HVAC Removal and Replacement - Department of Public Works Recycling & Education Center

PURCHASING DIVISION
Joni Laming, Manager
(616) 632-7720
purchasing@kentcountymi.gov
SOLICITATION
Solicitation Type Request for Proposal (RFP)
Solicitation Number 6494
Description HVAC Removal and Replacement - Department of Public
Works Recycling & Education Center
Date of Issuance 4/8/2026
Inquiries Deadline Date & Time (local) 4/17/2026, 2 PM
Due Date & Time (local) 4/21/2026, 2 PM
Pre-Submission Conference Yes: Mandatory On-Site (attendance & sign in required)
Conference Date & Time (local) 4/14/2026 1:00 PM
Buyer Name LaBudde
INTRODUCTION
The Kent County Purchasing Division is soliciting proposals for the upgrade of the Building Management
System (BMS), replacement of two (2) Make-up Air Units (MAU), and replacement of two (2) Carrier Roof
Top Units (RTU) at the Department of Public Works Recycling & Education Center located at 977 Wealthy
SW Grand Rapids, MI 49504.
Once the project commences, work will be continuous until completion.
SCOPE
Make-up air units
* Removal and disposal of two (2) existing MAU's on the roof
* Provide and install two (2) new MAU's
* 35,000 CFM
* 90 Degree design temp. rise
* Natural gas piping modifications to connect to new units
* Reconnect high voltage electrical
* Ductwork modifications as needed
* Start-up and commissioning of units
* Crane service to remove existing equipment and install new equipment
* Freight
* All labor and materials to complete
* Submit and list any manufacturer warranty
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Roof top Units
* Recover refrigerant from RTU's for disposal per EPA guidelines
* Removal and disposal of two (2) existing RTU's
* Provide and install two (2) new RTU's of equivalent capacity
* Reconnect gas piping
* Reconnect high voltage electrical
* Crane Service to remove existing equipment and install new equipment
* Freight
* All labor and materials to complete
* Start-up and commissioning of units
* Submit and list any manufacturer warranty
Building Management System (current BMS is WebCTRL)
* Labor and materials to update all controllers on the current BMS
* Include point-to-point checkout of every device on the BMS to verify proper operation
* Reuse current device relays, current sensors, actuators
Operation will be verified and replaced if needed
* New Thermostats for each device
* RTU-1
* RTU-2
* MAU-1
* MAU-2
* Exhaust fans
* Roof Furnaces
Respondent is responsible for all permits
Dimensions, if furnished, are for general reference only and should be verified by Respondent.
Kent County will award and contract for the goods and services in this Solicitation in an efficient and
timely manner. In no event will notification of award be more than 45 days from the date of submission.
The Kent County Standard Submission Terms posted on the Bid Opportunities page of the Kent County
Purchasing Division website are incorporated by reference and shall be deemed to have the same force
and effect as if fully set forth herein.
INQUIRIES
Any and all communication regarding this Solicitation shall be on the Kent County Purchasing Division
Inquiry Blog via the Bid Opportunities page or during pre-proposal meetings. Kent County reserves the
right to determine the response format or not respond, at its sole discretion.
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MANDATORY PRE-SUBMISSION ON-SITE CONFERENCE
Conference Date 4/14/2026
Conference Time (local) 01:00 PM
Location 977 Wealthy SW Grand Rapids, MI 49504
A mandatory pre-submission conference is scheduled for this Solicitation. Attendee should arrive a
minimum of 5 minutes before the conference scheduled date and time to sign-in. Attendee will not be
allowed to sign in after the conference has commenced at mandatory meetings and is disqualified
from participating in this Solicitation.
The conference provides equal opportunity to seek clarifications and inspect the location (if applicable).
Attendee shall have fully reviewed all Solicitation documents and correspondence prior to the
conference. Attendee is responsible for taking meeting notes and shall be an employee or authorized
reseller of the Respondent with requisite knowledge, skill, and abilities to participate.
BID BOND
No Bid Bond is required if Respondent's offer is less than $500,000. If the offer is withdrawn after
Solicitation opening, Respondent may be removed from the Bidder's List ("Vendor Registration")
pursuant to Kent County Purchasing Central Purchasing and Open Market Procedures for Goods and
Services section D.13 Failure to Perform Satisfactory.
