On-Call As-Needed Pump Repair & Replacement Services

The Kenton County Airport Board (“KCAB”) will receive proposals for On-Call As-Needed Pump Repair & Replacement Services for the environmental systems at the Cincinnati/Northern Kentucky International Airport ("CVG"). Questions are due at 11:59 pm on Tuesday, March 24, 2026 and answers will be posted no later than Thursday, March 26, 2026 at 11:59 pm. Bids must be received by Thursday, April 2, 2026 at 2:00 pm. No bids will be accepted after that time unless such date or time is extended pursuant to an addendum issued by KCAB.

Background

The Environmental Operations Department operates and maintains the environmental systems at CVG. As part of the environmental system, there are numerous pumpstations designed to convey glycol laden stormwater captured from storm drains on the pavement and drains in the grassy islands to a Stormwater Treatment Plant (“SWTP”). In addition to glycol laden stormwater, Spent Aircraft Deicing Fluid ("SADF") from aircraft deicing activities are also captured at deice pads. The SADF that is captured on the deice pads are conveyed to storage tanks prior to being sent to the SWTP. From time to time, the pumps need to be repaired or replaced due to failure of internal components. The pump stations mentioned above utilize various sizes and models pumps. Most of the pumps in the environmental system are Flygt pumps, however, Environmental Operations does use a few Ebara pumps. The pumps range in size from 3 hp up to 150 hp.

Project Details

• Reference ID: 26-013-ITB
• Department: Environmental Operations
• Department Head: Scott Thacker (Senior Manager)

Important Dates

• Questions Due: 2026-03-25T03:59:00.000Z
• Answers Posted By: 2026-03-27T03:59:00.000Z

Evaluation Criteria

• Bid Bond —

  Each proposal must be accompanied by a bid surety in the form of a bid bond, payable to KCAB in the amount of ten percent (10%) of the proposed annual contract amount.  Bonding companies must be rated at least “A” by the latest edition of Best Insurance Reports. Bid surety is forfeited to KCAB if the successful proposer fails to execute a contract within NO VALUE after notification of award of contract.

• Performance Bond —

  The successful proposer shall furnish a performance bond to KCAB by a surety company duly authorized to do business in the Commonwealth of Kentucky in the amount of one hundred percent (100%) of the annual contract amount.  The performance bond furnished by the successful proposer must be executed by the owner, a general partner or, if a corporation, the secretary's signature and the seal of the corporation must be affixed. This bond must remain in effect for the length of the agreement. The agent of the surety must exhibit certificate or license showing legal rights of the surety to do business in the Commonwealth of Kentucky.

• CIVIL RIGHTS – GENERAL CIVIL RIGHTS PROVISIONS AND CONTRACTUAL REQUIREMENTS —

  In all its activities within the scope of its airport program, the Contractor agrees to comply with pertinent statutes, Executive Orders, and such rules as identified in Title VI List of Pertinent Nondiscrimination Acts and Authorities to ensure that no person shall, on the grounds of race, color, national origin, creed, sex, age, or disability be excluded from participating in any activity conducted with or benefiting from Federal
  assistance. This provision binds the Contractor and subcontractors from the bid solicitation period through the completion of the contract.

• Minimum Qualifications —

  Bidder must meet the following minimum qualifications:

  TBD

• Scope of Services —

  KCAB is soliciting bids for a contractor to provide on-call pump repair services for the pumps that are utilized in the environmental systems at CVG.  SADF is captured at various deice pads and conveyed to storage tanks via various pump stations.  Storm drains convey SADF not captured at the deice pads to various storm pump stations and then convey the contaminated water directly to the SWTP.  There are times when the pumps need to be repaired or replaced due to failure of internal components. The SWTP pump stations utilize various sizes and models of Flygt and Ebara pumps.  These pumps range in size from 3 hp up to 150 hp. Photos of the pumps and pump stations are attached as Attachment A.

  The Successful Bidder (“Contractor”) must be able to provide the following services:

  1) Repair or replacement of pumps on an as needed basis.

