CITY OF NORTON SHORES
NORTON SHORES FACILITIES DEPARTMENT
REQUEST FOR BIDS
Installation, materials and permits for a new Boiler Controls System for City Hall, and Police Department.
I. INTRODUCTION The Norton Shores Facilities Department is seeking bids from qualified vendors to supply materials and install new Boiler Controls System in the City Hall, Police Department, located at address 4814 Henry St., Norton Shores, MI 49441.
II. SCOPE OF PROJECT The Contractor shall furnish all labor, materials, equipment, supervision, programming, testing, permits, and incidental work necessary to provide a complete and operational boiler control system for the City building.
A. General Requirements The Contractor shall:
o Verify existing boiler, heating, piping, electrical, HVAC, and control systems prior to beginning work. o Coordinate all work with the City to minimize disruption to building operations. o Maintain the building in a safe and operational condition throughout the project. o Provide all labor, materials, equipment, wiring, controls, programming, software, current licensing, communication equipment, and accessories required for a complete and operational system. o Remove and properly dispose of obsolete control equipment and related materials. o Identify any existing equipment that must be replaced or modified for proper integration, compatibility, reliability, or code compliance and include such work in the bid.
B. BOILER CONTROLS The Contractor shall furnish and install new boiler controls compatible with the existing boiler and heating system. The new control system shall provide reliable automatic operation and control of the boiler system, including, as applicable:
o Boiler start and stop. o Heating system temperature control. o Supply and return temperature monitoring. o Circulating pump operation.
o Outdoor-air temperature reset. o High- and low-temperature protection. o Boiler staging, if applicable. o System alarms and safety shutdowns. o Required temperature sensors and control devices. o Equipment status and fault indication.
C. CONTROL PANEL AND EQUIPMENT The Contractor shall provide and install a new control panel or control equipment as required for complete operation of the boiler system. The Contractor shall provide all necessary controllers, sensors, relays, transformers, wiring, conduit, communication equipment, control modules, interfaces, and accessories. All equipment shall be commercial-grade and suitable for the existing heating system.
D. EXISTING SYSTEM INTEGRATION The Contractor shall integrate the new boiler control system with the building's existing heating and HVAC systems. The new controls shall communicate with and control the existing rooftop heating and HVAC systems as required for proper building temperature control and coordinated operation. The Contractor shall also integrate the new controls with the existing boiler control valves serving the two-story portion of the building. The Contractor shall:
o Provide all wiring, control modules, sensors, programming, interfaces, and related equipment required for proper operation. o Verify compatibility and operation of existing rooftop systems, boiler control valves, pumps, sensors, thermostats, and related equipment before installation. o Retain and utilize existing equipment where practical. o Identify equipment requiring replacement or modification in the Contractor's bid. o Coordinate with the City and Muskegon Dispatch to establish proper connectivity, communication, and integration with the City's existing online systems.
The completed control system shall allow the boiler, boiler control valves, rooftop systems, pumps, and associated heating equipment to operate together as one coordinated system.
E. PROGRAMMING AND OPERATION The Contractor shall program the boiler controls for efficient, reliable, and automatic operation based on building heating requirements. Programming shall include appropriate operating schedules, temperature settings, outdoor-air temperature reset, automatic equipment operation, pump and valve control, alarm functions, and safety functions. All operating schedules and temperature settings shall be coordinated with the City.
F. TESTING AND COMMISSIONING The Contractor shall fully test and commission the complete boiler control system and all integrated equipment prior to final acceptance. Testing shall include, as applicable:
o Boiler start and stop. o Temperature controls. o Pumps and valves. o Boiler control valves serving the two-story portion of the building. o Rooftop heating and HVAC systems. o Sensors. o Safety controls. o Alarm functions. o Automatic operation. o Manual/local operation. o Communication between control components. o Web-based monitoring and control. o Communication and connectivity with Muskegon Dispatch.
The Contractor shall correct all deficiencies identified during testing at no additional cost to the City.