Each offer over $500,000 must be accompanied by a Bid Bond executed by the Respondent and payable
to County of Kent for 5% of the total amount of the offer. Attorneys-in-fact who sign Bid Bonds, Payment
Bonds or Performance Bonds must file a certified dated copy of their Power of Attorney. A certified
check, bank draft, cashier's check, or negotiable U.S. Government bond (at par value) may be submitted
In lieu of a Bid Bond. Personal checks are NOT acceptable.
If requested, the Original Bid Bond must be received by the Kent County Purchasing Division within 2
business days of request. Bid Bonds of unsuccessful Respondents will be returned after the Solicitation is
awarded. The Bid Bond of the successful Respondent will be retained until the contract is fully executed
by all parties involved.
PERFORMANCE AND PAYMENT BOND
Each contract over $50,000 must be accompanied by a Performance Bond and a Payment Bond, each
payable to the Owner (County of Kent) and each in the amount of 100% of the contract price with a
corporate surety approved by the funding agency, for the faithful performance of the contract.
WARRANTY
All goods shall consist of the original manufacturer warranty in addition to any other warranties specified
in this Solicitation. Respondent shall execute all documents necessary to transfer applicable express
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warranties to Kent County. The Respondent shall not disclaim any warranty recognized by Michigan law
including the Warranty of Merchantability or the warranty of Fitness for a Particular Purpose.
REQUEST FOR PROPOSAL SUBMISSION
Complete submissions must be received in the Kent County Purchasing Division on or before the due
date/time specified by the designated clock (local time). Late, faxed, or emailed submissions will NOT be
considered.
Submissions may be submitted electronically on the Bid Opportunities page of the Kent County
Purchasing Division's website. Respondent must include a complete proposal as 1 non-password
protected PDF document.
The time required to upload a submission may vary. Respondent assumes all risks associated with
electronic submission, including technological difficulties, and deems the County and its service provider
harmless and without fault. Successful electronic submissions are confirmed via Respondent's email.
Respondent shall view the link in the confirmation email to determine accuracy prior to due date/time.
Submissions must be in the format outlined below:
Executive Summary - One (1) page maximum
Summarize the Respondent's strong points and how experience, particularly with similar responsibilities,
will benefit the stakeholders.
Business Organization - One (1) page maximum
State the full names, addresses, phone numbers, emails, and websites of any parties and their
prospective roles.
Recommendation - Three (3) pages maximum
Provide a recommendation focusing on the technical specification. Emphasize clarity and detail. Sales
and Marketing material will not be used to determine the award.
Timeline & Expectations - Two (2) pages maximum
Provide a timeline to implement the recommendation efficiently and effectively with emphasis on key
deliverables and milestones. Disclose necessary County resources, staffing and/or other requirements to
implement each phase of the recommendation.
Pricing Methodology - Two (2) pages maximum
Provide a detailed pricing methodology for an all-inclusive, implemented recommendation including
payment terms, unit costs, billable costs, and all other expenses.
Project Staffing - One (1) page maximum plus resumes
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Provide a chart with the staff committed to the recommendation. Show lines of authority and provide a
brief role description with responsibilities as they relate to the recommendation. Include only relevant
resumes.
References - One (1) page maximum
Provide 3 relevant references, preferably for projects of similar scope and complexity. Include the
organization, contact person, current telephone number, email address, description, and dates of service
and total cost. Do not include any current/past Kent County employees as a reference.
Contract - Unlimited
Provide any contract and/or applicable agreements Kent County may be asked to sign. Kent County
reserves the right to present its own contract.
Page number maximums are strongly recommended but not compulsorily disqualifying. Kent County is
not liable for costs incurred prior to award. A submission constitutes an irrevocable offer for a period of
45 days from the due date/time. In the event the notification of award is not made within 45 days from
the due date/time, the Respondent may withdraw or provide a written extension of their submission.
Submissions may only be withdrawn by written request if the request is received before the due
date/time. Withdrawals after opening shall be subject to Kent County Fiscal Policy - Centralized
Purchasing 5(i)(2).
NO BID
Please provide feedback if you are electing not to participate in this Solicitation.
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