  • Every attempt will be made to have the pump removed from the pump station, but there may be times when the pump must be removed by the Contractor.
  • Confined space entry will be required if entry into the pump station is needed to remove the pump(s) from the pit.
  • Pickup and delivery of the pumps is the responsibility of the Contractor.
  • A written teardown report is required as part of the repair/replacement process.
  • Repair or replacement may not proceed until the tear down report and written estimate is provided to the KCAB Contract Manager responsible for the management of these pumps.

  2) Provide on-site and/or classroom training for KCAB personnel on the operation, maintenance, troubleshooting of pumps at CVG. Training may include:

  • Mechanical Components:
    • Seal types
    • Bearings and lubrication
    • Impeller types and trimming
    • Wear ring inspection
  • Electrical Components
    • Motor winding
    • Megger testing
    • Troubleshooting high amp draw
    • Phase Imbalance
    • VFD Impacts on motors
  • Troubleshooting 
    • Overheating
    • Seal Failure
    • Clogging
    • Excessive Vibration
    • Short Cycling
  • Hands-On Component
    • Live tear-down demonstration
    • Seal replacement demonstration
    • Proper reinstallation techniques
  • Pump Dynamics
    • Pump Flow Curve
    • Best Efficiency Point
    • Troubleshooting
    • VFD Impact
• Minimum Qualifications —

  Manufacturer Experience

  • Contractor must have a minimum of 5 years of hands-on experience with Flygt and/or Ebara pumps

  Safety & Regulatory Compliance

  • Contractor must maintain a written safety program compliant with OSHA and applicable regulations
    • Provide a copy of its safety manual upon award of contract. 
    • Provide a copy of its confined space entry plan and permit upon award of a contract.
    • Provide a copy of its Control of Hazardous Energy plan (Lock-out/Tagout).
    • Provide training records for their employees who may be conducting work on CVG AA property.

  Parts & Technical Capability

  • Contractor must have the ability to:
    • Quickly source OEM or OEM-approved replacement parts.
    • Interpret manufacturer manuals, tolerances and performance curves.
    • Perform repairs in accordance with manufacturer specifications.

  Field Capabilities:

  • Contractor must be able to provide the following field work:
    • Remove and reinstall pump using its own portable lifting equipment as needed.
    • Provide its own equipment and tools to access the lift stations to remove pumps as needed. 
• Payment Bond —

  The successful proposer shall furnish a payment bond to KCAB by a surety company duly authorized to do business in the Commonwealth of Kentucky in the amount of one hundred percent (100%) of the annual contract amount.  The payment bond furnished by the successful proposer must be executed by the owner, a general partner or, if a corporation, the secretary's signature and the seal of the corporation must be affixed. This bond must remain in effect for the length of the agreement. The agent of the surety must exhibit certificate or license showing legal rights of the surety to do business in the Commonwealth of Kentucky.

• CIVIL RIGHTS – TITLE VI ASSURANCE —

  Compliance with Nondiscrimination Requirements:

   

  During the performance of this contract, the Contractor, for itself, its assignees and successors in interest (hereinafter referred to as the "Contractor") agrees as follows:

   

  1. Compliance with Regulations.  The Contractor (hereinafter includes consultants) will comply with the Title VI List of Pertinent Nondiscrimination Acts and Authorities, as they may be amended from time to time, which are herein incorporated by reference and made a part of this Contract.

   

  2. Nondiscrimination.  The Contractor, with regard to the work performed by it during the Contract, will not discriminate on the grounds of race, color, national origin, creed, sex, age, or disability in the selection and retention of subcontractors, including procurements of materials and leases of equipment. The Contractor will not participate either directly or indirectly in the discrimination prohibited by the Nondiscrimination Acts and Authorities, including employment practices when the Contract covers any activity, project, or program set forth in Appendix B of the 49 CFR part 21 including amendments thereto.

   

  3. Solicitations for Subcontracts, including procurements of Materials and Equipment.  In all solicitations either by competitive bidding or negotiation made by Contractor for work to be performed under a subcontract, including procurements of materials or leases of equipment, each potential subcontractor or supplier will be notified by Contractor of contractor’s obligations under this Contract and the Nondiscrimination Acts and Authorities on the grounds of race, color, or national origin.

