Jail Cooling System Replacement

GENERAL INSTRUCTIONS
Boone County Government ("Boone County") is seeking a contractor to replace the cooling
system that serves the Jail located at 615 North Main Street, Belvidere 61008.
Contractor shall disconnect, remove, and properly dispose of existing cooling system, which
consists of two (2) 60-ton Trane RAUC air-cooled condensers and Trane two-piece DX coils,
including all components and all related accessories. The existing cooling system will be
replaced with a chiller or equivalent cooling solution along with the coils and all necessary
components to complete respective contractor's scope. The contractor shall ensure that the
existing support structure is load worthy for equipment being proposed or offer alternative
solution for location of replacement equipment.
SUBMISSION
Proposals are to be submitted in hard copy print to be received no later than 11:00 a.m. (Local
Time), Friday, April 24, 2026. All correspondence should be marked "BCG-2026-03 Boone
County Jail Air Conditioning Replacement. All are to be submitted to the Office of the Boone
County Clerk at 1212 Logan Avenue, Suite 103, Belvidere, IL 61008.
OFFICIAL CONTACT
Any questions concerning this Request for Proposal ("RFP") should be submitted to:
Jodi Ewers, Lieutenant
615 North Main St.
Belvidere, IL 61008
ewers@boonecountyil.gov
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GENERAL TERMS AND CONDITIONS
A. One (1) hard copy of your proposal with any attachments are to be submitted in a
sealed envelope.
B. Bid must be accompanied by a bid guaranty which shall not be less than five
percent (5%) of the amount of the bid.
C. Any proposal may be withdrawn by giving notice to the Boone County Clerk and
Recorder before the stated-closing date and time.
D. Proposals that take exception to the County's Terms and Conditions as a whole and
substitute the proposers' standard terms and conditions may be rejected.
E. Vendors shall assume full responsibility for all costs necessary to assemble the required
information and for the timely delivery of the proposal at the above location.
F. This request for proposals (RFP) does not commit the County to award a contract or to
undertake any financial obligation whatsoever with respect to the requirement referred
to herein.
G. The County reserves the right, when it is deemed to be in the best interest of the county,
to negotiate contract terms with the selected Vendor to award the proposal or
combination of proposals deemed in the best interest of the County, at the County's sole
discretion. Boone County reserves the right to reject any and all proposals.
H. To be responsive, the proposal must set forth full, accurate and complete information as
required by this RFP and all attachments.
I. Any amendment to this RFP will be issued in writing by the County. No information or
representation other than that contained in such an amendment, whether received from
an employee of the County or other person, will be considered to have been modified or
be grounds for deviation from any stipulation or requirement of this RFP.
J. The Vendor shall be responsible for complying with all Local, State, and Federal
regulations pertaining to this project, including State of Illinois law relating to prevailing
wage and preference to citizens on public works project.
SCHEDULE (TENTATIVE)
Prebid Meeting / Project review @ 10:00 AM Monday, April 6, 2026
Proposal response due at County by 11:00 AM Friday, April 24, 2026
Proposal opening at 11:00 AM - County Board Room Friday, April 24, 2026
County Board approval Thursday, May 21, 2026
*This schedule is subject to change.
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INTRODUCTION
Boone County Government ("Boone County") is seeking a contractor to replace the cooling
system that serves the Jail located at 615 North Main Street, Belvidere 61008.
Contractor shall disconnect, remove, and properly dispose of existing cooling system, which
consists of two (2) 60-ton Trane RAUC air-cooled condensers and Trane two-piece DX coils,
including all components and all related accessories. The existing cooling system will be
replaced with a chiller or equivalent cooling solution along with the coils and all necessary
components to complete respective contractor's scope. The contractor shall ensure that the
existing support structure is load worthy for equipment being proposed or offer alternative
solution for location of replacement equipment.
There is a mandatory pre-bidder meeting for the project on Monday, April 6, 2026 at 10:00am
CST at the Public Safety Building at 615 N Main Street, Belvidere IL 61008. Contractors will
meet in the lobby of the Public Safety Building.
SCOPE OF SERVICES
Project overview includes the following:
The base bid shall require the Contractor to disconnect, remove, and properly dispose of
existing cooling system, which consists of two (2) 60-ton Trane RAUC air-cooled condensers and
Trane two-piece DX coils, including all components and all related accessories. The existing
cooling system will be replaced with a chiller or equivalent cooling solution along with the coils
and all necessary components to complete respective contractor's scope.
a) Installation shall include all materials, permitting and installation necessary.
b) The contractor shall ensure that the existing support structure is load worthy for
equipment being proposed or offer an alternative solution for the location of
replacement equipment.
c) Provide a general narrative of the structural scope of work, foundation work, or any
enclosures.
d) Contractor must provide insulation for all new piping as applicable as part of the new
system.
e) All companies must provide all equipment necessary for job execution.
f) Contractor shall remove and properly dispose of existing cooling system components in
compliance with applicable federal and states laws.
g) Contractor is required to conduct a startup test of the new system and associated
equipment to demonstrate and confirm installation and proper functioning.
