax Water may award a contract to the Low Bidder based upon the
modified terms and conditions If the proposed modifications are not acceptable to Fairfax Water
or the associated price reductions are not within available funds then Fairfax Water will terminate
negotiations and reject all bids
521 References
Each bidder shall include at least three references with their bid submission packet (see Attachment
2 References) References shall be from customers of comparable size and scope of operations as
FW to whom the bidder has supplied the same services within the past 24-months References must
be able to attest without reservation to the fact that the bidder provided the contracted services
without any significant problem of any kind and at any time during the contract period Bidders
shall not list FW as a reference for purposes of this solicitation
IFB 21-054
Electric Motor Repairs
24
522 Insurance Claims against Bidder
In addition to the mandatory insurance requirements listed in Section 614 (Insurance Requirements)
and at the request of FW the apparent low bidder shall submit a list of all insurance claims made
against it within the past 12 months Failure to include this information within ten calendar days of
request by FW may result in rejection of your bid
523 Incorporation by Reference
This solicitation is issued in accordance with and controlled by the Virginia Public Procurement
Act (VPPA) which is incorporated into and made part of the solicitation by reference By submitting
a bid in response to this solicitation all bidders acknowledge the VPPA and agree to be bound by it
A copy of the VPPA is available for inspection at the Purchasing Department at FW It is also
available at this site
httpslawlisvirginiagovvacodepopularnamesvirginia-public-procurement-act
6 CONTRACT TERMS AND CONDITION
61 Term of Contract
The term of this contract shall be from the effective date of the contract award through October 31 2022 with four 1-
year renewal options through October 31 2026
62 Anti-Discrimination
By submitting their bids Bidders certify to FW that they will conform to the provisions of the Federal Civil Rights Act of 1964 as amended as well as the Virginia Fair Employment Contracting Act of 1975 as amended where applicable
the Virginians With Disabilities Act the Americans With Disabilities Act and sect11-51 of the Virginia Public Procurement
Act
A During the performance of the contract the Contractor agrees as follows
1 The Contractor will not discriminate against any employee or applicant for employment because of race
religion color sex national origin or disabilities except where religion sex or national origin is a bona fide
occupational qualification reasonably necessary to the normal operation of the Contractor The Contractor
agrees to post in conspicuous places available to employees and applicants for employment notices setting
forth the provisions of this nondiscrimination clause
2 The Contractor in all solicitations or advertisements for employees placed by or on behalf of the Contractor
will state that such Contractor is an equal opportunity employer
3 Notices advertisements and solicitations placed in accordance with federal law rule or regulation shall be
deemed sufficient for the purpose of meeting these requirements
B The Contractor will include the provisions above in every subcontract or purchase order so that the provisions will
be binding upon each subcontractor or vendor
C Fairfax Water does not discriminate against faith-based organizations on the basis of the organizationrsquos religious
character or impose conditions that (a) restrict the religious character of the faith-based organization except as provided by law or (b) impair diminish or discourage the exercise of religious freedom by the recipients of such
goods services or disbursements
IFB 21-054
Electric Motor Repairs
25
63 Antitrust
By entering into a contract the Contractor conveys sells assigns and transfers to FW all rights title and interest in and
to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the
Commonwealth of Virginia relating to the particular goods or services purchased or acquired by FW
64 Assignment of Interest
The Contractor shall not assign any interest in any resulting Contract and shall not transfer any interest in the same
without prior written consent of FW which FW shall be under no obligation to grant
65 Availability of Funds
It is understood and agreed between the parties herein that FW shall be bound hereunder only to the extent of the funds
available or which may hereafter become available for the purpose of this agreement
66 Compliance with Laws Regulations and Codes
The Bidder hereby represents and warrants that
A It is qualified and properly licensed to do business in the Commonwealth of Virginia and that it will take such action
as from time to time hereafter may be necessary to remain so qualified
B It is not in arrears with respect to the payment of any monies due and owing FW the Commonwealth of Virginia
or any department or unit thereof including but not limited to the payment of taxes and employee benefits and that
it shall not become so in arrears during the term of this Contract
C It shall comply with all federal State and local laws regulations and ordinances applicable to its activities and
obligations under this Contract and
D It shall obtain at its expense all licenses permits insurance and governmental approval if any necessary to the
performance of its obligations under this Contract
67 Contract Formation
A The words ldquoContractrdquo and ldquoPurchase Orderrdquo are used interchangeably unless the context otherwise plainly requires
The documents comprising the Contract shall be accorded the following order of precedence
1 The Contract including any Amendments or Change Orders
2 All Purchase Orders
3 Any Addenda to this RFQ 4 This RFQ (including all Appendices and Attachments hereto) and
5 The Bidderrsquos completed Quote Submission Form (including any drawings and submittals)
B Anything called for by one of the contract documents and not called for by the others shall be of like effect as if
required or called for by all except that a provision clearly designed to negate or alter a provision contained in one
or more of the other contract documents shall have the intended effect
68 Contract Changes Change Orders
A No verbal agreement or conversation with any officer agent or employee of FW either before or after the execution
of any Contract resulting from this solicitation or follow-on negotiations shall affect or modify any of the terms
conditions specifications or obligations contained in the solicitation or resulting Contract No alterations to the
terms and conditions of the Contract shall be valid or binding upon FW unless made in writing and signed by the
purchasing contact identified on the cover page Contract changes shall be in writing and shall be on official FW
