Critical Spares: What Should You Keep On Hand for Your Pump System?

Why Do Critical Spares Matter in Fluid Handling Systems?

Downtime is expensive and the right spare parts can be the difference between a quick fix and a full shutdown. Having critical spares on hand keeps your system running and your operation off the clock.

Unexpected pump failures can bring operations to a halt and cost thousands in lost production. Keeping the right critical spare parts on hand is about risk prevention, operational resilience, and protecting your fluid handling system from costly interruptions. But what counts as “critical” isn’t the same for every facility or operation.

A few reasons spares matter:

• Pump failures rarely happen at a “good time”

• Lead times for certain components continue to increase

• Emergency shipments add cost and slow the repair

• A single missing part can stop the entire system

Having the right spares ready is one of the easiest ways to protect uptime.

What Are Considered “Critical Spares” for a Pump System?

Critical spares are the components that can shut you down if they fail; the ones with long lead times or that wear out faster than others.

Critical spares are high-risk, long lead time, or failure-prone components whose absence can cause major downtime. Examples include seals, impellers, bearings, diaphragms, power ends, fluid ends, gaskets, control panels, and more - especially in systems like centrifugal pumps, diaphragm pumps, mud pumps or gear pumps. It’s not just for emergencies either. Having the right spares improves maintenance planning and response time.

Common critical spares include:

• Seals & O-rings

• Impellers (centrifugal pumps)

• Bearings

• Diaphragms (AODD & electric diaphragm pumps)

• Fluid ends / power ends

• Valve seats & check valves

• Gaskets & wear plates

• Control panel components (starters, breakers, relays)

• Pump-specific hardware that your facility burns through

Not every system needs the same list, but every system needs a list.

Who Should Keep Which Critical Spares — You or the Vendor?

Responsibility depends on your usage, downtime risk, and relationship with your vendor.

Some customers stock their own spares; others depend on us to keep them on the shelf. It’s not about right or wrong - it’s about response time and risk tolerance.

Clark’s real-world rule of thumb:

• If a customer uses a part frequently → I keep it stocked.

• If it’s a rare part → they should keep it on hand.

• If we do a lot of work together → I’ll stock spares specifically for them.

What determines who stocks what?

• Frequency of repairs

• Criticality of the application

• Lead times from manufacturers

• How quickly EV Pump can get to your site

• Budget and storage limitations

It’s a partnership, not a guess.

What Factors Should You Consider When Deciding What to Stock?

The right spares inventory depends on how your operation runs and how quickly you can respond to failures.

Some facilities need an extensive spares list; others only need the essentials. Here’s the checklist I run customers through:

1. Usage Frequency

• Does the pump run 24/7 or only seasonally?

• The more hours, the more spares you need.

2. Lead Times

• Some pump brands have 6–12 week lead times.

• Anything with long lead time = should be kept on site.

3. Logistics & Location

• Are you rural? Remote?

• How long does it take for a vendor or carrier to reach you?

4. Budget & Storage

• Can you afford to tie up capital in inventory?

• Can you afford not to?

5. Maintenance Staffing

• Do you have people who can make repairs immediately?

• If not, the vendor may need to store more for you.

The goal is avoiding downtime and not overstocking shelves.

How Do You Customize a Critical Spares Plan for Your Operation?

Every operation needs a tailored spares plan built around pump type, duty cycle, and risk.

A stock plan for a municipal lift station isn’t the same as a chemical plant, or a drilling site, or a farm.

We build spares lists by reviewing:

• Pump types:

  • centrifugal pumps

  • diaphragm pumps

  • mud pumps

  • grinder pumps

  • peristaltic pumps

  • gear pumps

  • injection pumps

• Fluid type: clean water, wastewater, slurry, chemicals, abrasives

• Duty cycle: continuous vs. intermittent

• Downtime tolerance: minutes, hours, or none at all

• Environment: remote job site vs. municipal facility

• Budget: upfront cost vs. downtime cost

Critical spares planning should match real-world operating conditions and not generic recommendations.

What Happens If You Don’t Have the Right Spares?

I’ve seen it too many times: a single missing part brings an entire operation to a halt. Without the right spares, downtime costs pile up fast, and so do rush orders and overnight shipping fees.

If you don’t have the right spare parts on hand, you risk:

• Total system shutdown

• Rush orders and overnight freight bills

• Emergency rental pumps

• Production delays

• Environmental compliance risks

• Loss of revenue

• Operator overtime

In wastewater and oil & gas, even two hours of unplanned downtime can cost more than stocking the right spare parts.

How Does EV Pump Support You in Critical Spares Management?

We help you build a spare parts strategy that matches your operation, not someone else’s.

Some shops need everything onsite. Others rely on us to keep their spares on hand. Either way, we build the plan together.

How EV Pump helps:

• We stock the spares our repeat customers burn through

• We handle emergency deliveries and field repairs

• We create custom critical spares checklists for each site

• We maintain records of parts you use most often

• We help plan for long-lead-time items before they fail

This is how we keep customers online and ahead of downtime.

Don’t Wait for a Breakdown to Think About Spares

If you’re not sure what you need, let’s build a plan together. Let’s build your custom critical spares list. Talk with me (Clark) and the EV Pump team to make sure your pump system never misses a beat.

📞 Call Clark: 337-252-6487

🌐 Contact: evpmp.co/contact-us