Fire Station _3 Building Automation and Controls Modernization.pdf

FIRE STATION #3

BUILDING AUTOMATION

AND CONTROLS MODERNIZATION

Bid Number: RFP-2026-PS-124

REQUEST FOR PROPOSALS

ISSUED BY: Josh Sonnenberg, Director of Facilities and Operations facilities@chesterfieldtwp.org

SUBMIT BIDS TO: Charter Township of Chesterfield Cindy Berry, Clerk

47275 Sugarbush Chesterfield, Mi 48047 (586) 949-0400 mailto:facilities@chesterfieldtwp.org

NOTICE: OFFER TO RECEIVE BID FOR THE CHARTER TOWNSHIP OF CHESTERFIELD

FIRE STATION #3 BUILDING AUTOMATION AND CONTROLS MODERNIZATION

Bid Number: RFP-2026-PS-124

OVERVIEW

The Charter Township of Chesterfield’s Facilities & Operations Department is soliciting qualified contractors to provide bids for building automation and controls proposal to modernize the controls serving Fire Station #3. The project is intended to replace the existing front end, integrate major HVAC and life-safety-related ventilation systems, improve remote visibility, recommission terminal-unit control, and provide complete floor plan and equipment graphics, coordinate with IT to ensure alarm notifications are communicated, sequences, testing, training, and closeout documentation.

The selected Contractor shall provide a complete, operational, and supported system, including all engineering, programming, controllers, sensors, relays, power supplies, network components, wiring, licenses, labor, coordination, calibration, commissioning, documentation, and incidental work required to achieve the intent of this RFP.

Before submitting a bid, each bidder shall have the opportunity to thoroughly examine the properties and fully understand the conditions that may affect the work proposed. Mandatory walk through will occur on Thursday August 27, 2026 at 2:30 pm on site at: Chesterfield Township Fire Station #3, 33991 23 Mile Road, Chesterfield Township, MI 48047. Failure to inspect the sites in no way relieves the successful contractor from the necessity of furnishing materials or performing any labor necessary for the satisfactory completion of the work.

Please contact Josh Sonnenberg, Director of Facilities and Operations, via email:

facilities@chesterfieldtwp.org with any questions.

1. SUBMISSION AND RECEIPT OF BIDS

Sealed bids will be received by the Charter Township of Chesterfield at the office of the Township Clerk, 47275 Sugarbush Road, Chesterfield, Michigan, 48047 until 10:00 am local time Tuesday September 8, 2026. The bids will be publicly opened and read aloud following the 10:00 am deadline.

To receive consideration, bids shall be received prior to the specified deadline time. NO LATE BIDS WILL BE ACCEPTED. Bids are considered received when in the possession of the Chesterfield Township Clerk’s Office. ALL BIDS MUST BE LABELED: CHESTERFIELD TOWNSHIP FIRE STATION #3 BUILDING AUTOMATION AND CONTROLS MODERNIZATION. Bids must be sealed when submitted. All amounts must be entered into the format on ‘Appendix B’. Bids must be typewritten or printed in ink and legibly prepared. Bids having erasures or corrections thereon may be rejected unless explained or initialed by bidder. Digital copies (i.e. email, thumb drive) will be deemed supplemental to the mailed bid packet.

2. ADDITIONAL BID INFORMATION

Unless otherwise specified, the Township reserves the right to accept any item in the bids. Bidders may submit on any item or group of items, provided however, that the unit prices are shown as required. It is the vendor’s responsibility to acquire knowledge of any change, modifications or additions to the bid mailto:facilities@chesterfieldtwp.org documents. Any vendor who submits a bid and later claims it had no knowledge of any change, modifications or additions made by the Charter Township of Chesterfield to the bid specifications, shall be bound by the bid, including any changes, modifications or additions made by the Charter Township of Chesterfield to the bid specifications, and that vendor fails to accept the bid award, the Charter Township of Chesterfield may pursue costs and expenses to re-bid the item from that vendor.

The Charter Township of Chesterfield officially distributes bid documents from the Township Clerk’s Office upon request or through the BidNet website. Each change or addendum issued in relation to this bid will be on file in the Township Clerk’s Office. It shall be the bidder’s responsibility to make inquiry as to the changes or addenda issued, unless the addendum is contained in the original bid documents.

3. SPECIFICATIONS AND SCOPE OF WORK

The bidder, if awarded the contract, will be required to furnish the particular item(s) referred to in the specifications and scope of work, see Appendix A.

The Charter Township of Chesterfield reserves the right to determine if equipment/product or service being bid is equal to the specified equipment/product or service requested.

4. ALTERNATE BIDS

Bidders are cautioned that any alternate bid, unless requested by the Township, or any changes, insertions, or omissions to the terms and conditions, specifications, or any other requirements of this bid, may be considered non-responsive and in the opinion of the Township, may result in rejection of the bid.

5. PRICING

Prices shall be stated in units of quantity specified in the bid document, Appendix B. In case of a discrepancy in computing the amount of the bid, the unit price bid will govern.