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h) Provide narrative outlining any proposed fire protection, alarms or detection system
included with the new equipment. As well as information regarding monitoring
capabilities and/or adjustments of equipment over ethernet or internet.
As part of the work, the Contractor shall furnish and assume full responsibility for everything
required for the orderly progress and proper execution and completion of the work, whether
temporary or permanent and whether or not incorporated into the work including, but not
limited to, drawings, materials, equipment, labor including subcontractor, transportation,
construction equipment and machinery, tools, and other facilities and incidentals.
Contractor shall not have any public or private interest and shall not acquire directly or
indirectly any such interest which conflicts in any manner with the performance of its services
under this Contract.
The County provides no guarantee of work. Award of a contract does not prevent the County
from obtaining the services of another company for any other project if the County so desires
and/or is in the public interest to do so.
The candidates will be evaluated on their ability to explain fully what is included in each item of
proposal as well as the benefit to additional options provided. Additional options are to be
priced as "add-ons".
Warrantees on parts and services should be clearly identified.
EVALUATION PROCESS
All proposals will be evaluated by a review team comprised of appropriate Boone County
personnel using the following criteria as follows:
Cost
Overall Experience of Company a Demonstrated Results
Planning Approach
Timeline of Project
Sustainability/Energy
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PROPOSAL FORMAT
Responses to the RFP must contain the following;
Letter of Transmittal:
To include a brief introduction of your firm and interest in this contract; provide main contact
name, phone number, fax number, and email address.
Scope of Proposed Services:
Detail your team's proposed means and methods to perform work including associated licensing
to execute contract.
Pricing:
Total cost of project including equipment, labor, and any other costs associated with completing
the project.
Timeline:
Include estimated start date and substantial completion date.
Note: The contractor must have substantial completion before October 1st, 2026 with all finished
work to be completed before November 30, 2026. The existing cooling system for the jail shall
have little to no disruption in service.
References:
List at least three organizations that you have performed similar work.
STANDARD TERMS AND CONDITIONS
Contract Term: The Term of this contract will begin from date of award to project completion.
Acceptance-Rejection: Boone County reserves the right to accept or reject any or all quotes and
to waive technicalities in any quotation or part thereof deemed to be in the best interest of
Boone County.
Non-Discrimination/Affirmative Action: Boone County is committed to equal employment
opportunity and is obligated not to discriminate against any employee or applicant for
employment because of race, color, religion, sex, national origin, age or physical; or mental
handicap in regard to any position for which qualified. Further you are advised that as a
contractor, subcontractor, vendor or lessee of Boone County, you may be subject to Executive
Order 11246, as amended, and Section 503 of the Rehabilitation act, as amended. If covered,
acceptance of this contract or purchase order shall constitute your agreement that you will not
discriminate against any employee or applicant for national origin, age or physical or mental
handicap in regard to any position for which qualified; and that you will comply with other
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specific requirements of these laws. In the event of noncompliance with the nondiscrimination
clause, this purchase order or contract may be canceled, terminated, or suspended in whole or
in part and you may be declared ineligible for further contracts or purchase orders.
Applicable Law: This contract shall be governed under the laws of the State of Illinois and is
made at Boone County, Illinois, and venue for any legal action to enforce the terms of the
agreement shall be in Boone County Circuit Court.
Assignment: No right or duty in whole or in part by the contractor under this contract may be
assigned or delegated without the written consent of Boone County.
Cancellation: Boone County reserves the right to cancel this contract in whole or in part without
penalty due to the non-appropriation of funds or for failure of the contractor to comply with
terms, conditions, and specifications of this contract.
Delivery: Delivery shall be F.O.B. destination unless otherwise specified.
Deviation and Exceptions: Deviations and exceptions from terms, conditions, or specifications
shall be described fully under the bidder's letterhead, signed, and attached to the request for
bid. In the absence of such statement, the bid shall be accepted as in strict compliance with all
terms, conditions, and specifications and the bidder shall be held liable.
Entire Agreement: These standard terms and conditions shall apply to any contract order
awarded as a result of this request for bid except where special requirements are stated
elsewhere in the request. IN such the contract order with reference to parts and attachments
shall constitute the entire agreement with previous communications pertaining to the subject of
this request for bid being hereby superseded.
