RFP 25-015-751 Food Service Equipment - 7-8-25.pdf

City of Kentwood, Michigan

Request for Proposals

Project No.: 25-015-751

Project Name: Food Service Equipment – Kentwood Community Center

Date: Tuesday, July 8, 2025

Proposed Substitutions: Tuesday, July 15, 2025 at 2:00 PM (EDT)

Inquiries Deadline: Wednesday, July 16, 2025, at 2:00 PM (EDT)

Due Date of Proposals: Tuesday, July 22, 2025 at 10:00 AM (EDT)

Anticipated Award: Tuesday, August 12, 2025

Anticipated Installation: June 2026

Food Service Equipment – Kentwood Community Center

This solicitation, along with any attachments, may be downloaded from the Michigan Intergov-ernmental Trade Network (MITN) website at www.mitn.info. Any and all addenda issued by the

City of Kentwood must be viewed or downloaded at https://www.bidnetdi-rect.com/mitn/cityofkentwood. All firms intending to submit a proposal (Respondents) must keep informed of any addenda for this Request for Proposals (RFP). The City shall not be re-sponsible for any incomplete proposal submitted as a result of missing addenda, attachments, or other information regarding this solicitation. Award results will be posted on the MITN website.

It is recommended that all Respondents register with the MITN Purchasing Group at https://www.bidnetdirect.com/mitn.

I. INTRODUCTION AND PROJECT STAKEHOLDERS

The City of Kentwood, Michigan (City) issues this RFP to request submittals from qualified food service equipment providers to furnish all labor, material, fabrication, work, equip-ment, transportation, accessories, etc. for a complete and continuous installation of food service equipment in two (2) kitchens (one commercial and one catering) that will be housed at the City’s new multigenerational community recreation center, the Kentwood

Community Center, located at 4755 Walma Avenue, SE, Kentwood, MI 49512 (Site). It is slated to open in August/September 2026.

These kitchens shall be complete and fully operational in accordance with the requirements of the plans, specifications, and related documents as described herein.

It is anticipated that an agreement (Contract) for the products and services (Work) will be awarded to the selected food service equipment contractor (FSEC) in August 2025.

Project Stakeholders are as follows:

Project Owner: City of Kentwood (City)

Community Center Design: Spark 43 Architects (Architect)

Construction Management: Triangle Associates, Inc. (CM)

Foodservice Design and Consultant: JRA Food Service Consultants, LLC (Consultant)

R eq u es t fo r P ro p o sa ls

R eq u es t fo r P ro p o u es t fo r P ro p o http://www.mitn.info/ https://www.bidnetdirect.com/mitn/cityofkentwood https://www.bidnetdirect.com/mitn

Project No.: 25-015-751

Date: July 8, 2025 eq u es t fo r P ro p o u es t fo r P ro p o u es t fo r P ro p o

II. GENERAL SCOPE OF WORK

The City seeks proposals for provision of specific food service equipment (collectively, the

Product), and installation of the same, for the new Kentwood Community Center. The success-ful responder shall coordinate closely with the City, the Architect, the CM, and other trades to ensure proper integration of kitchen equipment with building systems and timely project com-pletion. All work shall be performed by qualified personnel experienced in commercial kitchen equipment installation.

A. The Product consists of different types of food service equipment as provided in the Con-sultant’s General Specifications (see Section III. below). Partial bids will not be accepted.

B. The FSEC shall be responsible for:

1. Furnishing and installing all specified commercial kitchen equipment including but not limited to:

• Commercial cooking equipment (e.g. ovens, toasters, hot dog steamers)

• Refrigeration systems (e.g. reach-in coolers/freezer units)

• Food preparation equipment (e.g. blenders, espresso makers)

• Serving equipment (e.g. heat lamps, cold food units)

• Washing equipment (e.g. dishwashers, pot washers, sinks)

• Ventilation systems (e.g. dishwasher hood, exhaust fan)

• Storage solutions (e.g. shelving, racks)

