HVAC System Replacements and Control System Extension.pdf

Finance Department 203 S Troy Street

Royal Oak, MI 48067 248.246.3034

CITY OF ROYAL OAK, MICHIGAN

REQUEST FOR PROPOSAL

1. INTRODUCTION

The City of Royal Oak is soliciting proposals from qualified professional individuals, group, or firms to provide contracted HVAC system replacements and control system extension located at the 44th District Courthouse located at 400 East 11-mile rd., Royal Oak, MI 48067.

Electronic proposals for 44th District courthouse will be received by the City of Royal Oak through the procurement portal https://www.bidnetdirect.com//city-of-royal-oak until 12:00 pm on Thursday, October 29, 2026. Award results will be made available through the procurement portal once the proposal evaluations are complete.

Mailed, faxed and emailed proposals will not be considered or accepted. All proposals shall be submitted through the procurement portal at https://www.bidnetdirect.com//city-of-royal-oak

The City of Royal Oak reserves the right to reject any or all proposals, to waive any informality in the proposal received, and to accept any proposal or part thereof, which it shall deem to be most favorable to the interests of the City. In case of error in the extension of prices in the proposal or other arithmetical error, the unit prices will govern.

2. FURTHER INSTRUCTIONS TO BIDDERS

1. The bidder shall assume full responsibility for submittal of proposals prior to the proposal submittal deadline and shall assume the risk of late delivery or non-delivery regardless of the manner employed for the transmission thereof. A bidder may withdraw their proposal response at any time prior to the scheduled proposal submittal deadline. Any proposal received after the scheduled submittal deadline will not be accepted. No proposal may be withdrawn, changed or modified in any way for a period of ninety (90) calendar days from the date of the proposal submittal deadline.

2. Municipalities are exempt from Michigan State Sales and Federal Excise taxes.

Do not include such taxes in the proposal figure. The City will furnish the successful bidder with tax exception certificates upon request.

3. The total price quoted by the bidder must be the total cost delivered to the location(s). All goods are to be shipped F.O.B. Shipments sent C.O.D. without the City of Royal Oak’s consent will not be accepted and will, at the contractor’s risk and expense, be returned. Unauthorized shipments are subject to rejection and returned at the contractor’s expense.

https://www.bidnetdirect.com/city-of-royal-oak

Royal Oak, MI 48067 248.246.3034

4. The bidder by execution of the proposal thereby declares that the proposal is made without collusion with any other person, firm or corporation making any other proposal, or who otherwise would make a proposal, and agrees to furnish all proposal items in strict accordance with all Federal Regulatory Measures.

5. All applicable Federal and State laws and rules and regulation over the project shall apply to the project contract throughout and will be deemed to be included in the contract herein written out in full.

6. The completion date will be established with the contractor awarded the job. The contractor, its employees, and all subcontractors designated to work on-site at any time may be subject to a criminal history check that must be approved by the Police Department staff prior to working on site.

7. Submission of a proposal will be construed as a conclusive presumption that the bidder is thoroughly familiar with the proposal and specifications and that he understands and agrees to abide by each and all of the stipulations and requirements contained therein.

8. Vendor changes or alterations to proposal documents including specifications may result in a proposal being considered non-responsive.

The only authorized vendor changes to a proposal document will be in the areas provided for a bidder’s response, including the “Exceptions” section of the proposal. If a change or alteration to the documents is undetected and the bidder is awarded a contract, the original terms, conditions, and specifications in the authorized version of the proposal document will be applicable during the term of the contract. The City or Royal Oak shall accept NO CHANGES to the proposal document made by the vendor unless those changes are set out in the “Exceptions” provision of the authorized version of the proposal document. It is the vendor’s responsibility to acquire knowledge of any changes, modifications or additions to the authorized version. If a proposal is awarded to a vendor who claims that it had no knowledge of changes, modifications or additions made by the City or Royal Oak to the authorized version of the proposal, and that vendor fails to accept the proposal award, the City of Royal Oak may pursue costs and expenses to re-bid the item from that vendor. The authorized version of the proposal document shall be that proposal document appearing on the procurement portal with any amendments and updates. Addendum will be issued through the procurement portal. Vendor’s can create a FREE account to access our procurement portal with bidnet direct by SOVRA by signing up at https://www.bidnetdirect.com//city-of-royal-oak.

Royal Oak, MI 48067 248.246.3034

9. Between the proposal submittal deadline and the final proposal award, it shall be the responsibility of the bidders to request information they might need regarding such proposals.

10. Bidders are required to submit complete and comprehensive data and descriptive literature covering the item proposed to be furnished. Vendors submitting alternative proposals must provide specifications documenting product is equal to specified proposal item.

11. To the fullest extent permitted by law, the successful bidder agrees to defend, pay on behalf of, indemnify, and hold harmless the City of Royal Oak, its elected and appointed officials, employees and volunteers and others working on behalf of the City of Royal Oak against any and all claims, demands, suits, or loss, including all costs connected therewith, and for any damages which may be asserted, claimed or recovered against or from the City of Royal Oak, its elected and appointed officials, employees, volunteers or others working on behalf of the City of Royal Oak, by reason of personal injury, including bodily injury or death and/or property damage, including loss of use thereof, which arises out of or is in any way connected or associated with this contract.

