Police Department HVAC Systems Replacement.pdf

POLICE DEPARTMENT

HVAC SYSTEMS REPLACEMENT

Bid Number: RFP-2026-PS-121

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

POLICE DEPARTMENT HVAC SYSTEMS REPLACEMENT

Bid Number: RFP-2026-PS-121

OVERVIEW

Chesterfield Township (the “Owner”) invites qualified HVAC contractors to submit sealed proposals for the turnkey replacement of three existing packaged rooftop units and two split heating and cooling systems serving the Chesterfield Township Police Department.

The work includes all labor, supervision, engineering and coordination, equipment, materials, rigging, crane service, permits, inspections, roof and curb work, testing, commissioning, training, closeout documentation, removal, and lawful disposal necessary for complete and operational systems.

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 10:00am on site at: Chesterfield Township Police Department 46525 Continental Drive, 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 a.m. local time Tuesday September 8, 2026. The bids will be publicly opened and read aloud following the 10:00 a.m. deadline.

Bids to receive consideration 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. BIDS MUST BE LABELED: CHESTERFIELD TOWNSHIP POLICE DEPARTMENT HVAC SYSTEMS REPLACEMENT 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. Bids shall be mailed or delivered to the Township Clerk’s Office before the stated deadline. 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. Only those vendors who obtain bid documents from the Township Clerk’s Office or through the BidNet website are guaranteed access to receive addendum information, if such information is issued that is not in the original bid documents. 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

The bidder, if awarded the contract, will be required to furnish the particular item(s) referred to in the specifications, see Appendix A. Roof Equipment map is detailed in Appendix C.

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. 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 o Bodily Injury:

▪ Each Accident: $1,000,000 | Annual Aggregate: $1,000,000 o 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 AND PRICING

See Appendix(s) A and B and 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

Minimum Equipment Requirements

Each replacement rooftop unit (RTUs 8, 9, and 10) shall meet the following minimum requirements, unless a clearly identified and Owner-approved equivalent is proposed:

• Packaged commercial rooftop configuration suitable for the existing application and curb/duct arrangement.

• Two-stage heating and two-stage cooling.

• Stainless-steel heat exchanger.

• Factory unit controller suitable for DDC integration, with Comfort Alert or equivalent diagnostics.

• High-static supply fan with variable-frequency-drive blower motor.

• Modulating 0–100% outdoor-air economizer with single-enthalpy control and barometric relief.

• Return-air smoke detector, installed and coordinated with required alarm/shutdown interfaces.

• Hinged access doors.

• Hail guards.

• Factory-installed non-fused disconnect.

• Factory-installed convenience outlet; include required power source/transformer and GFCI protection as applicable.

• Condenser coil louver protection.

• Provide factory-controlled economizer, set min position to 10% and economizer to 25 BTU/ pound enthalpy. Need outdoor air humidity and temperature sensors.

• Return-air and discharge-air temperature sensors.

• Corrosion-resistant drain pan and complete trapped condensate piping.

• Refrigerant and equipment compliant with codes and regulations in effect at procurement and installation.

• Permanent, engraved equipment identification matching RTU tags.

Split Systems 4-1 and 5-1 Requirements

Replace each split system as a complete, AHRI-matched heating and cooling system. System 4-1 is nominally approximately 3 tons with an approximately 80,000 Btu/h-input furnace; System 5-1 is nominally approximately 2 tons with an approximately 60,000 Btu/h-input furnace. Minimum requirements include:

• New high-efficiency gas furnace/indoor unit suitable for the applicable second-floor utility closet, with capacity equal to or better matched to the served load.

• New roof-mounted air-cooled condensing unit of the verified capacity, matched to its indoor coil and furnace.

• New compatible cased evaporator coil, TXV metering device, thermostat, filter provisions, drain pan, condensate piping, safeties, and all manufacturer-required accessories.

• Evaluate each existing refrigerant piping system for size, condition, cleanliness, routing, insulation, and compatibility with the new refrigerant. Include flushing, pressure testing, evacuation, and charging as required by the selected manufacturer; state the proposed approach for each system.

• Provide roof supports/rails or pad, vibration isolation, anchorage, weatherproof electrical penetrations, disconnect, service outlet where required, coil protection, and low-ambient accessories required for the application.

• Modify gas, venting, combustion air, electrical, duct, return-air, supply-air, condensate, controls, and access provisions as required for complete code-compliant installations.

• Maintain manufacturer service clearances in each utility closet and on the roof. Identify any access or dimensional conflict before equipment order.

• Provide permanent equipment labels identifying both components of each system as System 4-1 or

System 5-1.

SCOPE OF WORK

Preconstruction and Coordination

• Verify each existing nameplate, operating capacity, electrical characteristics, gas input and pressure (if applicable), airflow/external static pressure, curb and duct dimensions, controls points, roof access, and service clearances.

• Submit equipment selections, certified performance, dimensions, weights, curb/adapter details, electrical data, heating data, controls architecture, economizer details, warranty certificates, and installation plan before procurement.

• Coordinate work, outages, crane picks, deliveries, inspections, security, and roof access with the

Owner. Provide required notices and a site-specific safety plan.

• Confirm that replacement selections will satisfy the served spaces. Identify any uncertainty or recommended capacity change before equipment order.

Demolition, Rigging, and Disposal

• Disconnect, recover refrigerant in accordance with law, remove, rig, and lower the three existing

RTUs, the roof-mounted System 4-1 and 5-1 condensers, the second-floor System 4-1 and 5-1 furnaces/coils, and associated materials being replaced.

• Provide crane, permits, traffic/pedestrian control, barricades, lift plan, qualified operators/riggers, and weather contingency.