Purchasing Department letterhead In any event and in all circumstances the Contractor shall be solely liable and
responsible for any Contract changes deviations etc made without first receiving written authorization to deviate
from the Contract by the FW Project Manager
IFB 21-054
Electric Motor Repairs
26
B Changes can be made to the contract in any of the following ways
1 The parties may agree in writing to modify the scope of the contract An increase or decrease in the price of
the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement
to modify the scope of the contract 2 FW may order changes within the general scope of the contract at any time by Notice to the Contractor
Changes within the scope of the contract include but are not limited to things such as services to be performed
the method of packing or shipment and the place of delivery or installation The Contractor shall comply with
the notice upon receipt The Contractor shall be compensated for any additional costs incurred as the result of
such order and shall give FW a credit for any savings Said compensation shall be determined by one of the
following methods
a By mutual agreement between the parties in writing or
b By agreeing upon a unit price or using a unit price set forth in the contract if the work to be done can be
expressed in units and the Contractor accounts for the number of units of work performed subject to FWrsquos
right to audit the Contractorrsquos records andor to determine the correct number of units independently or
c By ordering the Contractor to proceed with the work and keep a record of all costs incurred and savings realized A markup for overhead and profit may be allowed if provided by the contract The same markup
shall be used for determining a decrease in price as the result of savings realized The Contractor shall
present FW with all vouchers and records of expenses incurred and savings realized FW shall have the
right to audit the records of the Contractor as it deems necessary to determine costs or savings Any claim
for an adjustment in price under this provision must be asserted by Notice to the Purchasing Department
Neither the existence of a claim nor a dispute resolution process litigation or any other provision of this
contract shall excuse the Contractor from promptly complying with the changes ordered by FW or with
the performance of the contract generally
69 Contractorrsquos Responsibilities
A The Contractor shall be responsible for all products andor services as required by this IFB The use of
subcontractors is prohibited unless
1 A request to include a subcontractor is included in the bid and
2 The Bidder receives written approval to use a subcontractor prior to or as part of the formal contract between
the parties
B Even when properly authorized by FW the use of a subcontractor does not relieve the Contractor of liability under
the contract C The Contractor at its sole expense shall be responsible for damage to FW and non-FW property as a result of its
failure or its subcontractorrsquos failure to protect such facilities and utilities
D The Contractor at its sole expense shall immediately repair or replace FW property damaged by (or caused by) the
Contractor or its Subcontractor(s) Replacements will be of equal or better quality than the property damaged
property and all such work must be approved by FW Project Manager
610 Ethics in Public Contracting
Contractor hereby certifies that it has familiarized itself with Article 4 of Title 11 of the Virginia Public Procurement
Act Section 11-72 through 80 Virginia Code Annotated and that all amounts received by it pursuant to a contract
resulting from this solicitation are proper and in accordance therewith
611 Examination of Records
Bidder agrees that in any resulting contract either FW or its duly authorized representative shall have access to and the
right to examine and copy any directly pertinent books documents papers and records of the Contractor involving
transactions related to any resulting contract This obligation shall expire five years after the final payment for the final service performed as a result of any and all contract(s) awarded pursuant to this solicitation or until audited by FW
whichever is sooner Contractor will provide reasonable access to any and all necessary documents and upon demand
IFB 21-054
Electric Motor Repairs
27
provide copies of documents if so required by FW or its representative(s) FW will reimburse the Contractor for any
reasonable expenses it incurs as a result of such a request
612 Governing Law Venue Waiver of Jury Trial
Notwithstanding any provision to the contrary this solicitation and any resulting contract shall be governed in all
respects by the laws of the Commonwealth of Virginia Any dispute arising hereunder which is not otherwise resolved
by the parties shall be resolved by a court of competent jurisdiction in the Commonwealth of Virginia The Contractor
and FW hereby waive any right such party may have to a trial by jury in connection with any such litigation
613 Indemnification and Responsibility for Claims and Liability
With respect to any contract that results from this solicitation Bidder is bound by the following
A The Contractor shall indemnify save harmless and defend FW or any employee of FW against liability for any
suits actions or claims of any character whatsoever arising from or relating to the performance of the Contractor
or its subcontractors under this contract
B FW has no obligation to provide legal counsel or defense or pay attorneys fees to the Contractor or its
subcontractors in the event that a suit or action of any character is brought by any person not party to the contract
against the Contractor or its subcontractors as a result of or relating to the Contractors obligations under this
contract
C FW has no obligation for the payment of any judgments or the settlement of any claims against the Contractor or
its subcontractors as a result of or relating to the Contractors obligations under this contract
D The Contractor shall immediately notify FW of any claim or suit made or filed against the Contractor or its
subcontractors regarding any matter resulting from or related to the Contractors obligations under the contract If
such a claim or suit is brought the Contractor will cooperate assist and consult with FW in the defense or
investigation of any suit or action made or filed against FW as a result of or relating to the Contractors performance
under this contract
E The Contractor shall pay all royalties and license fees necessary for performance of the contract The Contractor
shall defend all suits or claims for infringement of any patent rights or other proprietary rights arising from or related to performance of the resulting contract and shall save FW harmless from any loss including Attorneysrsquo fees arising
out of any such claim
614 Insurance
A In addition to the mandatory insurance requirements listed in this Section and at the request of FW any Bidder may