12. Prior to furnishing the requested products and services, it shall be the responsibility of the awarded vendor to obtain all licenses and permits required to complete this contractual service, at no cost to the City of Royal Oak. These licenses and permits shall be readily available for review by the city.

13. The City of Royal Oak reserves the right to terminate the contract without penalty upon thirty (30) days written notice, due to poor performance or for reasons deemed to be in its best interest. The City of Royal Oak reserves the right to re-award the contract to the second most qualified vendor, re-propose, re-quote or re-bid the contract or do whatever is deemed to be in its best interest.

14. Entities in bankruptcy or receivership cannot respond to the RFP. Responding entities must disclose if responding entity (or parent company) is in bankruptcy/receivership or contemplating bankruptcy/receivership. Should it later be determined that an award was given to an entity in bankruptcy or receivership then the city has authority to terminate the agreement/contract.

Royal Oak, MI 48067 248.246.3034

15. All documents and correspondence submitted to the City of Royal Oak becomes the property of the City of Royal Oak and is subject to disclosure under the “Freedom of Information Act”. This Act provides for the complete disclosure of contract and attachments.

16. By mutual written agreement this proposal may be extended for see attachedprior to the expiration of the then-current term.

3. METHOD OF AWARD

The recommendation to award will be based on evaluation procedures, or in any manner deemed to be in the best interest of the city. Previous experience and performance will be a factor in making the award.

Each proposal will be reviewed by the city. The city may narrow the list of proposals and may, at its discretion, request oral presentations from any of all the finalists. A recommendation and contract will be forwarded to the city commission for its review and approval.

4. NON-DISCRIMINATION CLAUSE

In the performance of any contract or purchase order resulting wherefrom, the contractor agrees to obey and abide by all the laws of the State of Michigan relating to the employment of labor and public work, and all ordinances and requirements of the city regulating or applying to public improvements. Furthermore, the contractor agrees not to discriminate against any employee or applicant for employment, to be employed in the performance of this contract or purchase order, with respect to his or her hire, tenure, terms, conditions or privileges or employment because of religion, race, color, national origin, ancestry, age, sex, height, weight, marital status, or physical or mental disability except when said disability prevents such individual from performing the essential job functions, and the disability cannot be reasonably accommodated. The contractor further agrees that every subcontract entered into for the performance of this contract or purchase order will contain a provision requiring nondiscrimination in employment, as herein specified, binding upon each subcontractor. Breach of this covenant may be regarded as a material breach of the contract or purchase order.

Royal Oak, MI 48067 248.246.3034

5. ETHICS POLICY

5.1. Gratuities

It shall be unethical for any person to offer, give, or agree to give any city employee or former city employee, or for any city employee or former city employee to solicit, demand, accept, or agree to accept from another person, a gratuity or an offer of employment from another person, a gratuity or an offer of employment in connection with any decision, approval, disapproval, recommendation, or preparation of any part of a program requirement or a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing, or in any other advisory capacity in any proceeding or application, request for ruling, determination, claim or controversy, or other particular matter, pertaining to any program requirement or a contract or subcontract, or to any solicitation or proposal therefore.

5.2. Kickbacks

It shall be unethical for any payment, gratuity, or offer of employment to be made by or on behalf of a subcontractor under a contract to the prime contractor or higher tier subcontractor or any person associated therewith, as an inducement for the award of a subcontract or order.

6. ADA COMPLIANCE

The City of Royal Oak will provide necessary, reasonable auxiliary aids and services, and provide assistance in filling out forms, to individuals with disabilities when doing business with the City of Royal Oak. Individuals with disabilities requiring such auxiliary aids or services should contact the City of Royal Oak by writing or calling the following: Dennis VanDeLaar, PO Box 64, Royal Oak, Michigan 48068, (248) 246-3070, or TDD (248) 246- 1010.

7. SUB-CONTRACTORS

If sub-contractors are to be utilized, a listing of each sub-contractor must be provided as part of the business plan submitted to the city.

8. QUALIFICATION OF PROPOSERS

The proposer may be required before the award of any contract to show to the complete satisfaction to the City of Royal Oak that it has the necessary facilities, abilities, and financial resources to provide the services specified herein. The proposer may also be required to give a history in order to satisfy the City of Royal Oak regarding the proposer’s qualifications. The City of Royal Oak may make reasonable investigations deemed necessary and proper to determine the ability of the proposer to perform the work, and the bidder shall furnish to the City of Royal Oak all information for this purpose that may be requested.

Royal Oak, MI 48067 248.246.3034

9. RETAIN PROPOSAL

The city reserves the right to retain all proposals submitted and to use any ideas in the proposals regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by the company of the conditions contained in this RFP, unless clearly and specifically noted in the proposal submitted and confirmed between the City or Royal Oak and the company selected.

10. SUBLEASE OR ASSIGN

The lessee may not sublease or assign his contract rights to any other party except with the prior written approval of the City of Royal Oak.