Guaranteed Delivery: Failure of the contractor to adhere to the delivery schedule that is
specified or to promptly replace rejected materials shall render the contractor liable for all costs
in excess of the contract price if alternate procurement is necessary. Excess costs shall include
administrative costs.
Insurance Responsibility: The contractor to perform services for the County of Boone shall: (A)
Maintain worker's compensation insurance as required by Illinois Statutes, for all employees
engaged in work: (B) Maintain general liability a property damage against any and all claim(s)
which might occur in the carrying out of this agreement/contract. Provide, upon request, an
insurance certificate(s) indicating this coverage, countersigned by an insurer licensed to do
business in the State of Illinois, covering the period of this agreement/contract. The insurance
certificate shall state that the County is an additional insured.
Invoicing: Purchase orders shall be individually invoiced in accordance with the instructions
contained on the purchase order or contract. The County is subject to payment provisions of
1989 Illinois Act 233. The County, after receipt of a properly completed invoice or receipt and
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acceptance of the property of service whichever is later, will make payment within thirty (30
days.
Service Request: Vendor shall render service requests in accordance with Scope of Services by
an Authorized County Representative.
Quality Level: Unless otherwise indicated in the Request for Bid, all materials shall be first
quality. Items which are used, obsolete, or which have been discontinued are unacceptable
without prior written approval by the Purchasing Agent.
Quantities: Quantities shown on this request for bid are based on estimated needs. County
reserves the right to increase/decrease quantities to meet actual needs or availability of funds.
Taxes: Boone County and its departments are exempt from payment of all federal taxes and
Illinois State and local taxes on its purchases except Illinois excise tax as described below: Th
County is exempt form state sales tax per Illinois Statue 77.54 (9)(a).
Contractors preforming construction activities are required to pay state user tax on the cost of
materials.
Boone County, including all of its departments, is required to pay an excise tax on Illinois beer,
liquor, wine, cigarettes, tobacco product, motor vehicle fuel engine oil and aviation fuel.
However, Boone County is exempt from payment of State of Illinois sales or user tax on this
purchase. Boone County may be subject to other state taxes on its purchases dependent upon
the laws of that state.
Public Records Law Compliance: Pursuant to 5 ILCS 140/7(2), a public record that is not in the
possession of a public body but is in the possession of a party with whom the agency has
contracted to perform a governmental function on behalf of the public body and that directly
relates to the governmental function and is not otherwise exempt is considered a public record
of the public body. All term of this agreement, and the records created thereunder, are subject
to and conditioned on the provisions of the Illinois Freedom of Information Act, 5 ILCS 140 et
seq. The contractor shall assist the County in producing and retaining records that ae subject to
the Illinois Freedom of the Information Act. All correspondence, emails, etc., between and
among the contractor, the County, and other parties relating to, necessitated by, or arising from
the contractor's services under this Agreement that are created or received by the contractor
shall be produced and maintained in such a way as to ensure the County's ability to comply with
all aspects of the Freedom of Information Act. The contractor's failure to do so will constitute a
material breach of this agreement, and require the contractor to defend and hold the County
harmless from any liability under that law. Except as otherwise authorized, all such records shall
be maintained for a period of seven (7) year after receipt of final payment under this
Agreement.
Certification of Independent Price Determination: By signing this bid, the respondent certifies,
and in the case of a joint bid, each party thereto certifies as to its own organization, that in
connection with this procurement.
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The process in this response have been arrived at independently, without consultation,
communication, agreement, for the purpose of restricting competition, as to any matter relating
to such prices with any other respondent or with any competitor; Unless otherwise required by
law,, the prices which have been quoted in this bid have not been knowingly disclosed by the
respondent and will not knowing be disclosed by the respondent prior to opening in the case of
an advertised procurement or prior to award in the case of a negotiated procurement, directly
or indirectly to any other respondent or to any competitor; and no attempt has been made or
will be made by the respondent to induce any other person or firm to submit or not to submit a
bid for the purpose of restricting competition.
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Boone County Government
1212 LOGAN AVE, STE 102
BELVIDERE, IL 61008
PHONE: 815-547-4770 FAX: 815-547-3579
Total Lump Sum Cost Proposal
Project:
RFP Number:
Contractor: Provide all labor and materials to perform work as attached in the Scope of Work.
Contractor Price: Total sum includes base cost + all addendums (if applicable)
Proposal Cost Breakdown: Proposer shall attach proposal cost breakdown to this attachment.
Total Cost:
Authorized Vendor Acceptance:
_________________________________________
Printed Name
_________________________________________
Signature
_________________________________________
Title
_________________________________________
Email
_________________________________________
Date Signed