be required to provide a list of all insurance claims made against it within the past 36 months FW reserves the right
to reject any bid if in FWrsquos opinion the amount or number of claims is deemed to be excessive A Bidderrsquos failure
to comply with this requirement may result in rejection of its bid If no claims have been made then the Bidder shall so state in its bid Fairfax Water may require such information from the Contractor as it deems necessary to assess
the Contractorrsquos financial ability to pay any deductibles with respect to the insurance policies required hereunder
B Before commencing the work the Contractor shall procure and maintain at its own expense minimum insurance in
forms and with insurance companies acceptable to FW to cover loss or liability arising out of the Work All
insurance policies must be underwritten by insurers authorized to conduct business within the Commonwealth of
Virginia and must have a Bests rating of at least A- and a financial size of class VIII or better in the latest edition
of Bests Insurance Reports
C The Contractor shall immediately notify FW of any claim or suit made or filed against the Contractor or its
subcontractors regarding any matter resulting from or related to the Contractors obligations under the contract If such a claim or suit is brought the Contractor will cooperate assist and consult with FW in the defense or
IFB 21-054
Electric Motor Repairs
28
investigation of any suit or action made or filed against FW as a result of or relating to the Contractors performance
under this contract
D With the exception of Workersrsquo Compensation and Employersrsquo Liability Insurance all additional insurance policies
specified herein shall name FW as an additional insured with regard to work performed under any subsequent Contract
E The Contractor will provide FW with copies of certificates of insurance coverage and proof of payment of all
premiums Each certificate of insurance must include (a) an endorsement from the insurer that certifies that the
Contractor maintains the referenced policy in full force and effect (b) where applicable a statement indicating that
FW is included as an additional insured and (c) a provision requiring that not less than 30 days written notice will
be given to FW before any policy or coverage is canceled or modified in any material respect Without limiting the
requirements set forth above the insurance coverages will include a minimum of
1 Workers Compensation and Employers Liability Insurance Statutory requirements and benefits as required
by the Commonwealth of Virginia and 2 Required Commercial General Liability Insurance This insurance must be written on an occurrence basis
and shall be endorsed to include FW as an additional insured and shall provide at a minimum the following
General Aggregate Limit $1000000
(Other than Products-Completed Operations)
Products-Completed Operations Aggregate Limit $ 500000
Personal amp Advertising Injury Limit $ 500000
Each Occurrence Limit $ 500000
For Construction Contracts
Directors amp Officers ndash Errors amp Omissions $2000000
F Business Automobile Liability Insurance This insurance coverage must extend to any motor vehicles or other
motorized equipment regardless of whether it is owned hired or non-owned and must cover Bodily Injury and
Property Damage with a combined single limit of at least $1000000 each accident This insurance must be written
in comprehensive form and must protect the Contractor and FW against claims for injuries to members of the public
andor damage to the property of others arising from the Contractorrsquos use of motor vehicles or other equipment and
must cover both on-site and off-site operations
G Nothing contained herein will be deemed to operate as a waiver of FWrsquos sovereign immunity under the law
615 No Waiver or Estoppel
Neither the inspection by FW nor any of its employees nor any payment of money nor payment for nor acceptance of
any Commodity by FW nor any extension of time shall operate as a waiver of any provision of this Contract or of any
power herein reserved to the Owner or of any right to damage herein provided No waiver of any breach of this Contract
shall be held to be a waiver of any other subsequent breach All remedies provided in this Contract to FW shall be
construed as cumulative and shall be in addition to each and every other remedy herein provided Neither FW nor any
officer employee or authorized representative of FW will be bound precluded or estopped by any action
determination decision acceptance return certificate or payment made or given under or in connection with the
Contract by any officer employee or authorized representative of the Owner at any time either before or after final
completion and acceptance of the Work and payment therefore from (a) showing the true and correct classification amount quality or character of the Commodities delivered or that any determination decision acceptance return
certificate or payment was incorrect or was improperly made in any respect or that the Commodities or any part thereof
do not in fact conform to the requirements of the Contract (b) demanding and recovering from the Contractor any
overpayment made to the Contractor or such damages as FW may sustain by reason of the Contractorrsquos failure to comply
with the requirements of the Contract or (c) both of the foregoing clauses (a) and (b)
616 Partial Invalidity
IFB 21-054
Electric Motor Repairs
29
Neither any payment for nor acceptance of the whole or any part of the services by FW nor any extension of time
shall operate as a waiver of any provision of any Contract resulting from this IFB nor of any power herein reserved to
FW or any right to damages herein provided nor shall any waiver of any breach of any Contract be held to be a waiver
of any other or subsequent breach Failure of FW to require compliance with any term or condition of any Contract shall
not be deemed a waiver of such term or condition or a waiver of the subsequent enforcement thereof
617 Payment Clauses Required in All Contracts
Section sect 22-4352 of the Virginia Public Procurement Act requires the following
A That any contract awarded by FW include the following clauses
1 The Contractor shall take one of the two following actions within seven days after receipt of amounts paid to the contractor by FW for work performed by any subcontractor(s) under the contract
a The Contractor shall pay its subcontractor(s) for the proportionate share of the total payment received from
FW attributable to the work performed by the subcontractor under that contract or
b Notify FW and any subcontractor(s) in writing of his intention to withhold all or a part of the
subcontractors payment with the reason for nonpayment
2 Bidders shall include in their offer submissions either (i) if an individual contractor their social security
numbers and (ii) proprietorships partnerships and corporations to provide their federal employer identification