11. RESPONSES TO QUESTIONS

All questions must be submitted through the procurement portal. The firm’s question(s) and the city’s answer(s) will become part of the public record and will be shared publicly through the procurement portal.

12. SPECIAL INSTRUCTIONS

Release Project Date: Wednesday, October 14, 2026

Mandatory Pre-Proposal Site Visit: Monday, October 19, 2026, 2:00pm

Deadline For Written Questions: Thursday, October 22, 2026, by 3:00pm

Addendum Deadline: Monday, October 26, 2026

Proposal Submission Deadline: Thursday, October 29, 2026

Notification of Award: Tuesday, November 24, 2026

Services Begin: Monday, November 25, 2026

Completion Date: Wednesday, June 30, 2027

The city reserves the right to request any additional information which might be deemed necessary after the RFP information has been received.

The city does not intend to pay for any information solicited or obtained; further the city will not be liable for any costs incurred in the proposal preparation, presentation or contract negotiation.

Royal Oak, MI 48067 248.246.3034

The city reserves the right to reject any and all proposals received and the right to waive defects in proposals as a result of this RFP.

The successful vendor shall not provide services until a fully executed contract has been received by the city. The firm must indemnify and hold the city harmless throughout the contract. The firm must also provide liability insurance during the term of the contract.

13. ESTIMATED QUANTITIES

Quantities stated are estimated and are not guaranteed. Quantities stated are made in good faith and will be used for award purposes. Quantities are based upon reasonable estimates, and the City of Royal Oak will not be penalized for additions or deletions from the contract within the specifications.

14. DOWNPAYMENTS AND REPAYMENTS

Any bid submitted which requires a down payment or prepayment of any kind prior to delivery of material and acceptance, as being in conformance with specifications, will not be considered for award.

15. MICHIGAN CONSTRUCTION LIEN ACT

The bidder agrees that, if awarded the Contract(s) he/she will abide by all requirements of the Michigan Construction Lien Act (P.A. 1980, No. 497) as amended and effective March 1, 1982, and to provide full and complete Sworn Statements on Owner-approved forms.

16. PUBLIC ACT 57

Public Act 57 requires contractors to provide certain notices to governmental entities concerning improvements on real property; to allow for modifications of contracts for improvement of real property; to provide for remedies; and to repeal acts and parts of acts. This contract shall comply with all applicable provisions of Public Act 57.

17. BOND SUBMITTAL

The bidder to whom the Contract is awarded will be required to execute the form of Contract and to furnish all bonds, certificates of insurance, and an executed Hold Harmless Agreement within ten (10) days of being requested (Sundays and legal holidays excepted) , or within such extended period as may be approved by the city; and in the case of his/her failure to do so, he/she may be considered by the city to have abandoned his/her interests in the Contract, and his/her proposal guaranty may be declared forfeited to the city, and the Contract may be awarded to another bidder.

Royal Oak, MI 48067 248.246.3034

18. BID DEPOSIT AND FORFEITURE

The bid deposit of the lowest bidder shall be forfeit if, after bid opening, a change in the bid price or other provision of the bid is required by the bidder that is prejudicial to the interest of the City of Royal Oak or fair competition.

19. PURCHASE ORDER

After the Royal Oak City Commission has approved the award, the City of Royal Oak Purchasing Agent will inform the successful bidder. The successful bidder once notified, will be required to submit the specified bonds. A purchase order will be issued in approximately one-week and released, once acceptable insurance is received. The purchase order issued in conjunction with the Contract Form from the City of Royal Oak will create a bilateral contract between the parties, and the successful bidder shall commit to perform the contract in accordance with specifications.

20. AWARD

The work shall commence immediately upon City Commission award. The designated City representative shall approve the work schedule prior to the start of the project. His/her decision as to acceptability shall be deemed in the City of Royal Oak’s best interest. The City of Royal Oak is the only party to this contract that may authorize amendment of this schedule. The contractor is required to start the project within ten (10) working days after notification to start work.

Royal Oak, MI 48067 248.246.3034

21. INSURANCE

21.1. Contractor Provided Insurance

At all times during this Contract, Contractor shall obtain and maintain insurance according to the specifications indicated.

1. Vendor agrees to procure and maintain insurance coverage according to the following specifications:

a. $1,000,000 Combined Single Limit Commercial General Liability Broad Form Endorsement/or the following as minimum requirements:

Broad form property damage Premises/Operations Libel and Slander Independent Contractors (Blanket) Broad form Contractual Personal Injury - delete contractual exclusion "A" Additional Insured - the City of Royal Oak, City Agents (as defined in this contract) and employees and elected and appointed officials of Royal Oak;

The total limits of general liability coverage required herein may be satisfied with a combination of a primary and excess policy having not less than $1,000,000 in limits, specifically listing the primary general liability policy as underlying insurance.

b. Workers' Compensation as required by law $100,000.00 and Employer’s Liability.

c. Automobile Liability with minimum limits of $1,000,000 combined single limit automobile liability per occurrence, including hired and leased vehicles, and owned and non-owned.

