Police Department HVAC Systems Replacement

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

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

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.