numbers
3 The contractor shall pay interest to the subcontractor(s) on all amounts owed by the Contractor that remain
unpaid after seven days following receipt by the Contractor of payment from FW for work performed by the
subcontractor under the contract except for amounts withheld as allowed in subdivision 1
4 Unless otherwise provided under the terms of this contract interest shall accrue at the rate of one percent per
month
B The contractor shall include in each of its subcontracts a provision requiring each subcontractor to include or
otherwise be subject to the same payment and interest requirements with respect to each lower-tier subcontractor
C A contractors obligation to pay an interest charge to a subcontractor pursuant to the payment clause in this section
shall not be construed to be an obligation of FW A contract modification shall not be made for the purpose of
providing reimbursement for the interest charge A cost reimbursement claim shall not include any amount for
reimbursement for the interest charge
618 Payment
A Invoices All invoices shall be submitted directly to the FW Accounts Payable department by mail fax or e-mail
Invoices shall include the FW Purchase Order and the Contractorrsquos FEIN Invoices are not to be sent to the contract
Project Manager or other departmental reps Failure to comply may result in late payments for which FW will not
be liable
B Terms All payments will be Net 30 from the date of receipt of a valid invoice at FW Finance Department Payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery
whichever occurs last This shall not affect offers of discounts for payment in less than 30 days however
C Partial Payments Requests for partial payments or advanced payments must be submitted as part of the Price Bid
along with a justification FW reserves the right to accept reject or negotiate requests for partial payments If the
request is rejected the Bidder must waive the requirement in order to remain in consideration
D Refunds If the Contractor is declared to be in default FW will be eligible for a full and immediate refund for all
payments made to the Contractor Partial Payments Requests for partial payments or advanced payments must be
submitted as part of the Price Offer along with a justification FW reserves the right to accept reject or negotiate
requests for partial payments If the request is rejected the Bidder must waive the requirement in order to remain
in consideration
IFB 21-054
Electric Motor Repairs
30
E Unreasonable Charges Under certain emergency procurements and for most time and material purchases final job
costs cannot be accurately determined at the time orders are placed In such cases final payment is contingent on
a determination of reasonableness with respect to all invoiced charges Charges that appear to be unreasonable will
be researched and challenged and that portion of the invoice held in abeyance until a settlement can be reached Upon determining that invoiced charges are not reasonable FW shall promptly notify the Contractor in writing as
to those charges that it considers unreasonable and the basis for the determination
619 Price Firm Period
Bid pricing shall be firm fixed as originally offered and accepted for the first 12 months of the contract
620 Rider Clause
Subject to the mutual agreement between the parties any contract awarded on the basis of this solicitation may be used
by any public entity (to include jurisdictions comprising the Metropolitan Washington Council of Governments) to
enter into a contract for the services described and defined herein For single purchases the contract may be used for
up to 12 months from the actual date of contract award For multi-year contracts the contract may be used throughout
the effective period of the contract Contracts awarded as a result of this solicitation will be subject to these terms and
conditions andor such terms and conditions as may be required by the controlling body for the public agency using the
contract Pricing shall be as offered by the successful Offeror and subsequently accepted by FW
621 Taxes
FW is exempt from Federal Excise Taxes Virginia State Sales and Use Taxes and the District of Columbia Sales Taxes
and Transportation Taxes FWs tax identification number is 54-6025290
622 Termination of Contract
A For Cause In the event that the Contractor (1) fails to deliver any Commodity or Service in accordance with the
time period established therefore in the Contract or (2) fails to furnish any Commodity or Service which conforms
in all respects to the requirements of the Contract then FW without prejudice to any other rights or remedies it may
have at law or in equity (including its right to seek damages from the Contractor) shall have the right to terminate
the Contract and any outstanding Purchase Orders by issuing a written notice of termination to the Contractor Such
notice of termination shall describe in reasonable detail the grounds for the termination and shall take effect
immediately upon receipt by the Contractor
If after issuance of a notice of termination under this Section it is determined for any reason that cause for such
termination did not exist then the rights and obligations of the parties shall be the same as if the notice of termination
had been delivered under the provisions of subsection B (termination for convenience) hereof provided however that the Contractor in such event shall be deemed to have received seven days prior written notice of such
termination Any compensation due the Contractor pursuant to subsection B shall be offset by the cost to FW of
remedying the default by the Contractor The Contractor shall in no event be entitled to receive any consequential
damages or any anticipated profits with respect to Commodities not yet furnished to and accepted by FW as of the
effective date of any such termination
B For Convenience FW shall have the right to terminate the Contract andor any outstanding Purchase Orders issued
hereunder at its own convenience for any reason by giving seven business days prior written notice of termination
to the Contractor In such event the Contractor shall be paid an amount equal to the actual cost of any Commodity
delivered to and accepted by FW and the actual cost of any equipment goods or materials ordered by the Contractor
hereunder in good faith which could not be canceled less the salvage value thereof provided sufficient
substantiation is furnished to FW Any subcontract entered into by the Contractor in connection with the transactions contemplated hereby shall contain a similar termination provision for the benefit of the Contractor and
FW The Contractor shall in no event be entitled to receive anticipated profits on any Commodities not yet furnished
to and accepted by FW as of the effective date of any such termination
IFB 21-054
Electric Motor Repairs
31
623 Virginia Freedom of Information Act