• Stainless steel worktables, counters, and custom fabricated items

2. Coordinating with the City’s CM to:

a. Confirm all utility locations and requirements:

• Electrical connections and requirements

• Plumbing connections and requirements

• Gas connections and requirements

• Ventilation requirements

• Floor drains and water supply needs

b. Schedule the delivery of all equipment to the Kentwood Community Center site

c. Provide installation of all equipment according to manufacturer specifications and local building codes

3. Providing detailed shop drawings for approval prior to fabrication or ordering of equip-ment

4. Testing and demonstrating proper operation of all installed equipment

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5. Providing training to City staff on proper operation and maintenance of all equipment

Training shall include full operational demonstrations, safety procedures, and basic troubleshooting.

6. Supplying complete documentation including:

• Operation and maintenance manuals

• Warranty information

• Service contact information

• Recommended maintenance schedules

7. Providing after-installation support services including:

• Equipment start-up assistance

• Warranty service coordination

• Technical support

8. Ensuring compliance with all applicable local, state, and federal codes and regulations, including but not limited to:

• Michigan Department of Health requirements

• City of Kentwood, MI building codes

• NSF International standards

• UL requirements

• ADA compliance requirements

9. During the performance of the Work on the Site, the FSEC shall observe all direction and requirements of the City and of the CM and its subcontractors relating to safety and work schedule while on Site. The Contractor shall strictly adhere to all codes, ordi-nances, statutes, and laws relating to the provision and installation of these items.

10. Respondents are informed that, by City Ordinance, the Work on the Site may proceed only on Monday through Saturday between the hours of 7:00 AM to 8:00 PM, unless otherwise pre-approved by the City’s Mayor.

11. The City, at its sole option and (where applicable) upon the advice of the Architect, Consultant, and/or CM and its subcontractors, reserves the right to make changes to the

Product/Item Specifications during or after selection of the FSEC and/or as part of exe-cution of the Contract. Such changes may include, without limitation, changes to the layout and/or specifications, quantities, models, and/or such other changes as may be required to meet the City’s needs. While such changes to the Item Specifications may result in changes to the final price to be paid to the FSEC by the City, such changes may be made after the City selects the FSEC without affecting this RFP process and will not require re-bidding the RFP.

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12. Product/Item Specification Substitutions. The City shall, at its sole option and with the advice of the Consultant, determine the acceptability and suitability of any Respond-ent-proposed Product substitutions.

• Substitutions proposed by Respondents must be presented to the City by the dead-line shown on the first page of this RFP (Tuesday, July 15, 2025 at 2:00 PM).

• Product substitutions may be presented through the MITN platform or by emailing the City directly at kanec@kentwood.us.

III. SPECIFICATIONS

The following documents can be downloaded from the bidnet/MITN website.

A. The City’s Consultant has provided the following plans/drawings and specifications docu-ments related to this RFP:

1. General Specifications

Section 11 4000 – Food Service Equipment – “Bid Pack #02”, dated 07/01/2025 (31 pages)

2. Foodservice Design Plans (FSE Drawings) – six sheets:

➢ FSE-1, Food Service Equipment Floor Plan, dated 5/22/2025

➢ FSE-2, Food Service Equipment Schedule, dated 5/22/2025

➢ FSE-3, Food Service Electrical Floor Plan, dated 5/22/2025

➢ FSE-4, Food Service Plumbing Floor Plan, dated 5/22/2025

➢ FSE-5, Food Service Ventilation Floor Plan, dated 5/22/2025

➢ FSE-6, Food Service Equipment Details, dated 5/22/2025

B. The City and the City’s Architect have provided the following plans/drawings and specifi-cation documents for this RFP:

1. Drawings – Spark 43 Architects “Kentwood Community Center – Volume 2”, dated

February 26, 2025 (88 sheets)

2. General Conditions - the City’s “Terms and Conditions of the Work” – pages 5-9 of this RFP

3. Division 1 Specifications – Spark 43 Architects “Project Manual for the construc-tion of: Kentwood Community Center Volume: 1 of 2; Divs: 1-14; issued for BID

PACKAGE 02, December 19, 2024” (85 pages)

4. Division 1 Specifications – Spark 43 Architects “Project Manual for the construc-tion of: Kentwood Community Center Volume: 2 of 2; Divs: 21-33; issued for BID

PACKAGE 02, December 19, 2024” (711 pages) mailto:kanec@kentwood.us

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IV. TERMS AND CONDITIONS OF THE PRODUCT

Products shall be of new materials of the original manufacturers only. No used or refurbished products/materials will be accepted. See General Specifications of the Consultant for details.