Royal Oak, MI 48067 248.246.3034

d. Specialized Coverage: Listed below are insurance requirements that may be requested and shall be indicated:

Professional Liability with minimum limits of $1,000,000 per occurrence and $1,000,000.00 aggregate, except for Construction and Maintenance Contracts only.

Errors & Omissions with minimum limits of $1,000,000 per occurrence and $1,000,000.00 aggregate.

Employee Dishonesty with minimum limits of $20,000 per occurrence.

Malpractice with minimum limits of $1,000,000 per occurrence and $1,000,000.00 aggregate.

Garage Liability with minimum limits of $100,000 per occurrence.

2. General Certificates of Insurance

a. All Certificates of Insurance and duplicate policies of any outside vendor or contractor shall contain the following clauses:

i. "The insurance company(s) issuing the policy or policies shall have no recourse against the City of Royal Oak for payment of any premiums or for assessments under any form of policy”.

ii. Any and all deductibles in the above-described insurance policies shall be assumed by and be or the amount of, and at sole risk of, the contractor."

b. All Certificates are to provide 30-day notice of material change or cancellation. Certificates of Insurance and insurance binders must be provided no less than ten (10) working days before commencement of work to the City. Insurance carriers are subject to the approval of the City.

THE ROYAL OAK COMMUNITY

Royal Oak, Michigan is located just three miles from Detroit’s northernmost City limit; and 14-miles from the heart of Detroit. Located along the Woodward Corridor, and serviced by both Interstate 75 and Interstate 696, Royal Oak is perfectly situated to provide easy access to travel and regional amenities for residents, of which 58,211 individuals call Royal Oak home according to 2020 census figures. The location also makes an ideal landing spot for a variety of businesses, both large and small, and Royal Oak boasts a thriving downtown.

ROYAL OAK EXPECTATIONS

The City of Royal Oak is soliciting proposals from qualified professional individuals, group, or firms to provide contracted HVAC system replacements and control system extension located at the 44th District courthouse located at 400 East 11-mile Rd., Royal Oak, MI 48067.

Proposers may not alter the RFP, its specifications, or any city-issued addendum. Any requested exception or deviation from the RFP or the attached form of agreement must be clearly identified and explained in the proposal. The city is not obligated to accept any requested exception and may consider requested exceptions in evaluating proposals. The official RFP consists of the documents and addenda issued by the city through the Michigan Intergovernmental Trade Network (MITN). Proposers are responsible for obtaining the official RFP and all addenda through MITN. By submitting a proposal, the proposer acknowledges receipt of all issued addenda and agrees that its proposal is based upon the official RFP documents.

Order of Precedence. In the event of any inconsistency, conflict, or ambiguity among the resulting contract documents, the following order of precedence will apply: (1) the executed agreement and any amendments;

(2) addenda issued by the City; (3) this RFP; and (4) the successful proposer’s proposal. A provision in the successful proposal will not modify or supersede the agreement, an addendum, or this RFP unless the modification is expressly accepted in the executed agreement.

An awarded contract would tentatively commence on Tuesday, November 24, 2026.

1. Introduction and Background

1.1 Purpose

The City of Royal Oak is soliciting electronic proposals from qualified contractors for the extension of an Automated Logic Control System (WebCTRL) CCS system and aging HVAC equipment and associated upgrades at the 44th District Courthouse located at 400 E 11-Mile Rd., Royal Oak, Michigan.

The primary objectives of this project are to:

• Extending the ALC Energy Management System from the Police Station to the courthouse

• Replace single boiler with two new condensing boilers and variable speed pumping

• Replace approximately existing failing VAV RTUS with new VAV roof top units

• Significantly improve energy efficiency and reduce operating costs;

• Replace controls on all VAV terminals, FCUs, UH,s and the like

• Achieve full compliance with the current Michigan Commercial Energy Code (IECC 2021 and

ASHRAE Standard 90.1-2019, as adopted and amended by the State of Michigan); and

• Maintain continuous, secure, and reliable HVAC service to a fully operational courthouse with minimal disruption to court operations and public access.

1.2 Facility Description

The 44th District Courthouse was constructed in 1999 as a judicial facility serving the City of Royal Oak and the 44th District. The building houses courtrooms, judge’s chambers, clerk offices, restrooms, holding areas, public waiting spaces, and related support functions. Continuous operation and strict security protocols are mandatory. Due to the nature of the building operation, multiple night shift work is expected.

1.3 Current System Overview

The existing system is a BACnet ALC system that will be upgraded to modern native BACnet ALC equipment.

The existing (1.3 million est.) BTU boiler will be replaced with two NG boilers for redundant winter operation.

The mechanical room will be reconfigured for a control system with integration to boiler controls via BACnet.

Basis of boiler design is Lochinvar. Boiler pumping will be converted to two new system pumps with variable frequency drives, boiler isolation per ASHRAE 90.3 The existing Variable Air Volume roof top units (90 tons est.) that serve VAV terminals on multiple floors will be replaced with new units and require the ALC controls to be installed as the native controllers of the units. Integration to factory controls is not acceptable. Basis of Design is Daikin air handlers. VAV terminals and FCUs and unit heaters will have the obsolete controllers upgraded to new BACnet ALC hardware, via TCP/IP media.