Except as provided herein all proceedings records contracts and other public records relating to procurement
transactions shall be open to the inspection of any citizen any interested person firm or corporation in accordance with
the Virginia Freedom of Information Act
624 Faith-Based Organizations
FW does not discriminate against faith-based organizations
625 Immigration Reform and Control Act of 1986
By entering this Contract the Contractor certifies that it does not and will not during the performance of this Contract
violate the provisions of the Federal Immigration Reform and Control Act of 1986 which prohibits employment of
illegal aliens
626 Severability
In the event that any provision shall be adjudged or decreed to be invalid by a court of competent jurisdiction such ruling
shall not invalidate the entire Agreement but shall pertain only to the provision in question and the remaining provisions shall
continue to be valid binding and in full force and effect
627 Licensure
To the extent required by the Commonwealth of Virginia (see eg 541-1100 et seq of the Code of Virginia) or FW the
Contractor shall be duly licensed to provide the goods and services required to be delivered pursuant to this Contract
628 Authority to Transact Business in Virginia
A Contractor organized as a stock or nonstock corporation limited liability company business trust or limited partnership
or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a
domestic or foreign business entity if so required by Title 131 or Title 50 of the Code of Virginia or as otherwise required
by law Any business entity described herein that enters into a Contract with FW pursuant to the Virginia Public Procurement
Act 22-4300 et seq shall not allow its existence to lapse or its certificate of authority or registration to transact business in
the Commonwealth if so required under Title 131 or Title 50 of the Code of Virginia to be revoked or cancelled at any time during the term of the Contract FW may void any Contract with a business entity if the business entity fails to remain in
compliance with the provisions of this section
629 Drug-free Workplace to be Maintained by Contractor
During the performance of this contract the contractor agrees to (i) provide a drug-free workplace for the contractors
employees (ii) post in conspicuous places available to employees and applicants for employment a statement notifying
employees that the unlawful manufacture sale distribution dispensation possession or use of a controlled substance or
marijuana is prohibited in the contractors workplace and specifying the actions that will be taken against employees for violations of such prohibition (iii) state in all solicitations or advertisements for employees placed by or on behalf of the
contractor that the contractor maintains a drug-free workplace and (iv) include the provisions of the foregoing clauses in
every subcontract or purchase order of over $10000 so that the provisions will be binding upon each subcontractor or vendor
630 Employment Discrimination by Contractor Prohibited Required Contract Provisions
The following provision is required to be in every contract of more than $10000 (Virginia Public Procurement Act sect 22-
4311)
A During the performance of any ensuing contract the Contractor agrees as follows
IFB 21-054
Electric Motor Repairs
32
1 The contractor will not discriminate against any employee or applicant for employment because of race
religion color sex national origin age disability or other basis prohibited by state law relating to
discrimination in employment except where there is a bona fide occupational qualification reasonably
necessary to the normal operation of the contractor The contractor agrees to post in conspicuous places
available to employees and applicants for employment notices setting forth the provisions of this nondiscrimination clause
2 The contractor in all solicitations or advertisements for employees placed by or on behalf of the contractor
will state that such contractor is an equal opportunity employer
3 Notices advertisements and solicitations placed in accordance with federal law rule or regulation shall be
deemed sufficient for the purpose of meeting the requirements of this section
B The contractor will include the provisions of the foregoing paragraphs 1 2 and 3 in every subcontract or purchase
order of over $10000 so that the provisions will be binding upon each subcontractor or vendor
631 Counterparts
This Contract and any amendments or renewals hereto may be executed in a number of counterparts and each
counterpart signature when taken with the other counterpart signatures is treated as if executed upon one original of
this Contract or any amendment or renewal A signature by any party to this Contract provided by facsimile or
electronic mail is binding upon that party as if it were the original
632 Survival of Terms
Upon discharge of this Agreement Sections (Notice Hold Harmless Warranties Governing LawForum Contractual
Disputes) of these Terms and Conditions continue and survive in full force and effect
633 Non-Waiver
No waiver of any provision of this Agreement shall constitute a waiver of any other provision nor shall any waiver of this Agreement constitute a continuing waiver unless otherwise expressly provided
634 Contractual Disputes
A Contractual claims whether for money or for other relief will be submitted in writing not later than 60 days after
final payment provided however that written notice of the Contractorrsquos intention to file such claim must
1 Be delivered to the attention of FWrsquos Procurement Representative assigned to this contract not later than five
days after the occurrence or of the beginning of the Work upon which the claim is based and
2 Contain a reasonably detailed description of the basis of the claim otherwise the claim will be deemed to have been waived FW will make a written decision upon any such claim within 60 days after submittal of the claim
The Contractor will not institute legal action prior to receipt of FWrsquos decision on the claim unless FW fails to
render such decision within 90 days after submittal of the claim The decision of FW will be final unless the
Contractor initiates legal action as provided in Section 22-4364 of the Virginia Code Failure of FW to render
a decision within 90 days will not result in the Contractor being awarded the relief claimed nor will it result in
any other relief or penalty The sole result of FWrsquos failure to render a decision within the time allotted will be
the Contractorrsquos right to immediately institute legal action No administrative appeals procedure pursuant to
Section 22-4365 of the Virginia Code has been established for contractual claims under this Agreement
B No claim of any nature will be made against FW by or on behalf of a subcontractor unless the Consultant has first
(a) evaluated such claim thoroughly and determined it to be meritorious (b) issued a written notice to the