V. TERMS AND CONDITIONS OF THE WORK

a. Contract: Upon award of any agreement resulting from this RFP, the City intends to exe-cute a Contract, as incorporated in this RFP, between the City and the FSEC that sets forth the terms, conditions, and specifications of the Work. All Work performed hereunder by the

FSEC shall be in accordance with the Contract Documents (Contract Documents) to be de-fined upon award of the Work.

The FSEC shall be responsible for performing all reasonable and customary actions, includ-ing conventions of the trade, which are required to accomplish the Work in accordance with the Contract Documents.

b. City’s Project Manager: The City shall identify a project manager (City’s Project Manager) that will have authority and responsibility for ordering the Work as shall have been authorized by the Contract and for providing directions to the FSEC.

c. Schedule of the Work: A mutually agreeable time schedule for completion of the Work

(Schedule of Work) shall be as agreed upon between the FSEC and the City’s Project Man-ager and/or their designee, prior to commencement of the Work by FSEC. Changes to the

Schedule of Work may be mutually agreed upon between the FSEC and the City’s Project

Manager at any time during the FSEC’s performance of the Work, provided, however, that such changes shall be documented in writing and signed by both the FSEC and the City’s

Project Manager.

d. Changes to the Work: Should a change become necessary in the Work, a written order signed by the City’s Project Manager, along with a representative of Purchasing, (Change

Order) shall be issued to document the requested change in the scope of the Work. FSEC’s acceptance of a Change Order shall be by its written acceptance, oral representation, and/or by performance of the requested Work. In the event that such Change Orders constitute a substantial change in the scope of the Work and/or a change in the Contract Amount, they shall be documented in an Amendment to the Contract as provided in Item s. (on page 8 of this RFP).

e. Independent Contractor: Nothing in this Contract shall be considered to create the relation-ship of employer and employee between the parties. Contractor, on behalf of itself, its em-ployees, personnel, agents and subcontractors, agrees and acknowledges:

• Its relationship to the City (including for purposes of this Section the City’s officers and employees) is that of an independent Contractor. Contractor is in no way an employee or agent of the City and has no authority to assume or create any obligations on behalf of the City.

• It shall be responsible for its own costs and expenses incurred in operating its busi-ness.

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• That the City shall not exercise control over the details of the service activities and operations of the Contractor, its employees, personnel, agents or subcontractors (ex-cept as otherwise provided herein) and the Contractor shall have the right to hire its own employees and subcontractors in an effort to assist it in performing the scope of work provided for in this Contract.

• That the City shall not be obligated to make any payments or take any other action pursuant to any Federal, state or local law dealing with the obligations of an employer to its employee with respect to the Contractor, its employees, personnel, agents or subcontractors. Contractor shall comply with all applicable laws imposed upon an employer dealing with income and social security tax payments and with unemploy-ment and workers’ compensation insurance, as well as other employee-related with-holding, payment, and reporting requirements.