2. Scope of Work The selected Contractor shall provide all labor, materials, equipment, engineering, permits (as required), testing, commissioning services by Upgrade~Evolve Consulting, training, and warranties necessary to complete a fully functional HVAC replacement and upgrade. Work shall be performed as a complete turnkey project.

2.1 General Scope

• Remove and properly dispose of existing HVAC equipment identified for replacement (including refrigerants in accordance with EPA Section 608 and boiler system components in accordance with applicable environmental regulations).

• Furnish and install new Variable Air Volume (VAV) Rooftop Units as specified in Section 3.

• Furnish and install new High-Efficiency Condensing Boilers as specified in Section 4.

• Furnish and install ALC EMS controllers as extension to WebCTRL CCS (City Cloud Server) as specified in Section 6.

• Provide all associated roof top curb and duct modifications, VAV terminal units controls, reheat coils water balance, hydronic piping, pumps, and distribution as necessary for proper zoning and code-compliant ventilation and heating.

• All field installed DDC or intelligent EMS controllers must be fully programmable through the city’s existing ALC CCS without protocol converters, logic converters, database converters, protocol converters, or nonnative software.

• All field installed controllers shall be required to provide native auto ranging multicolor trends with a minimum of 14 simultaneous objects trended at a one-minute intervals to the existing city WebCTRL CCS as minimum contract compliance and for system energy management.

• Extend and replace the ALC controls to new native BACnet ALC CCS automation system (EMS) components including final programming of scheduling, monitoring graphics, alarming, trending of all objects per, one-minute intervals, for a minimum of six months, and all energy optimization features declared to be installed included in the pricing proposal.

• Perform all electrical work required to serve the new equipment, including disconnects, wiring, and any necessary panel upgrades.

• Replace and include with resized breakers and fuses as required by electrical codes.

• Provide structural evaluation and any required reinforcement of the roof, equipment supports, or mechanical room flooring.

• Obtain all required permits and schedule inspections with the Authority Having Jurisdiction (AHJ).

• Perform complete testing, adjusting, and balancing (TAB) by an independent certified firm.

• Include project pricing for Commissioning Authority and Construction Liaison, Upgrade~Evolve

Consulting (513-307-3774) to perform all functional tests and commissioning of all systems as well as coordinate workflow and technical issues.

• Include a four-hour walk through for owner orientation, include an additional two training sessions for two hours on the new HVAC automation systems extension to the existing ALC CCS Energy Management System.

• Provide all closeout documentation, including as-builts, O&M manuals, warranties, and final TAB, Commissioning reports.

3. Workflow, Scheduling, and Site Management

Because this is a fully operational courthouse, the Contractor’s workflow, sequencing, and daily site practices are critical to project success. All work must be planned and coordinated through the city designated construction liaison and promptly executed to protect court operations, staff productivity, public access, and facility security.

3.1 Minimizing Disruption to Staff and Operations

• The Contractor shall plan and execute all work so that it does not unreasonably disturb courthouse staff, judges, attorneys, jurors, or the public.

• Noisy, dusty, or disruptive activities (including core drilling, cutting, grinding, heavy lifting, and major equipment moves) shall be scheduled outside of normal court hours whenever feasible, typically evenings, nights, weekends, or court recess periods.

• The Contractor shall maintain clear, safe pedestrian pathways and shall not block corridors, exits, or public waiting areas without prior written approval and appropriate barricading.

• Odors, dust, and fumes shall be controlled through containment, temporary barriers, negative air machines, and filtration as necessary to protect indoor air quality in occupied spaces.

• Any activity that could affect temperature, ventilation, or indoor air quality in occupied areas must be coordinated in advance and mitigated so that comfortable and healthy conditions are maintained.

• All construction daily work shall include daily cleanup and disposal of non c instruction materials, waste, and packaging to avoid fire hazards during construction phase of this project.

3.2 Scheduled Access to Critical Secure Spaces and Courtrooms

• Access to courtrooms, judge’s chambers, holding areas, evidence rooms, clerk vaults, and other critical or secure spaces shall occur only by prior arrangement with the Owner and court security.

• The Contractor shall submit written requests or make formal requests at the biweekly construction meeting for access to any critical or secure space a minimum of seven (7) calendar days in advance, identifying the specific rooms, proposed dates and times, duration of work, number of workers, and nature of the work.

• Work inside courtrooms or other high-security spaces shall be performed only during times approved by the court (typically non-session periods) and under any escort or security protocols required by the Owner.

• The Contractor shall not store tools, materials, or equipment in secure or restricted spaces overnight without explicit written authorization.

• Failure to obtain proper advance approval for access may result in denial of entry and potential delays for which the Contractor will be solely responsible.

3.3 Daily Cleanup and Housekeeping

• The Contractor shall perform a thorough cleanup of all work areas at the end of each workday (or shift).

• All construction debris, scrap materials, packaging, dust, and waste shall be removed from the building and properly disposed of or placed in approved waste containers outside the secure perimeter.

• Floors in corridors, public areas, and any spaces used as pathways shall be left broom-clean (or better) at the end of each day.