subcontractor finding the subcontractorrsquos claim to be meritorious and setting forth any additional compensation or additional days to be paid or granted to the subcontractor on account of such claim and (c) paid the subcontractor
in full for such claim In presenting such a claim the Consultant will provide FW with a copy of the written notice
to the subcontractor and with evidence of payment in full of the subcontractorrsquos claim No such claim will exceed
the amount actually paid to the subcontractor
IFB 21-054
Electric Motor Repairs
33
ATTACHMENT 1
BID SUBMISSION FORM
COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE E-MAIL
FAX FED ID
VIRGINA STATE CORPORATION COMMISSION (SCC) REGISTRATION INFORMATION
The bidder
1048709 is a corporation or other business entity with the following SCC identification number
-OR-
1048709 is not a corporation limited liability company limited partnership registered limited liability partnership or business trust
-OR-
1048709 is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees agents offices facilities or inventories in Virginia (not counting any employees or agents in Virginia
who merely solicit orders that require acceptance outside Virginia before they become contracts and not counting any
incidental presence of the offeror in Virginia that is needed in order to assemble maintain and repair goods in accordance with
the contracts by which such goods were sold and shipped into Virginia from offerorrsquos out-of-state location) -OR-
1048709 is an out-of-state business entity that is including with this proposal an opinion of legal counsel which accurately and
completely discloses the undersigned offerorrsquos current contacts with Virginia and describes why those contacts do not constitute
the transaction of business in Virginia within the meaning of sect 131-757 or other similar provisions in Titles 131 or 50 of the
Code of Virginia
1048709 Please check this box if you have not completed any of the foregoing options but currently have pending before the SCC an
application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number once issued (Fairfax Water reserves the right to determine in its sole discretion
whether to allow such waiver)
IFB 21-054
Electric Motor Repairs
34
COMPANY
PART 1 ndash Hypothetical Electric Motor Repair Pricing
Repair scenarios immediately follow the signature section of the Bid Submission Form See Section 56 of the
solicitation for detailed instructions on how to complete the Bid Form and on how to bid the hypothetical repair scenarios To be deemed responsive and eligible for contract award the Bidder shall bid on all four scenarios and
shall include the separate price for each scenario in their Bid Submission Packet
HYPOTHETICAL REPAIR PRICING SCHEDULE
Repair 1A
Foxmill Pumping Station Pump Motor 5 Motor Evaluation Report Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1A $_______________________
Repair 1B
Corbalis Treatment Plant Finished Water P1 Inboard Bearing Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1B $_______________________
Repair 1C
Corbalis Plate Settler Feed Pump 2 ndash Motor Evaluation Report Service
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1C $_______________________
Repair 1D
Griffith Finished Water Pumping Station Pump Motor 3 Motor Evaluation Report
Total Material Cost Bid per Vaughenrsquos Pricing Guide $________________ minus (-)__________ discount
Total Labor Hours Bid ________________ Total Labor Cost ndash All Categories ndash Bid $____________________
Subtotal Bid Amount for Sample Repair 1D $_______________________
PART 1 HYPOTHETICAL REPAIRS 1A ndash 1D TOTAL COST $_______________________
IFB 21-054
Electric Motor Repairs
35
COMPANY
PART 2 Discounts Offered by Motor Horse Power
1 Discount off Vaughenrsquos Guide for motors greater than 60 hp up to 600 hp (includes all makes amp
models AC amp DC high amp low voltage high amp low RPM single amp three phase)
2 Discount off Vaughenrsquos Guide for motors greater than 600 hp (includes all makes amp models AC amp
DC high amp low voltage high amp low RPM single amp three phase)
Date of Vaughenrsquos Pricing Guide
PART 3 Labor Rates
Labor rates bid in this section shall directly correlate to the labor rates quoted in Part 1 and shall include
all direct and indirect overhead costs including but not limited to travel to and from the jobsite general
and administrative costs etc Labor rates will only be paid on the basis of time at the FW job site or as
documented for work done at the ManufacturerrsquosContractorrsquos site
3 FW Onsite Labor ndash Regular Time (MondayndashFriday 730 am through 500 pm) $___________hour
4 FW Onsite Labor-Overtime $___________hour (Monday-Friday 500 pm through 730 am weekends and holidays)
5 In Shop Labor ndash Regular Time (MondayndashFriday 730 am through 500 pm) $___________hour
6 In Shop Labor ndash Overtime $___________hour
(Monday-Friday 500 pm through 730 am weekends and holidays)
PART 4 Contact Person
List a contact personrsquos name and telephone number for normal FW working hours 730 amndash500 pm
Monday-Friday Answering machines are unacceptable as a point of contact For emergency calls outside
normal FW working hours (nights andor weekends) list a contact personrsquos name and telephone number
or have a voice mail paging system or answering service Bidders using a voice mail paging system or
answering service in lieu of a contact person shall be required to initiate a call back to the sender within
(30) thirty minutes
IFB 21-054
Electric Motor Repairs
36
COMPANY
Type of answering system used by your firm (check one)
Voice Mail Paging System Answering Service
Contact for Normal Working Hours
Name(s) __________________________________________
__________________________________________
Telephone __________________________________________
__________________________________________
Contact for Emergency Calls (outside normal FW working hours)
Name(s) __________________________________________
__________________________________________
Telephone __________________________________________
__________________________________________
PART 5 Repair Facility Capabilities
Please check the following for Repair Facility capabilities
Facility capable of performing all balance work (no subcontracting)
Facility capable of starting 3 phase 4160 volt 3050 HP vertical motor
Facility capable of starting 3 phase 4160 volt 1800 HP horizontal motor
Facility allows for Owner personnel to safely witness testing
Repair Facility Address
IFB 21-054
Electric Motor Repairs
37
Submittals to be included in Bid Packet
1 Attachment 2 ndash Bidder Reference Form
2 Subcontractor List with Subcontractor References if applicable
3 Attachment 9 IRS Form W-9
4 Acknowledgement Page(s) for all Addendum if applicable
bull PAYMENT TERMS FWrsquos minimum payment term is Net 30 days All
bids will be interpreted as Net 30 unless otherwise specified herein By submitting an offer to sell in