• That it is the parties’ express understanding that any and all employees, agents, offic-ers and/or subcontractors of the Contractor are not, and shall not be construed as em-ployees, agents, officers and/or subcontractors of the City and that neither party has any authority to enter into any agreement of any kind on behalf of the other party.

f. Subcontractors: FSEC shall not retain any subcontractor without the advance approval of the City’s Project Manager. FSEC shall be solely responsible for the management of the sub-contractors in the performance of their work. FSEC shall provide for assignment of subcon-tract agreements in the event that the City terminates this Contract for cause as provided herein. Following such termination, the City shall notify in writing those subcontractors whose assignments will be accepted, subject to the rights of sureties. FSEC agrees to bind every subcontractor (and require every subcontractor to so bind its sub-subcontractors) to all the provisions of this Contract and the Contract Documents as they apply to the subcontrac-tor’s portions of the Work.

g. Time of the Essence: Time stated in the Contract Documents is of the essence of this Con-tract.

h. Insurance: FSEC shall maintain in effect throughout the Work insurance as required in the

City’s “Statement of Insurance Requirements for Vendors, Engineers, Contractors, Consultants, and Other Entities”, with the City named as an Additional Named Insured.

See the MITN document labeled “COK Insurance Requirements” (2 pages).

i. Contract Amount: It is agreed between the City and the FSEC that in consideration for

FSEC’s full and complete performance hereunder, the City shall pay to FSEC lump sum prices for the products and services (Work) as proposed by the FSEC and as accepted by the

City - up to the agreed upon Not-to-Exceed amount (hereinafter referred to as the “Contract

Amount”), as proposed by FSEC and as accepted by the City.

j. Cost Included: The Contract Amount shall include all sales, consumer, use, and similar taxes in respect of the Work and any materials that will become a part of it. The Contract Amount shall also cover the costs of any nature, incident to and growing out of the work. In explana-tion but not in limitation thereof, the prices stated by the Respondent shall include the cost of

Project No.: 25-015-751 eq u es t fo r P ro p o u es t fo r P ro p o u es t fo r P ro p o everything necessary for the performance and completion of this Contract in the manner and time prescribed including: the furnishing of all material, tools, equipment, transportation, la-bor, and supervision; all costs on account of loss by damage or destruction of the work; un-foreseen difficulties encountered; for settlement of damages; for replacement of defective work and materials; and for all else necessary, therefore, and incidental thereto. The City is exempt from Michigan Sales and Use taxes.

k. Payment: Unless otherwise agreed to by the City in its Contract with FSEC, payment by the

City to the FSEC shall be made in a single lump sum payment upon satisfactory completion and acceptance of the Work and the City shall pay the invoice Net 30 days upon approval of the invoice by the City’s Project Manager, said approval not to be unreasonably delayed.

l. Term: This Contract shall run for the length of the project undertaken by FSEC unless oth-erwise terminated by the FSEC and/or the City upon 10 days’ written notice to the other party, provided however, that the benefits to either party hereto afforded by the terms and conditions of this Contract shall inure to each party in perpetuity, including surviving any termination of this Contract by either party.

m. Performance and Payment Bonds: Prior to execution of the Contract by the City, the FSEC must execute a Performance Bond and Labor and Material Bond on the proper form with a corporate surety qualified to do business in the State of Michigan, acceptable to the City and acceptable as surety on bonds in favor of the United States, in the amount of 100% of the total bid amount. The surety's agent who executed the bond must be located and doing busi-ness in the State of Michigan, and such agent must affix his power-of-attorney to the bond.

n. Performance Requirements: FSEC will perform all contracted Work under this Contract in a timely and professional manner, using the customary level of care suitable for the Work performed and in compliance with all applicable laws, rules and regulations. All Work per-formed under this Contract are subject to the City’s continuing rights of review, inspection, and approval.

o. Indemnity: FSEC agrees to indemnify, defend (with counsel of the City's choosing) and hold harmless the City and its officers, employees, agents, principals, successors and assigns from and against any and all claims, demands, suits, actions, liabilities, damages, consequen-tial damages, debts, losses, fines, penalties, costs and expenses (including attorney’s fees) ("Indemnified Losses") now existing or hereafter arising out of or in any way relating to the actions or omissions of the FSEC, including FSEC's agents, representatives and sub-consultants, in connection with this Contract. FSEC's obligation of indemnity shall not be limited or extinguished by the availability of insurance coverage for the Indemnified