6. QUANTITIES

All quantities stated, unless indicated otherwise, are estimates and the Township reserves the right to increase or decrease the quantity at the unit price bid as best fits it need. In addition, the Township reserves the right to make future purchases at the unit price submitted for all Township departments, including the Public Safety Department.

7. DELIVERY

Deliveries can be made during business hours of 8:00am – 4:30pm.

8. TAXES, TERMS AND CONDITIONS

The Charter Township of Chesterfield is exempt from Federal Excise, State Sales Tax and Personal Property Tax. The Township’s tax I.D. number is 38-6006891.

9. QUALIFICATIONS AND AWARD

The bid will be awarded to that responsible, responsive bidder whose bid, conforming to this solicitation, will be most advantageous to the Township, with price and other factors considered. The Charter Township of Chesterfield reserves the right to accept any bid, to reject any or all bids, or waive irregularities in any bid in the best interest of the Township. Bidders may submit bids on any item or groups of items provided unit prices are clearly shown and a notation is made on the bid document clearly indicating bidder’s intent.

10. WITHDRAWALS OF BIDS

Bids may be withdrawn in person by a bidder, or authorized representative, provided their identity is made known and a receipt is signed for the bid, but only if the withdrawal is made prior to the stated bid deadline. No bid may be withdrawn for at least 90 days after bid opening. In case of error by the bidder in making up a bid, the Township may, by discretion, reject such a bid upon presentation of a letter by the bidder which sets forth the error, the cause thereof and sufficient evidence to substantiate the claim.

11. DEFAULT CONDITIONS

In case of default by the contractor, the Charter Township of Chesterfield may procure the articles or services from other sources and hold the bidder responsible for any excess cost occasioned thereby. In case of error by the bidder relating to a Contract, the Township may, by discretion upon presentation of a written explanation by the bidder substantiating the error, reject the Contract and award to the next qualified bidder. Such error may be subject to default conditions.

12. INFRINGEMENTS AND INDEMNIFICATIONS

The bidder, if awarded a contract, agrees to protect, defend and save the Township and herein, its officials, employees, departments, and agents, harmless against; any demand for payment for the use of any patented material, process, or device that may enter into the manufacture, construction, or from a part of the work covered by either order or contract; and from suits or a charge of every nature and description brought against it for, or on account of, any injuries or damages received or sustained by the parties by or from any of the facts of the contractor, the contractor’s employees, or agents; from all liability claims, demands, judgments and expenses to persons or property occasioned, wholly, or in part, by the acts or omissions of the bidder, contractor, agents or employee.

13. BONDING

Bonding is not required for this contract.

14. INSURANCE (REQUIRED FOR WORK ON OR WITHIN TOWNSHIP PROPER/FACILITIES)

• Worker’s Compensations and Related Coverages o State: Statutory o Applicable (e.g. Longshoreman’s): Statutory o Employer’s Liability

▪ Max Limit Each Accident \Max Limit Policy Limit \Max Limit Each Employee

• Contractor’s General Liability o General Aggregate: $1,000,000 o Products – Completed Operations Aggregate: $1,000,000 o Personal and Advertising Injury: $1,000,000 o Each Occurrence (Bodily Injury and Property Damage): $1,000,000 o Property Damage liability insurance will provide Explosion, Collapse, and Underground coverages where applicable o Excess or Umbrella Liability:

▪ General Aggregate: $2,000,000 | Each Occurrence: $2,000,000 o Fire Damage: $50,000 | Medical Payments: $5,000

• Automobile Liability o Combined Single Limit: $1,000,000

• Contractual Liability

▪ Bodily Injury: Each Accident: $1,000,000 | Annual Aggregate: $1,000,000

▪ Property Damage: Each Accident: $1,000,000 | Annual Aggregate: $1,000,000

• Owner’s and Contractor’s Protective Liability Insurance Policy shall include as additional insured all persons/entities listed below o Charter Township of Chesterfield

• Owner’s and Contractor’s Protective Liability o General Aggregate: $2,000,000 | Each Occurrence: $1,000,000 o Combined Single Limit: $1,000,000

15. GENERAL INFORMATION

All invoices shall be sent to: accountspayable@chesterfieldtwp.org Chesterfield Township | Attn: Accounts Payable | 47275 Sugarbush Road | Chesterfield, MI 48047

16. SPECIFICATIONS, PRICING AND VENDOR QUESTIONNAIRE

See Appendix(s) A, B and C at end of document for details and specifications.

17. FIRM PRICE GUARANTEE

Price will cover the cost of the scope of the project and will not be subject to increase unless otherwise noted and agreed upon.

18. WARRANTY

Provide Bidder’s warranty for contractor workmanship

Provide manufacturer’s labor-and-material warranty:

19. REFERENCES (Provide three for comparable projects) Company Contact Person Phone #

1.

2.

3.