response to this solicitation all bidders acknowledge and agree to this requirement
By my signature I certify that I am acting as an agent or in the case of an LLP the Partner or Managing
Partner for the firm identified on this Bid Submission Form and that I am fully authorized to bind the
firm to the specifications terms and conditions of this solicitation as well as any addenda thereto
Company Name
Signature Printed Name
Title Date
[HYPOTHETICHAL REPAIR SCENARIOS IMMEDIATELY FOLLOW THIS PAGE]
IFB 21-054
Electric Motor Repairs
38
BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1A FOXMILL PUMPING STATION PUMP MOTOR 5 SERVICE Reason for Service Motor Evaluation Report
Motor Description General Electric Model 5kb3396448501 Sn Wwh-283004190 Type (Kv) Induction Custom-8000 Vertical Motor 70000 Hp 3 Phase 60 Hertz 4000 Volts Frame 8339p30 887 Rpm 1 Pick up motor from the Foxmill Pump Station Herndon
2 Check all mechanical tolerances and fits using precision measurement tools and provide report highlight any
out of tolerance measurements 3 Check out electrical components using electrical test methods Meggar Surge Pi And Hi Pot 4 Dynamically balance rotors in the presence of the FW representative 5 Clean and degrease motor components 6 Reassemble unit and perform motor testing and final report 7 Ship unit to FW Foxmill PS 8 Provide 1 Year Warranty
CONTINUES ON NEXT PAGE
FOXMILL 5 SAP 350261
MFR GENERAL ELECTRIC
SN WWH-283004189
FRAME 8339P30 TYPE INDUCTION PH 3
DISGN CODE HP 700 VOLTS 4000
HZ 60 RPM 887 AMPS 920 RISE 30deg
B
DUTY Cont CLASS INS F AMPS
Y
TEMP AMB 40deg SF
ENCLOSURE TEWAC
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
550
IFB 21-054
Electric Motor Repairs
39
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1A ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
40
COMPANY BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1B CORBALIS FINISHED WATER P1 MOTOR SERVICE Reason for Service Inboard Bearing
Motor Description Horizontal Motor 1750 Horsepower 3 Phase 60 Hertz 900 Rpm 4000 Volts 21120-17 Frame Ideal Electric Serial 981097-01 Synchronous 1 Pick up motor from Corbalis Water Treatment Plant Herndon
2 Check all mechanical tolerances and fits using precision measurement tools and provide report highlight any
out of tolerance measurements
3 Check out electrical components using electrical test methods Meggar Surge Pi and Hi pot
4 Dynamically balance rotors in the presence of the FW representative
5 Clean and degrease motor components
6 Reassemble unit and perform motor testing and final report
7 Ship unit to FW Corbalis Water Treatment Plant
8 Provide 1 Year Warranty
CONTINUES ON NEXT PAGE
FW 1 SAP 350109
MFR IDEAL ELECTRIC
SN 981097-01 FRAME 21120-17 TYPE SMB PH 3
DISGN CODE HP 1750 VOLTS 4000
HZ 60 RPM 900 AMPS 195 RISE 85deg
B DET
DUTY CONT CLASS INS F AMPS
Y
TEMP AMB 40deg SF 15 ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
41
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1B ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
42
COMPANY BID SUBMISSION PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1C
CORBALIS PLATE SETTLER FEED PUMP 2 FLYGHT MOTOR Reason for Service Motor Evaluation Report Service
Motor Description FLYGT 45kW-60hp RPM 1170 Volts 460 AMPS 73 Model CP3300091-0258 Serial 3300091-0720003 1 Pick Up motor from the Corbalis Water Treatment Plant Herndon
2 Inspect test run and disassemble
3 Perform electrical test and mechanical checks
4 Clean and bake
5 Rewind stator install thermal protectors VPI in Epoxy Resin
6 Fabricate new SS shaft
7 Balance rotor and impeller in the presence of FW representative
8 Replace lower bearing housing and install new bearings and new mechanical seals
9 Replace o-rings and gaskets Replace lifting chain (SS Grade)
10 Install new stationary and rotating wear rings replace retaining rings
11 Replace hardware reassemble unit and perform motor testing and final report
12 Paint
CONTINUES ON NEXT PAGE
Plate Settler Feed Pump 2 SAP 360128
MFR FLYGHT
SN 3300091-0720003
FRAME TYPE
PH
DISGN CODE HP 60 VOLTS 460
HZ
RPM 1170 AMPS 73 RISE
B
DUTY
CLASS INS
AMPS
Y
TEMP AMB
SF
ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
43
COMPANY
BID SUBMISSION FORM PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1C ndash CONTINUED
13 Ship unit to FW Corbalis Water Treatment Plant
14 Provide 1 Year Warranty
15 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
44
COMPANY BID SUBMISSION FORM PART 1 ndash HYPOTHETICAL ELECTRIC MOTOR REPAIR 1D
GRIFFITH PUMPING STATION PUMP MOTOR 3 SERVICE Reason for Service Motor Evaluation Report Motor has excessive clearance in lower guide bearing Lower Guide bearing is NU style bearing Bearing Skidding is present in Bearing
Motor Description Vertical Motor Type MIBA-V TEWAC 720 RPM 1800 HP 3 Phase 60 Hz 4000 Volts 1 Pick Up motor from Griffith Pump Station Lorton
2 Check All Mechanical Tolerances Fits Using Precision Measurement Tools And Provide Report Hi Lite Any Out
Of Tolerance Measurements 3 Check Out Electrical Components Using Electrical Test Methods Meggar Surge Pi And Hi Pot
4 Dynamically Balance Rotors with FW Rep Present At API 610 4WN
5 Clean And Degrease Motor Components
6 Reassemble Unit and Perform Motor Testing and vibration analysis with FW rep present and provide Final Report
7 Ship Unit to FW Griffith PS
8 Provide 2 Year Warranty
CONTINUES ON NEXT PAGE
FWP3 MFR IDEAL
SN 001077-03 FRAME TYPE IMV PH 3
DISGN CODE HP 1800 VOLTS 4000
HZ 60 RPM 715 AMPS 238 RISE 80 C B RES
DUTY CONT CLASS INS F AMPS 274 105 C
Y RES
TEMP AMB 40 C SF 115 ENCLOSURE
FOR WOUND ROTOR MOTRS
SEC VOLTS
SEC AMPS
LOCKED ROTOR AMPS
IFB 21-054
Electric Motor Repairs
45
COMPANY
BID SUBMISSION PART 1 - HYPOTHETICAL ELECTRIC MOTOR REPAIR 1D ndash CONTINUED
9 The separate pricing sheet shall include at a minimum the cost to repair or replace each item listed below the lead time to complete the repair and return of the motor to FW and the cost to paint the motor The Bidder shall also report the cost of a new replacement motor NOTE The cost of the new motor will not be used for bid evaluation purposes and should not be included in the Bidderrsquos bid price This line item will only be used for FW informational purposes
bull Shaft Journal Repair
bull Bearings
bull Rewind
bull Replace Motor Leads
bull Extend Leads Only
bull Replace Heaters
bull Paint if Touch Up Required
bull New Motor Cost
IFB 21-054
Electric Motor Repairs
46
ATTACHMENT 2
REFERENCES
BIDDERrsquoS NAME
1 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
2 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
3 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
IFB 21-054
Electric Motor Repairs
47
ATTACHMENT 2
REFERENCES CONTINUED
BIDDERS NAME ______________________________
4 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
5 COMPANY NAME
ADDRESS
CONTACT PERSON
TELEPHONE (________) - _________ - __________________________
FAX (________) - _________ - __________________________