   

  4. Information and Reports.  The Contractor will provide all information and reports required by the Acts, the Regulations, and directives issued pursuant thereto and will permit access to its books, records, accounts, other sources of information, and its facilities as may be determined by KCAB or the FAA to be pertinent to ascertain compliance with such Nondiscrimination Acts and Authorities and instructions. Where any information required of a contractor is in the exclusive possession of another who fails or refuses to furnish the information, the Contractor will so certify to KCAB or the FAA, as appropriate, and will set forth what efforts it has made to obtain the information.

   

  5. Sanctions for Noncompliance.  In the event of the Contractor's noncompliance with the nondiscrimination provisions of this contract, the Sponsor will impose such contract sanctions as it or the FAA may determine to be appropriate, including, but not limited to:

  a.            Withholding of payments to the contractor under the contract until the Contractor complies, and/or

  b.            Cancelling, terminating, or suspending a contract, in whole or in part.

   

  6.            Incorporation of Provisions.  The Contractor will include the provisions of paragraphs one through six in every subcontract, including procurements of materials and leases of equipment, unless exempted by the Acts, the Regulations, and directives issued pursuant thereto. The Contractor will take action with respect to any subcontract or procurement as KCAB or the FAA may direct as a means of enforcing such provisions including sanctions for non-compliance. Provided, that if the Contractor becomes involved in, or is threatened with litigation with a subcontractor or a supplier as a result of such direction, the Contractor may request KCAB to enter into any litigation to protect the interests of KCAB. In addition, Contractor may request the United States to enter into the litigation to protect the interest of the United States.

   

  Title VI List of Pertinent Nondiscrimination Acts and Authorities

  During the performance of this contract, the Contractor, for itself, its assignees, and successors in interest (hereinafter referred to as the “Contractor”) agrees to comply with the following nondiscrimination
  statutes and authorities; including but not limited to:

  • Title VI of the Civil Rights Act of 1964 (42 U.S.C. § 2000d et seq., 78 stat. 252), (prohibits discrimination on the basis of race, color, national origin);
    • 49 CFR part 21 (Non-discrimination In Federally-Assisted Programs of The Department of Transportation—Effectuation of Title VI of The Civil Rights Act of 1964) including amendments thereto;
    • The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, (42 U.S.C. § 4601), (prohibits unfair treatment of persons displaced or whose property has been acquired because of Federal or Federal-aid programs and projects);
    • Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. § 794 et seq.), as amended, (prohibits discrimination on the basis of disability); and 49 CFR part 27 (Nondiscrimination on the Basis of Disability in Programs or Activities Receiving Federal Financial Assistance);
    • The Age Discrimination Act of 1975, as amended, (42 U.S.C. § 6101 et seq.), (prohibits discrimination on the basis of age);
    • Airport and Airway Improvement Act of 1982, (49 U.S.C. § 47123), as amended, (prohibits discrimination based on race, creed, color, national origin, or sex);
    • The Civil Rights Restoration Act of 1987, (P.L. 100-259) (broadened the scope, coverage and applicability of Title VI of the Civil Rights Act of 1964, The Age Discrimination Act of 1975 and Section 504 of the Rehabilitation Act of 1973, by expanding the definition of the terms “programs or activities” to include all of the programs or activities of the Federal-aid recipients, sub-recipients and contractors, whether such programs or activities are Federally funded or not);
    • Titles II and III of the Americans with Disabilities Act of 1990 (42 U.S.C. § 12101, et seq) (prohibit discrimination on the basis of disability in the operation of public entities, public and private transportation systems, places of public accommodation, and certain testing entities) as implemented by Department of Transportation regulations at 49 CFR Parts 37 and 38; • Title IX of the Education Amendments of 1972, as amended, which prohibits you from discriminating because of sex in education programs or activities (20 U.S.C. § 1681 et seq).

   

• Federal Fair Labor Standards Act (Federal Minimum Wage) —

  This Contract incorporates by reference the provisions of 29 CFR part 201, the Federal Fair Labor Standards Act (FLSA), with the same force and effect as if given in full text. The FLSA sets minimum wage, overtime pay, recordkeeping, and child labor standards for full and part time workers. The Contractor has full responsibility to monitor compliance to the referenced statute or regulation. The Contractor must address any claims or disputes that arise from this requirement directly with the U.S. Department of Labor – Wage and Hour Division.