Losses, it being the intention of the parties that: (1) FSEC will indemnify the City to the broadest extent possible; and (2) the City need not seek coverage for Indemnified Losses un-der any insurance policy or self-insurance that the City maintains. Further, nothing in this

Section shall be construed to limit or extinguish FSEC's obligation to maintain insurance as provided in this Contract. If the City receives payment from FSEC's insurance for Indemni-fied Losses, FSEC shall nevertheless remain liable for the Indemnified Losses in the event the payment received by the City is less than the amount of such Indemnified

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Losses. FSEC's obligations pursuant to this Section shall survive any expiration or termina-tion of this Contract.

p. Termination – Default by Contractor: If FSEC commits any of the acts specified in this

Section, the City may, by giving 10 days’ notice in writing thereof to FSEC, without prejudice to any other rights or remedies given the City by law or by this Contract, terminate the Work of FSEC under this Contract and complete the Work by whatever method the City may deem expedient. FSEC shall be deemed to have committed an act specified in this Section if it shall:

• File a voluntary petition, or be the subject of an involuntary petition filed by its cred-itors, under any chapter of the Bankruptcy Code of the United States;

• Make a general assignment for the benefit of its creditors;

• Refuse or fail to supply enough properly skilled workers or proper materials to com-plete the Work for the Project by the Completion Date;

• Fail to make prompt payment to sub-consultants for performance on the project.

• Persistently disregard any law or ordinance relating to the Project or the completion thereof;

• Fail to maintain in force and effect the insurances called for herein; or

• Otherwise commit a material or substantial violation of any provision of this Contract.

Should this Contract be terminated as a result of the FSEC’s default for reason(s) specified in this Section, the City shall be entitled to complete the Work and FSEC shall not receive any further payment pending the satisfactory completion of the Work. If the expenses in-curred by the City in completing the Work, including any compensation paid by the City for managerial, administrative or supervisor services in completing the Work, exceed the unpaid balance of the Contract Sum, then such excess shall be promptly paid by FSEC to the City.

Should this Contract be terminated as a result of the FSEC’s default for reason(s) specified in this Section, the City shall pay for all work completed by the FSEC as of the date of ter-mination which has been accepted by the City’s Project Manager.

q. Default by the City: Extension of time shall be FSEC’s sole remedy for any delay unless the same shall have been caused by acts constituting intentional interference by the City with

FSEC’s performance of the Work where such acts continue after FSEC’s written notice to the City of such interference. The City’s exercise of any of its remedies of suspension of the

Work or requirement of correction or re-execution of any defective Work shall not under any circumstances be construed as intentional interference with FSEC’s performance of the

Work.

r. Assignment: FSEC shall not assign, sublet, or transfer an interest in this Contract or any of the Contract Documents without the prior written consent of the City.

s. Amendments: No action, conduct, omission, prior failure, or course of dealing by the City shall act to waive, modify, change, or alter the requirement that Change Orders must be in writing and signed as provided herein. Such Change Orders are the exclusive methods for

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t. Governing Law and Remedies: Any agreement to result from this RFP shall be executed and delivered and is intended to be performed in the State of Michigan and shall be construed and enforced in accordance with, and the rights of the parties shall be governed by, the laws of the State of Michigan. The parties agree that the sole jurisdiction and venue for any action brought pursuant to or to enforce this agreement shall be in the state courts in Kent County, Michigan and the prevailing party in any such action shall, in addition to any other remedies to which that party is entitled at law or in equity, be entitled to recover its actual costs to bring, maintain or defend any such action, including without limitation, actual reasonable expert witness fees, discovery costs, attorney’s fees and other legal expenses, from its first accrual or notice thereof through any appellate and collection proceedings.

u. Attorney Fees: The defaulting party must pay the non-defaulting parties’ fees, costs and expenses, including reasonable attorney’s fees, for enforcement of this Contract through ap-peals and collection.

v. Waiver: The failure of either party to insist, in any one or more instances, on the performance of any of the terms, covenants or conditions of this Contract, or to exercise any of its rights, shall not be construed as a waiver or relinquishment of such term, covenant, condition or right with respect to further performance.