IFB 21-054
Electric Motor Repairs
48
ATTACHMENT 3 OPERATING DATA SHEET
ISSUED TO DATE ISSUED Fairfax Water Work Order FW Electrical Supervisor Phone Conditioned Based Maintenance Supervisor Phone Return date requested A Equipment Specifications
1 Equipment Name
2 SAP ID Number
3 Manufacturer
4 Serial Number
5 Horsepower
6 Voltage B Work Requested
1 Reconditioning and Testing
2 Rewind
3 Other (describe) C If motor failure is involved state conditions under which failure occurred D Special Insulation Requirements
1 Moisture
2 Abrasion E Type of Housing Paint and Color
Paint furnished by customer Yes No
IFB 21-054
Electric Motor Repairs
49
ATTACHMENT 4
INSPECTION DATA SHEET ndashPAGE 1 OF 2 Company Performing Work Motor SN SAP ID A Initial Inspection and Tests
1 Insulation Resistance
Voltage Applied v Ambient Temp oC Machine Temp oC
1 min 10 min PI A to GND
B to GND
C to GND
2 Surge Test Test Voltagehelliphelliphellip V Pass ___ Fail ___ 3 Growler Test Pass ___ Fail ___ 4 Motor Shaft Run out In
5 Rotor Endplay In
6 Shaft Diameter In
B Disassembly
1 End Bells Marked
2 Fan Orientation Marked C Component Inspection
1 General Condition of Rotor (include probable cause of major damage)
a Rotor Iron
b Rotor Windings Rotor bars
c Retaining Rings
IFB 21-054
Electric Motor Repairs
50
ATTACHMENT 4 INSPECTION DATA SHEET ndashPAGE 2 OF 2
Company Performing Work Motor SN SAP ID
2 General Condition of Stator (include probable cause of major damage)
a Stator Iron b End Lacings and Support systems
c Wedges
d Windings
e RTDThermocouple Condition
3 General Condition of Shaft Keyways
4 General Condition of Bearings
5 General Condition of Motor Housing
6 Other
7 Core loss preceding winding removal watts
8 Core loss following winding removal watts
9 Recommended Repairs Signature Printed Name Title Date
IFB 21-054
Electric Motor Repairs
51
ATTACHMENT 5 Page 1 of 5
WORK PERFORMED DATA SHEET Company Performing Work Motor SN SAP ID A Describe work performed on rotor B Describe work performed on stator C Describe work performed on shaft D Describe work performed on bearings
Replaced bearings Yes No Manufacturer Type Code
E Other F Was motor vacuum-pressure impregnated Yes No
Resin used
Number of VPI and bake cycles G Was motor treated for abrasion protection Yes No
Treatment used
IFB 21-054
Electric Motor Repairs
52
ATTACHMENT 5 Page 2 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID H Varnish used for non-VPI applications
Number of dip and bake cycles I Final Tests
1 Insulation Resistance
Voltage Applied v Ambient Temp oC Machine Temp oC
1 min 10 min PI
A to GND
B to GND
C to GND
2 Phase Balance
Voltage Applied Vac A amps B amps C amps
3 High Potential Applied Leakage Time
Phase Voltage Current Duration
A
B
C
OR (if cant be separated)
ALL
IFB 21-054
Electric Motor Repairs
53
ATTACHMENT 5 Page 3 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
4 Winding Resistance
A-B milliohms A-N milliohms
B-C milliohms OR B-N milliohms C-A milliohms C-N milliohms
5 Dynamic Balance
RPM Vibration DE ODE Initial Final
6 No-Load Run
Phase Bearing Current Temperature Vibration_________
Ia Ib Ic Inboard Outboard RPM Inboard Outboard
15 Min 30 Min 45 Min
60 Min Acceleration time (Seconds) Peak starting current (Amper) ( IFL)
7 Miscellaneous
Direction of Rotation Viewed from End
End Play (Sleeve Bearing Only) in
IFB 21-054
Electric Motor Repairs
54
ATTACHMENT 5 Page 4 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
Inboard Bearing Journal Dia in
Inboard Bearing ID in
Outboard Bearing Journal Dia in
Outboard Bearing ID in
8 High FrequencySurge Comparison Tests (New Coils Only)
Voltage Applied v
Results
9 Air Gap Measurements
A minimum of sixteen (16) readings should be taken from each end using the following method
1 Mark position on stator at 12 oclock 3 oclock 6 oclock and 9 oclock 2 Mark position on rotor at 12 oclock 3 Take air gap readings at 12 3 6 and 9 from both ends pinion end (DE) opposite end (ODE)
Record readings [Eight (8) readings] 4 Rotate rotor to 3 oclock position 5 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings [Eight (8)
readings] 6 Rotate rotor to 6 oclock position 7 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings [Eight (8)
readings] 8 Rotate rotor to 9 oclock position 9 Take air gap readings at 12 3 6 and 9 on stator from DE amp ODE record readings (Eight (8)
readings) 10 Calculate average readings and overall average air gap The acceptable tolerance between
average readings and the overall average gap is plusmn5
IFB 21-054
Electric Motor Repairs
55
ATTACHMENT 5 Page 5 of 5 WORK PERFORMED DATA SHEET
Company Performing Work Motor SN SAP ID
DRIVE END
OPPOSITE DRIVE END
IFB 21-054
Electric Motor Repairs
56
ATTACHMENT 6 WAIVER OF SPECIFICATIONRELEASE OF HOLD POINT
Company Requesting Waiver of SpecificationRelease of Hold Point Person Making RequestDate Contact Info FW Equipment Name FW SAP EQUIPMENT Number Manufacturer Serial Number Horsepower Voltage Request for Waiver of Specification
Request for Release of Hold Point
Item Description FW Authorized Action APPROVED BY Printed Name and Title Date
IFB 21-054
Electric Motor Repairs
57
ATTACHMENT 7
RECOMMENDED CLEARANCES SLEEVE BEARINGS
ROUND BORES ONLY Company Performing Work Motor SN SAP ID Shaft Size Clearance for Clearance for Journal Diameter Horizontal Shaft Vertical Shaft (In inches) (In Inches) (In Inches) (In Inches) 1 004 +001 -000 004 +001 -000 2 004 +001 -000 004 +001 -000 3 006 +002 -000 006 +001 -000 4 008 +002 -000 007 +001 -000 5 010 +002 -000 007 +002 -000 6 012 +002 -000 007 +002 -000 7 014 +002 -000 007 +002 -000 8 016 +002 -000 007 +002 -000 9 018 +002 -000 007 +002 -000 10 020 +002 -000 007 +002 -000 11 020 +002 -000 007 +002 -000 12 021 +002 -000 007 +002 -000 13 021 +002 -000 007 +002 -000 14 022 +002 -000 007 +002 -000 15 022 +002 -000 008 +002 -000 16 023 +002 -000 008 +002 -000 17 023 +002 -000 008 +002 -000 18 024 +002 -000 008 +002 -000 19 024 +002 -000 008 +002 -000 20 025 +002 -000 008 +002 -000
IFB 21-054
Electric Motor Repairs
58
ATTACHMENT 8 Company Performing Work Motor SN SAP ID
DYNAMIC BALANCE CERTIFICATE
Balance Machine Model No ______________ Last Calibration Date ________ Balance Machine Serial No __________________________ Weight __________________ ldquoIn Servicerdquo Speed (RPM) ________ Balance Speed (RPM) __________________________
Certified by Printed Name and Title
Radius of permanent balance weight (in) _____________ IB _____________OB As Found Balance (ozin) _____________________IB ___________________OB As Left Balance (ozin) ______________________IB ___________________OB Calculated acceptance limit per journal (4WN) ___________IB __________OB If ozin value is not available for ldquoAs Found Balancerdquo and ldquoAs Left Balancerdquo use the mils value
Vendor _______________________________ Balance Date _________Time____ Equipment balanced __________________________________________________
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