• Tools, materials, and equipment shall be neatly staged in designated areas only; no materials shall be left in public corridors, lobbies, or occupied office areas.

• The Contractor is responsible for protecting existing finishes, furniture, and equipment from damage and for promptly repairing or replacing any items damaged by construction activities.

• Failure to maintain acceptable daily housekeeping standards may result in the Owner stopping work until conditions are corrected, at no additional cost to the Owner.

3.4 Phasing Plan and Coordination

• Within fourteen (14) calendar days after Notice to Proceed, the Contractor shall submit a detailed written phasing and workflow plan for Owner review and approval.

• The plan shall identify sequences of work, temporary HVAC provisions (if any), periods of elevated noise or disruption, and all required access to secure or critical spaces.

• The plan shall demonstrate how continuous heating, cooling, and ventilation will be maintained in all occupied areas throughout the project.

• The Contractor shall attend regular coordination meetings (two per month) and shall adjust the workflow as needed to accommodate court schedules, holidays, and unexpected operational needs.

• Phases will be designated as follows and may have overlapping start or finish dates.

• Phase One shall be submittals and reviews for all mechanical and controls equipment.

• Phase Two shall be equipment orders and estimated due dates and the VAV terminals and small appliances retrofits.

• Phase Three shall be the replacement of the Roof Top Units.

• Phase Four shall the replacement of the Boiler plant.

• Phase Five will be the final commissioning and tests and training.

4. Variable Air Volume (VAV) Rooftop Units – Technical Requirements The core of the air-side portion of this project is the replacement of existing equipment with new Variable Air Volume Rooftop Units (VAV RTUs). All proposed equipment shall meet or exceed the requirements of this section and the current Michigan Commercial Energy Code.

4.1 General Performance Requirements

• Units shall be packaged rooftop units configured for Variable Air Volume operation.

• Minimum cooling efficiency shall meet or exceed the requirements of ASHRAE 90.1-2019 (or the version adopted by the current Michigan Commercial Energy Code at the time of permit).

• Units shall include high-efficiency compressors (preferably variable-speed or multi-stage), variable-frequency drives (VFDs) on supply fans, and modulating outdoor air economizers.

• Heating section shall be coordinated with the new high-efficiency condensing boiler plant where hydronic heating is provided or shall be gas-fired as applicable.

• All units shall be provided with factory-installed or field-installed energy recovery (enthalpy wheel or equivalent) where required by code or where outdoor air percentages make recovery cost-effective.

• Units shall be capable of maintaining zone temperatures within ±1°F of setpoint under design load conditions when serving properly designed VAV terminal units.

4.2 Controls and Integration

• Each RTU shall be provided as a complete machine ready for field installation of energy management system components by ALC Corporation. Each RTU shall include correctly torque rated dampers and actuators, edged sealed dampers and leak no less than 4 CFM per square foot of damper surface area at 1.0 in. W.C. internal pressure differential.

• Units shall support demand-controlled ventilation (DCV) using enthalpy control.

• Supply fan shall modulate based on duct static pressure to maintain design airflow at the most demanding VAV box. RTU Fan capacity to have zero diversity in fan supply air, cooling, or heating capacity.

• Economizer control shall include differential enthalpy or dry-bulb changeover logic appropriate for Michigan Climate Zone 5A/6A.

• Air handler unit controllers shall be of same manufacturer as the city system WebCTRL server. No gateways, protocol conversion, logic conversion, or alternate protocols are acceptable. RTUs shall connect via BACnet as a native product and extension of the existing building automation system for remote monitoring, scheduling, trending, and alarm notification is required. Controller must be autonomous as a digital controller and not utilized by a main station as remote I/O.

4.3 Construction and Durability

• Cabinets shall be double-wall construction with a minimum of 2-inch foam insulation (R-13 or better) and thermal breaks to minimize condensation and heat loss/gain.

• Exterior finish shall be suitable for long-term exposure in Michigan weather (corrosion-resistant coating).

• Units shall include hail guards, hail-resistant coils, or equivalent protection as appropriate for the location.

• Roof curbs shall be new, insulated, and properly sealed. Existing curb adaptation is acceptable only if structural and sealing integrity can be demonstrated.

• Contractor to include hail guards on units as a finished and installed complete RTU after commissioning agent has inspected the condenser heat exchangers for factory or installation damage.

• All units shall be manufactured by a nationally recognized manufacturer with a local parts and service network within a reasonable response distance of the site.

• Additional voluntary pricing may be added to the project proposal to control the starting and stopping of 6 existing building exhaust fans and the current status of each added to the controls for building pressurization and ventilation control.

4.4 VAV Terminal Units and Distribution

• Pressure-independent VAV terminal unit controllers shall be of same manufacturer as the city system WebCTRL CCS server. No gateways, protocol conversion, logic conversion, or alternate protocols are acceptable. RTUs shall connect via BACnet as a native product and extension of the existing building automation system for remote monitoring, scheduling, trending, and alarm notification is required. Controller must be autonomous as a digital controller and not utilized by a main station as remote I/O.

• provided for each zone as required to achieve proper temperature control and code-minimum outdoor air.