w. Severability: It is the intent of the parties to this Contract that this Contract be enforceable to the fullest extent permitted by law. If, however, any provision or portion thereof of this

Contract is held to be invalid or unenforceable by a court of competent jurisdiction, the bal-ance of this Contract and/or the surviving portion(s) of any provisions hereof will remain binding and enforceable in accordance with its terms and conditions and any provision held invalid or unenforceable will immediately be revised and amended to the minimum extent necessary in order for it to be valid and legally enforceable, consistent with the original intent of this Contract.

x. Mutually Drafted: The parties to this Contract expressly agree that this Contract was jointly drafted, and that both had opportunity to negotiate its terms and to obtain the assistance of counsel in reviewing its terms prior to execution. Therefore, this Contract shall be constructed neither against nor in favor of either party but shall be construed in a neutral manner.

VI. FSEC SELECTION PROCESS

Proposals will be evaluated by a committee comprised of various City employees representing the Parks and Recreation, Engineering, and Purchasing departments.

Award will be made to the responsive and responsible Respondent based on price, availability, past vendor experience and capabilities, references, and compliance with the specifications and requirements as outlined in this solicitation.

It is anticipated that the approval to contract with the selected FSEC may be awarded by the City

Commission on Monday, August 11, 2025. The Work will be awarded the following day and

Project No.: 25-015-751 eq u es t fo r P ro p o u es t fo r P ro p o u es t fo r P ro p o begin as soon as possible following execution of a contract between the City and the selected

FSEC.

VII. TERMS AND CONDITIONS OF THIS REQUEST FOR PROPOSALS

Respondents are cautioned to comply with all of the following requirements in submitting a re-sponse to this RFP.

Respondents desiring to submit a proposal must:

A. Register with the MITN Purchasing Group at https://www.bidnetdirect.com/mitn.

B. Obtain the RFP documents. This solicitation, along with any attachments, may be down-loaded from the MITN website at www.mitn.info. Any and all addenda issued by the City must be viewed or downloaded at https://www.bidnetdirect.com/mitn/cityofkentwood.

Award results will be posted on the MITN website. All firms intending to submit a proposal must keep informed of any addenda for this RFP. IT IS THE BIDDER’S RESPONSIBILITY

TO DO SO.

C. Submit an electronically sealed proposal containing the required information by uploading to the City of Kentwood MITN website by 10:00 AM (EDT) on Tuesday, July 22, 2025. Sub-missions received after that time will not be opened or considered. This is a sealed solicitation and a public bid opening.

• Sealed submissions will be publicly opened and read aloud by Kentwood Purchasing via teleconference on Microsoft Teams. Click HERE to join the public opening.

• Electronic proposals can be withdrawn from the MITN website prior to the date and time set for the opening of the proposals. No proposal may be withdrawn after the deadline for the submission.

• For assistance on how to upload submittal documents, contact MITN directly at (518)

438-0092. The MITN system will not allow for late submittals and a submittal must be completed before the due date and time. This responsibility rests entirely with the Re-spondent, regardless of delays resulting from the uploading process.

D. Proposals submitted must include:

1. Pricing. Respondents shall submit all pricing on the provided Excel spreadsheet (Pro-posal Form Spreadsheet) and on the Proposal Form Summary page of this RFP

(page 14) which is to be completed and executed by an authorized officer or agent of the responding company.

a. Proposal Form (Excel) Spreadsheet:

Respondent shall provide complete information for each Product on the spreadsheet.

Information must be entered into only the yellow cells of the spreadsheet. The spread-sheet is locked for changes to cells that are not yellow.

Information required to be provided includes:

• The Respondent’s company name (at the top of the page);

https://www.bidnetdirect.com/mitn http://www.mitn.info/ https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZDNhMGIyNjMtMjEzMy00ZDg1LThlNDctZmYyNjAwMDBmNjc2%40thread.v2/0?context=%7b%22Tid%22%3a%225223a870-e46b-411a-baa5-d8c054945f38%22%2c%22Oid%22%3a%2251ef1b46-77d6-4172-b3a4-d5f807e0f0a0%22%7d

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• The proposed item’s manufacturer and manufacturer model number.