20. CONTRACT TERMINATION

The Township reserves the right, upon thirty (30) days written notice, to terminate this contract for failure of vendor to comply with terms and conditions set forth herein. Nonperformance on the part of the vendor shall constitute breach of contract and shall nullify any and all contractual obligations between the seller and the purchaser.

21. APPROVAL ACCEPTANCE/ACCEPTANCE OF SPECIFICATIONS

The undersigned herein submits this proposal and agrees to enter into an agreement, if awarded the contract, with the Charter Township of Chesterfield in accordance with the contract documents.

NAME OF BIDDER

BUSINESS ADDRESS OF BIDDER

BUSINESS TELEPHONE NUMBER OF BIDDER

AUTHORIZED SIGNATURE

TITLE OF SIGNER

DATE OF SIGNATURE

EMAIL

Internal Use:

_____ Warranty filled out (#18) Initial

________ References listed (#19) Initial

________ Approval Acceptance and Specifications Completed (#21) Initial

________ Appendix B: Bid Sheet is complete and attached Initial

________ Insurance Provided Initial

APPENDIX A

SCOPE OF WORK

1. Replace existing front-end controller.

2. Work with IT team to connect controller so facility staff can view system remotely.

3. Integrate (2) Lochinvar Boilers, (1) Trane Rooftop, (1) Cambridge Unit

4. Furnish and install/commission 13 VAV controllers with Trane Symbio 210 controller, reuse existing actuators if possible, recommission existing hot water (hw) reheat valves. VAV wall sensors to have local setpoint thumbwheel.

5. Install controller for noxious gas system including integrating (1) existing co/no2 system.

Confirm sensors work, have third party recalibration of co2/no2 sensors, give customer list of any existing sensors that doesn’t work attached to the panel, provide start stop and status for garage area.

6. Sequence of Operation Noxious Gas System: The Carbon Monoxide (CO) shall monitor the CO

Level in the space, whenever CO level exceeds the high unit setpoint as detected by the space sensor the garage area exhaust fan shall start and MAU shall bring in fresh air, noxious gas system mitigation system shall run until CO or NO2 is below the high level setpoint minus a safety factor than MAU/Exhaust fan shall shut off. If CO/NO2 get above setpoint for 5 minutes an alarm shall be emailed to facility staff, existing panel shall provide an audible/visual alarm.

CO/NO2 shall be monitored on front via on board contact closure of existing noxious gas controller, warning and high alarms shall be brought in as inputs from the noxious gas controller.

7. Install outdoor air/humidity on the west side of the building.

8. Boiler Plant Sequence of operations: DDC Shall monitor operating status of each pump through its existing respective current switch, upon pump failure, DDC shall activate a failure alarm and automatically start the standby pump. (2) Existing Lochinvar, controls shall enable the lead boiler and let the onboard cascade controller cycle the boilers. DDC system shall write an OA/HW supply reset to the lead boiler. If boilers fail an alarm shall be sent to the front end.

9. RTU Sequence- DAT Shall be reset based on OA/SA table below

10. Building is occupied at all hours so morning warmup is not necessary however cycle on board day time warmup when average VAV space temperature is below 69 degrees adj.

11. Graphics Boiler- Boiler Plant graphic- shall including the system supply/return temp, Boiler 1,2-

Supply/Return Temp, System pump sequence number, start/stop, status, boiler pump command, critical alarm present for boiler 1,2. Reset schedule values (overridable on boiler plant graphic)

12. Graphics RTU- Shall have return air temp, mixed air temp, discharge air temp, cooling command, heating command, economizer minimum position (adg from graphic), Supply fan start/stop, and

Supply dan status, economizer enable setpoint (adj from graphic), Day time warmup setpoint

(Adj from graphic), Supply duct static/setpoint (ADJ from graphic), Supply fan speed, RTU critical alarms.

13. VAV Graphics- Shall show space temperature/setpoint, shall be able to toggle setpoint from local to BAS from graphic, show damper command (ability to override air damper from graphic directly, not using setpoints), hw valve command (ability to override hw valve from graphic directly, not using setpoints), vav heat cool mode status, occupancy command and status, VAV flow, flow setpoint, Min cooling flow setpoint (adj from graphic), Min heating flow setpoint (adj from graphic), Max cooling flow setpoint (adj from graphic).

14. Noxious Gas Graphic- Shall show contact positions for CO/NO2 Warning, shall show contact positions for CO/NO2 Alarm, show MAU Outdoor air damper status/command, supply fan command/status, Heating command/status, MAU alarms, show garage exhaust fan start stop/status and failure alarm.

Submittals and Closeout

Contractor must provide:

• Product data and controller/interface selections.

• Control drawings, panel layouts, wiring diagrams, sequences, and complete point lists.

• Network addressing and port/protocol requirements coordinated with IT.

• Final as-built drawings in PDF and editable source format.

• Final control programs, databases, graphics, license records, and a full restorable backup.

• Usernames and credentials transferred securely to authorized Owner personnel.

• Commissioning checklists, functional test reports, calibration reports, and deficiency disposition.

• Operation and maintenance manuals and recommended spare-parts list.