• Terminal units serving zones with high latent loads or strict temperature requirements (courtrooms) may include electric or hot-water reheat served by the new condensing boiler plant.

• Ductwork modifications shall be minimized where possible; however, the Contractor is responsible for ensuring adequate airflow delivery and acoustic performance suitable for courtroom environments.

• All new ductwork shall be sealed and insulated in accordance with the Michigan Commercial Energy Code and IMC requirements.

• All room sensors will be replaced with new electronic room sensors with LCD temperature, relative humidity sensor and occupancy sensor included, and the ability to adjust the range of comfort.

Comfort range will be software adjustable on the ALC City System server.

• Sensors that do not cover the existing wall penetration and require repair shall be submitted and noted to the owner at the biweekly construction meeting for owner patching and painting.

• Any sensor mounted on an exterior wall and appears to have no wall insulation shall have the cavity packed with insulation and the sensor back gasketed to precent exterior air or wall migration air from reaching the sensor element.

• All sensors will have the inside of the sensor cover labeled to the terminal designation it is wired to or the assigned electronic zone designation.

• Contractor shall provide update floorplan graphics with real time zone color thermographic that are operator adjustable to temperature sensitivity in color with built in hierarchical scheduling and with cooling and heating source graphic links.

• Contractor to name all equipment according to the design HVAC designation found on the construction drawings. For RTUs, the mapping of all terminal controllers and zone terminals (VAVs) served according to duct design must be matched in setback, scheduling, duct static feedback to the appropriate RTU.

4.5 Energy Code Compliance Documentation

The successful proposal shall provide, as part of the submittal process, documentation demonstrating that the proposed equipment and system design meet or exceed the prescriptive or performance path requirements of the Michigan Commercial Energy Code in effect at the time of permit application. This includes equipment efficiency ratings, economizer requirements, fan power limitations, duct insulation, and any mandatory controls provisions.

5. High-Efficiency Condensing Boilers – Technical Requirements The hydronic heating portion of this project shall utilize new high-efficiency condensing boilers. All proposed boiler equipment and related systems shall meet or exceed the requirements of this section and the current Michigan Commercial Energy Code.

5.1 General Performance Requirements

• Boilers shall be high-efficiency, fully modulating, condensing type designed for natural gas (or propane if natural gas is not available at the site).

• Minimum thermal efficiency shall be 95% or higher at full load under standard rating conditions;

AFUE or thermal efficiency ratings shall meet or exceed the requirements of ASHRAE 90.1-2019 (or the currently adopted Michigan Commercial Energy Code).

• Boilers shall be capable of sustained operation with return water temperatures low enough to achieve condensation under design and part-load conditions typical for Michigan Climate Zones 5A/6A.

• Unit shall come with a factory 10-year heat exchanger warranty and general product 10-year warranty. It shall be provided with a factory designed and installed integral BACnet communicating controller. It shall be required to provide BACnet Testing Lab test certificate and BACnet building block table for all communication objects and to simplify contractor management of installation and communication troubleshooting. This must be submitted under the design phase to be approved for installation. If not submitted and approved, the contractor will supply basis of design, Lochinvar, with any costs of change to be burdened by the contractor, including expedited shipping and overtime for installation to meet project schedule.

• Turndown ratio shall be a minimum of 20:1 to adapt and match building load efficiently across the full range of outdoor temperatures. Real-time O2 trim will be included as part of the factory operating controls.

• A dual boiler installation is required for redundancy and efficiency; the main hydronic heating system shall be sized and configured so that the failure of any single boiler does not compromise the ability to maintain building heating under design conditions.

• Boilers shall be listed and labeled for the intended application and installed in accordance with the manufacturer’s instructions, the Michigan Mechanical Code, and NFPA 54.

5.2 Combustion Air, Venting, and Condensate Management

• Combustion air and venting systems shall be designed and installed as sealed, direct-vent or power-vent systems suitable for condensing appliances, using materials approved for acidic condensate.

• Condensate neutralization shall be provided before discharge to the building drain system.

Neutralizers shall be accessible for maintenance and sized for the full condensing capacity of the boiler plant.

• Vent termination locations shall comply with code clearances and shall not create nuisance or safety issues for building occupants or the public.

• All venting and combustion air piping shall be properly supported, pitched, and insulated as required.

5.3 Hydronic System Integration

• Primary-secondary or primary-variable flow piping arrangements shall be provided as appropriate to protect the boilers and optimize system efficiency.

• Circulating pumps (motors rate at >92% Eff.) shall be high-efficiency, variable-speed units controlled to match system demand. Hot water pumping shall be through real time sampling of main heating supply differential pressure sensors at the pump station. TAB to set best setpoint for required full flow to the furthest or highest-pressure loss point in the hydronic system.

• System should include properly sized expansion tanks, air separators, dirt/sediment separators, isolation valves, and chemical treatment provisions.

• Hot water supply temperature reset based on outdoor air temperature (or equivalent energy-saving strategy) shall be implemented through the building automation system.

• The boiler plant shall be capable of serving VAV terminal unit reheat coils, perimeter radiation or cabinet unit heaters, and any other hydronic heating loads identified in the facility.