• The estimated lead time in weeks for the item - from the date upon which an order is placed;

• The unit price of each proposed Product/Item Specification;

• The total cost for installation of all Products; and

• The total cost for freight for all Products.

Respondent’s final, completed Excel spreadsheet document shall be uploaded to the

MITN website.

b. Proposal Form Summary Page (page 14)

Respondent shall provide total summary pricing and all information requested therein.

These are the totals that will be read at the City’s bid opening.

The page shall be signed by an officer of the responding company - or other individual authorized to obligate and bind the Respondent in matters of this type.

NOTE: Failure to include either of these forms will result in the proposal being considered non-responsive and rejected.

2. Bid Bond. Proposals must be accompanied by evidence of a bid bond or certified check drawn on a Michigan bank and payable to the City of Kentwood in the amount of 5% of the bid to complete the Work which shall be retained by the City of Kentwood if the successful bidder does not enter into a contract for the Work or provide good and suffi-cient Performance Bond and/or insurance certification within 10 days of award of a contract, said retention by the City as liquidated damages, not as a penalty.

3. Supplemental Product/Item Specification Information. For each Product proposed by Respondent, a copy of the manufacturer’s “cut sheet” shall be provided showing one or more photographs and dimensions of the proposed Product clearly identified by its manufacturer’s model number which is listed on the Proposal Form Spreadsheet. Prod-uct information shall be organized within Respondent’s Proposal in the same order as listed on the Proposal Form Spreadsheet.

4. Narrative Response. The proposal shall be organized into the following categories:

a. Cover Page: Include a cover letter describing the respondent, including the name and address of the entity submitting the proposal; the type of entity and the date it was established; and the complete contact information for the person who will serve as the entity’s principal contact with the City, and who is authorized to make representations on behalf of the entity.

b. Related Experience and References: Provide at least three (3) projects that have been completed in the last five (5) years that are of a similar scope and nature to the

Kentwood Community Center. Include a short description and reference contact in-formation for each project - and any other relevant pertinent information. Reference

Project No.: 25-015-751 eq u es t fo r P ro p o u es t fo r P ro p o u es t fo r P ro p o contact information shall include the name, title, agency/municipality, phone, ad-dress, and email address.

c. Subcontractors: Provide a list of any proposed subcontractors to be used in the per-formance of the Work, identifying the portion of the Work to be performed by each.

Provide evidence of subcontractor experience and at least three (3) previous custom-ers that can provide a reference as to the proposed subcontractor’s ability to perform their proposed portion of the Work.

d. Exceptions, Omissions, Substitutions and Recommendations:

If the Respondent is not submitting a proposal exactly to the Specifications, terms, and conditions of this RFP, the Respondent shall supply, on a separate page labeled, “Exceptions, Omissions, Substitutions and/or Recommendations”, information about any services in the Specifications as described herein which the Respondent has identified as non-compliant:

• Item included in the Specifications that is not included in Respondents proposed price

• Proposed exceptions to the Specifications, terms, and conditions contained in this RFP

• Alternates to specified services as proposed by the Respondent

NOTE: Product/Item Specification Substitution requests must be identified and pre-sented as required (see Item II.12. on page 4 of this RFP).

Failure to outline all deviations may be grounds for rejection of Respondent’s pro-posal.

5. Respondent Questions: A procedure for addressing questions has been established as follows:

• Questions may be asked within the solicitation platform at www.bidnetdi-rect.com/mitn/cityofkentwood OR by emailing Carla Kane directly at kanec@kent-wood.us.

• The City will respond to all questions and may issue an addendum within the solici-tation platform for each or combined questions from Respondents. It is Respond-ents’ responsibility to confirm addenda.

• Questions must be submitted prior to 2:00 PM (EDT) on Wednesday, July 16, 2025; any questions submitted after that date and time may not be considered.