• Occupational Safety and Health Act of 1970 —

  This Contract incorporates by reference the requirements of 29 CFR Part 1910 with the same force and effect as if given in full text. Contractor must provide a work environment that is free from recognized hazards that may cause death or serious physical harm to the employee. The Contractor retains full responsibility to monitor its compliance and their subcontractor’s compliance with the applicable requirements of the Occupational Safety and Health Act of 1970 (20 CFR Part 1910). Contractor must address any claims or disputes that pertain to a referenced requirement directly with the U.S. Department of Labor – Occupational Safety and Health Administration.

• Incorporation of Regulations —

  Contractor agrees to negotiate in good faith the incorporation into this Contract any and all statutes, rules and regulations which may now or during the term of this Contract be required by the FAA or other governmental agency as a prerequisite to or a condition of the Board and/or Contractor receiving any federal or state grant or loan or other governmental assistance.

Submission Requirements

• Minimum Qualifications (required) —

  Provide documentation of the following:

  1. Minimum experience required with Flygt and/or Ebara pumps.
  2. Technical capabilities.
  3. Equipment and tool list for any required field work.
• Safety Qualifications (required) —

  Please download the below Safety Forms - Attachment B, complete as well as provide the additional information required, and upload.  Also provide proof of Safety Program which should include:

  a, Evidence of a Safety Manual

  b. Confined space entry plan and permit

  c. Control of Hazardous Energy Plan

  d. Training records for employees

• Warranty Documentation (required) —

  Provide warranty documentation for parts and labor.

• Certificate of Insurance (required) —

  Provide a copy of your Certificate of Insurance that meets the requirements of this ITB and attached sample agreement.

• Exceptions (required) —

  State in writing all exceptions to this RFP or sample agreement attached as Attachment C.  Exceptions should list referencing page and paragraph numbers. If no exceptions are taken, the proposal must include a statement that the bidder takes “No Exceptions”.

• Resident & Non Resident Status Forms (required) —

  Please download the below documents, complete, and upload.

• Confirmation (required) —

  By submitting a bid, the bidder consents to its use and acceptance of electronic signatures to execute any awarded contract and associated agreements. Bidder agrees to be bound by electronic signatures to the same legal effect and extent as if manually signed. KCAB expects the successful bidder will execute any awarded contract using KCAB’s electronic signature service unless the bidder includes an exception with its proposal signifying its desire to sign manually. Included with the bid, bidders must identify the following information regarding the person with full authority to legally bind proposer and sign agreements on its behalf:

  1. Full Name;
  2. Position Title; and
  3. Email Address.

  Please provide this information in the next questions.

• Provide the following: (required) —

  Proposers must identify the following information regarding the person with full authority to legally bind proposer and sign agreements on its behalf:

  1. Full Name;
  2. Position Title; and
  3. Email Address.
• Performance Bond (REPLACE FILE) (required) —

  Please download the below documents, complete, and upload.

• Proposal Bond (REPLACE FILE) (required) —

  Please download the below documents, complete, and upload.

• Surety Bond Affidavit (REPLACE FILE) (required) —

  Please download the below documents, complete, and upload.

• Provide name of services: (required)
• Are you awarding via Purchase Order? (required)
• The term of the agreement will be for ________. (required) —

  Example: one (1) year or two (2) years 

  If requesting a Contract Amendment, Contract Extension, or Task Order please enter N/A.

• Will there be renewals? (required) —

  If requesting a Contract Amendment, Contract Extension, Task Order, Master Agreement or New Contract please select No below.

• with an option to renew for____________. (required) —

  Example: two (2) additional one-year terms

• Will surety be needed? (required)
• Bid surety is forfeited to KCAB if the successful proposer fails to execute a contract within ________ after notification of award of contract. (required) —

  Example: thirty (30) days

• Please select the which of the following you will be using: (required)
• The successful proposer shall issue an invoice __________ for work performed along with supporting data. (required) —

  Example: on a monthly basis

• Additional comments:
• Minimum Qualifications (required) —

  Are there minimum qualifications required to perform this service?

• List the minimum qualifications required (required)

Questions & Answers