5.4 Controls and Safety

• Each boiler shall be provided with its own dedicated controller and safety devices (high-limit, low-water cutoff, flame safeguard, etc.) meeting ASME and manufacturer requirements.

• Lead-lag sequencing, outdoor-air reset, and remote monitoring shall be integrated into the building automation system via BACnet (ASHRAE 135- 2020 BACnet or newer).

• Alarm points shall include, at minimum: flame failure, high temperature, low water, and general fault, and low hydronic system supply water temperature, high hydronic system supply water temperature. Operating alarms shall be disabled by season or outdoor air temperature; non-operating alarms of low water shall be enabled year-round.

• The system shall support remote enable/disable and setpoint adjustment by authorized facilities personnel.

5.5 Installation, Commissioning, and Documentation

• Boilers and related equipment shall be installed in a clean, accessible mechanical room configuration that allows for routine maintenance and future tube or heat-exchanger service.

• A complete start-up and commissioning process shall be performed by factory-authorized personnel in addition to Upgrade~Evolve Consulting -third-party commissioning agent.

• Combustion analysis, efficiency verification, and safety device testing shall be documented and provided to the Owner.

• As-built drawings, O&M manuals, sequence of operation, and warranty documentation shall be submitted as part of project closeout.

• A minimum two-year parts-and-labor warranty on the boilers and a minimum ten-year warranty on the heat exchanger (or manufacturer’s standard extended warranty, whichever is longer) shall be provided.

6. Energy Management System and Field Controller Installations The owner is extending an existing Police Station energy management system into the Courthouse and upgrading to modern I/P controllers with ASHRAE 135 native BACnet compliant controllers manufactured by Automated Logic. This will extend the access from the WebCTRL cloud server to the courthouse for ease and access of season tuning, logic changes, services, scheduling, and trending. Warranty shall cover all components and installation to be free of defects and installation errors for one calendar year after final acceptance (in writing) by commissioning agent.

6.1 Installation, Commissioning, and Documentation

• The courthouse control system shall be integrated into the City’s existing cloud-hosted Automated

Logic WebCTRL building automation system. A separate supervisory platform, server, or operator interface will not be accepted.

• The system shall maintain local building control and scheduled operation during a loss of internet or cloud connectivity. Loss of the cloud connection shall not prevent equipment controllers from executing their approved sequences of operation.

• All elements of performance including logic, thermographics, setpoints, scheduling, trends, database backups, and firmware updates shall be programmable through the existing ALC CCS.

No third-party software or database conversions will be accepted.

• Upon restoration of communications, controllers shall automatically reconnect to the cloud-hosted system without requiring manual intervention.

• Include actuators on air handler, RTU, and boiler systems valves to have a visual indication of position and a manual override feature for manual control for commissioning and servicing.

• Label all sensors to match design submittal on all locations installed.

• The Contractor shall coordinate network addressing, firewall requirements, outbound communications, certificates, ports, and cybersecurity requirements with the City’s IT department and the City’s existing Automated Logic service provider.

• A record of all BACnet addressing schema of devices as part of the O&Ms is required.

• All media for communications will be upgraded to CAT6 wiring and certified by installer.

• Alarm points shall include and have timing delays be adjustable by the owner/operator, at minimum.

Alarms shall all be encoded in English language with all unit controllers named after the original HVAC designations, for example “RTU01 smoke detector alarm and shutdown”

• The system shall support remote enable/disable and setpoint adjustment by authorized facilities personnel.

7. Security, Access, and Background Check Requirements This is a secure judicial facility. All work and personnel are subject to strict security protocols. Failure to comply with any requirement of this section shall be grounds for immediate removal from the site and possible termination of the contract.

7.1 Background Checks and Personnel Screening

• All individuals who perform work on site (including employees of the prime contractor, subcontractors, suppliers who deliver materials inside the secure perimeter, and any design professionals requiring access) must successfully complete a background check acceptable to the Owner and local law enforcement / court security.

• Background checks shall include, at a minimum, criminal history (state and federal), sex offender registry, and any additional checks required by the court or county security policy.

• The Contractor shall submit a complete list of proposed personnel (name, date of birth, and any other information required by the Owner) no later than fourteen (14) calendar days prior to the start of work or any individual’s first site access.

• The Owner reserves the right to reject any individual. The Contractor shall have replacement personnel available without delay to the project schedule.

• No individual shall be permitted on site until written clearance has been issued by the Owner or designated security authority.

7.2 Site Access and Badging

• All workers must always wear Owner-issued identification badges while on the property.

• Access will be limited to approved work areas and designated routes. Workers shall not enter courtrooms, chambers, or secure holding areas unless specifically authorized and escorted.

• Tools, materials, and equipment are subject to inspection upon entry and exit.

• The Contractor shall coordinate all deliveries and material staging with court security to avoid disruption of public and judicial operations.

7.3 Work Rules Inside the Facility

• No photography or video recording is permitted without prior written authorization.

• Cell phones and electronic devices may be restricted in certain areas.

• The Contractor is responsible for ensuring that all workers understand and follow…