6. The City reserves the right, at its sole discretion, to:

• Accept or reject any and/or all proposals, to waive any formalities or any irregu-larities in proposals received, and to award (or not to award at all) a contract in any manner deemed to be in the best interests of the City.

file://///cofk.local/CIFS/cifs_prod/DData/Finance/PURCHASING%20RECORDS/ENGINEERING/2022%20ENG%20Svcs%20Ridgewood%20St.%20&%20Julivan%20Ave%20Recon/www.bidnetdirect.com/mitn/cityofkentwood file://///cofk.local/CIFS/cifs_prod/DData/Finance/PURCHASING%20RECORDS/ENGINEERING/2022%20ENG%20Svcs%20Ridgewood%20St.%20&%20Julivan%20Ave%20Recon/www.bidnetdirect.com/mitn/cityofkentwood

Project No.: 25-015-751 eq u es t fo r P ro p o u es t fo r P ro p o u es t fo r P ro p o

• Award a contract to other than the lowest proposal if, in the sole opinion of the

City, such action represents the best value, would best serve the interests of the

City and the public good, and is deemed to be in the overall best interests of the

City.

• Consider other factors not named here in making its decision.

• Include other relevant terms, conditions and specifications in any agreement re-sulting from this RFP.

• Alter, amend, or modify any provision of this RFP, or to withdraw the RFP, at any time prior to the award of a contract pursuant thereto, if it is in the best interest of the City to do so.

• Commence negotiations with another Respondent, without reopening the RFP process, in the event the selected Respondent does not enter into the required agreement to carry out the purposes described in this RFP.

7. Submission of a proposal will be construed as a conclusive presumption that the Respond-ent is thoroughly familiar with the qualification requirements and specifications and that they understand and agree to abide by each and all of the stipulations and requirements contained therein.

8. Bidders are hereby notified that their proposal, once received, becomes a public document that is the property of the City of Kentwood, and, as such, may be subject to public dis-closure under the Freedom of Information Act.

9. Rates quoted by submitters must remain open to acceptance by the City without change for not less than sixty (60) days from the due date of proposals and remain as such for the length of the project/Work.

10. Prior to award, FSEC shall provide the City with evidence of insurance coverage (as specified Item h. on page 6 of this RFP), satisfactory to the City Attorney, and naming the City as an Additional Named Insured.

11. For further information about the Specifications, this RFP or the bidding process, please contact Carla Kane, Purchasing Agent, City of Kentwood, at (616) 554-0772, or via Email at kanec@kentwood.us.

mailto:kanec@kentwood.us

Proposal Form Summary

Project No.: 25-015-751

I/we hereby offer to provide the requested Work in accordance with the specifications, terms, and con-ditions of City of Kentwood Request for Proposals No. 25-015-751, dated Tuesday, July 8, 2025 at the following costs:

Total Not-to-Exceed Price for the Product $ _____________

Total Not-to-Exceed Price for Installation Services $ _____________

Total Not-to-Exceed Price for Product Freight $ _____________

Grand Total Not-to-Exceed Price for the Work $ _____________

This proposal acknowledges the following Addenda:

Addendum No. Dated ______ Addendum No. ______Dated ______

Addendum No. ______Dated ______ Addendum No. ______Dated ______

□ I/we have provided the required proposal attachments.

(See Items D. 1. through 4. on pages 10-12.)

Check one:

□ I/We attest that the proposal submitted as a result of this RFP conforms exactly to the Specifica-tions, terms and conditions of this RFP.

□ I/We attest that the proposal submitted as a result of this RFP does not conform exactly to the Speci-fications, terms and conditions of this RFP, and I have submitted a separate page labeled, “Excep-tions and Omissions”.

Respondent Company Name: _____________________________________________________

Signed by: _____________________________________________ Printed Name of Individual

Its: _____________________________________________ Title

_________________________________________ Date: ____________ Signature

Email

Phone Number

P ro p o sa l R es p o n se

P ro p o sa l R es p o

P ro p o sa l R es p o