• Protect roofing, interior routes, utility-closet finishes, and building finishes. Repair damage caused by the work.

• Transport and lawfully recycle or dispose of removed equipment, refrigerant, oils, filters, and debris.

Roof, Curb, and Weatherproofing

• Reuse existing curbs only when documented as structurally sound, correctly sized, and compatible. Otherwise provide manufacturer-approved curb adapters or new curbs.

• Provide transitions, structural support, insulation, counterflashing, seals, gaskets, and roofing work required for a watertight installation.

• Roofing work shall be performed by a qualified roofer and preserve the existing roof warranty, if any. Provide written confirmation at closeout.

• Maintain temporary weather protection whenever an opening is exposed.

Mechanical and Electrical Installation

• Install units plumb, level, securely anchored, and in accordance with manufacturer instructions and adopted codes.

• Reconnect/modify supply and return ductwork; seal and insulate to match existing construction and prevent leakage/condensation.

• Provide gas piping, regulators, sediment traps, vents, valves, supports, leak testing, and combustion-air/exhaust work as applicable.

• Provide condensate traps, piping, supports, cleanouts, and freeze protection as required.

• Provide all feeders, conductors, raceways, grounding, overcurrent protection, disconnects, outlets, transformers, and circuit modifications required for a complete installation. Verify available voltage, phase, MCA, and MOCP before order.

• Provide labels, updated panel directories, and code-required service clearances.

Startup, Testing, and Commissioning

• Provide manufacturer-authorized startup for every rooftop unit and all components of Systems

4-1 and 5-1; submit completed startup reports.

• Verify refrigerant circuits, airflow, fan rotation, VFD settings, external static pressure, temperature rise/drop, gas pressure and combustion, economizer operation, outdoor-air damper range, heating/cooling staging, condensate drainage, low-ambient function, smoke shutdown, safeties, sensors, alarms. For Systems 4-1 and 5-1, also document line-set pressure testing, evacuation/micron level, charge, superheat/subcooling, furnace temperature rise, combustion analysis, venting, and matched-system operation.

• Correct deficiencies and repeat tests until accepted. Provide at least one functional performance test witnessed by the Owner for each system.

Training and Closeout

• Provide at least two hours of onsite operator training covering normal operation, controls, alarms, filters, economizer, dehumidification, seasonal changeover, emergency shutdown, and warranty service.

• Deliver electronic and one hard-copy closeout package: approved submittals, record drawings, controls point list and sequence, startup/commissioning reports, permits and final inspections, warranty documents, roof-warranty confirmation, O&M manuals, parts list, and service contacts.

• Provide one complete replacement filter set for each unit at turnover and identify filter sizes and quantities.

• Remove debris and leave roof, equipment areas, and occupied spaces clean.

Codes, Permits, and Quality Requirements

• Obtain required permits, plan reviews, inspections, licenses, and fees unless specifically identified otherwise in the proposal.

• Comply with all federal, state, and local requirements applicable at the time of work, including adopted mechanical, electrical, fuel-gas, building, fire, energy, environmental, refrigerant-management, worker-safety, and accessibility requirements.

• Use licensed trades and qualified personnel. Provide evidence of contractor licensing and required certifications upon request.

• Provide equipment bearing applicable listings and labels. Follow manufacturer instructions;

where requirements conflict, apply the more stringent requirement and promptly seek clarification.

• Use new materials and equipment. Workmanship shall be neat, serviceable, and suitable for a public facility.

Owner Operations and Site Protection

• Coordinate all disruptive work with the Owner. No shutdown shall occur without written authorization.

• Maintain building security. Workers shall follow Police Department access, identification, escort, photography, and restricted-area requirements.

• Keep egress, emergency response access, parking, and public paths open unless an approved temporary plan is in place.

• Provide temporary heating/cooling or a contingency plan if an outage could materially affect critical operations; identify included provisions and pricing in the proposal.

• Follow site rules for noise, dust, hot work, roof access, housekeeping, and daily cleanup.

Submittals and Owner Review

• Submit product data and a compliance matrix keyed to Section 3 before equipment release.

• Highlight every deviation, substitution, exception, and allowance. Silence will be interpreted as full compliance.

• Owner review does not relieve the contractor of responsibility for dimensions, quantities, coordination, code compliance, or system performance.

• Do not order equipment until submittals and any substitutions are accepted in writing.

EXISTING EQUIPMENT SCHEDULE

Tag Existing manufacturer / model Serial number Nominal size* Age

RTU-8 Lennox LGA120H4BM3Y 5608C05377 Approx. 10 tons 18 years

RTU-9 Lennox LGC150S2BM2Y 5608C05334 Approx. 12.5 tons 18 years

RTU-10 Lennox LGA036H2BS2Y 5608C05526** Approx. 3 tons 18 years

Tag Existing manufacturer / model Serial number Nominal size* Age

System 4-1 furnace

Carrier 58MXA080---13166 4298A01661 Approx. 80,000 Btu/h input

27 years

System 4-1 condenser

Carrier 38TKB036---301 0999E23981 Approx. 3 tons 26 years

System 5-1 furnace

Carrier 58MXA060---13112 0999A02028 Approx. 60,000 Btu/h input

26 years

System 5-1 condenser

Payne PA13NR02400GBLAA 4514E14064 Approx. 2 tons 11 years

* Nominal sizes are inferred from model nomenclature solely to aid scoping; bidder shall verify capacity and perform/document selection based on existing duty and applicable load information. The furnaces for Systems 4-1 and 5-1 are in second-floor utility closets; their condensing units are on the roof.

** The source note labels 5608C05526 as “M#”; it is treated here as the serial number and must be verified from the nameplate.