G. TRAINING The Contractor shall provide training to designated City personnel on the operation of the new boiler control system. Training shall include:
o Basic system operation. o Manual/local operation. o Automatic operation. o Web-based operation and monitoring. o Temperature adjustments. o Schedule adjustments. o Alarm acknowledgment. o System monitoring. o Basic troubleshooting. o User login and access. o Procedures to follow if web-based communication is unavailable.
The Contractor shall provide written or electronic operating instructions for the system.
H. PLANS, PRINTS, AND DOCUMENTATION The Contractor shall provide all drawings, plans, control diagrams, and documentation necessary to clearly identify the proposed boiler control system and its integration with the existing building systems. Documentation shall include:
o Control system plans and drawings. o Boiler control wiring diagrams. o Rooftop system integration diagrams. o Boiler control valve diagrams for the two-story portion of the building. o Locations of sensors, controls, valves, and related equipment. o Equipment schedules and specifications.
o Programming and sequence-of-operation information. o Web-based system and monitoring information. o Software and licensing information. o Final as-built drawings showing the completed installation and all changes made to the existing system.
All drawings and documentation shall be provided to the City for review and approval prior to final completion. Final as-built drawings shall reflect the actual installation and shall be provided upon completion of the project. Electronic copies of all final drawings and documentation shall be provided in a format acceptable to the City.
I. CODES AND PERMITS All work shall comply with applicable federal, state, and local codes, ordinances, mechanical and electrical requirements, manufacturer requirements, and requirements of the Authority Having Jurisdiction (AHJ). The Contractor shall obtain all required permits and coordinate required inspections.
J. WORKSITE AND BUILDING OPERATIONS The Contractor shall maintain a clean, safe, and orderly worksite throughout the project. The Contractor shall coordinate all work with the City so the building can remain open and continue normal day-to-day operations whenever possible. Normal building operating hours are 8:00 AM to 5:00 PM, Monday through Friday, excluding City- observed holidays, unless otherwise authorized by Brandon Wilburn. The Contractor shall schedule work to minimize disruption to building operations during these hours. Any planned interruption to heating, electrical service, rooftop systems, or other building systems shall be coordinated with and approved by the City in advance. During winter months, the Contractor shall provide supplemental or temporary heat as necessary whenever the existing boiler or heating system is unavailable due to work performed under this contract. The Contractor shall provide all equipment, fuel, installation, operation, monitoring, maintenance, and removal necessary to maintain adequate building temperatures at no additional cost to the City. The Contractor shall not leave the building without adequate heat during winter months as a result of work performed under this contract. After-hours, weekend, or holiday work shall require prior authorization from Brandon WIlburn.
K. MANUAL, ELECTRONIC, AND WEB-BASED OPERATION AND MONITORING The boiler control system shall provide manual/local operation, electronic automatic operation, secure web-based/remote operation, system monitoring, alarm notification, and all software and licensing necessary for complete operation.
K.1 Manual/Local Operation Local/manual controls shall be provided at the boiler control panel or other approved location and shall remain functional regardless of web-based or remote communication availability. Authorized City personnel shall be able to:
o Manually start and stop the boiler.
o Manually operate circulating pumps. o Manually operate and adjust boiler control valves. o Adjust approved heating system temperature settings. o View boiler and heating system status. o View system temperatures. o View and acknowledge alarms. o Return equipment to automatic operation.
Manual controls shall not bypass required safety controls or emergency shutdowns.
K.2 Electronic Automatic Control The electronic control system shall automatically monitor and control the boiler system, pumps, valves, sensors, rooftop heating/HVAC systems, and other equipment included in the project. The system shall provide:
o Automatic boiler start and stop. o Automatic temperature control. o Outdoor-air temperature reset. o Pump and valve control. o Supply and return temperature monitoring. o Equipment status and fault indication. o Alarm functions. o Communication between control components. o Automatic safety functions.
K.3 Web-Based Operation and Monitoring The Contractor shall provide secure web-based access for authorized City personnel to remotely monitor and control the boiler control system. Authorized users shall be able to:
o Monitor boiler operation and system status. o View supply, return, outdoor, and other system temperatures. o View pump, valve, and equipment status. o Monitor connected rooftop heating and HVAC systems. o Monitor boiler control valves serving the two-story portion of the building. o Adjust approved temperature settings and schedules. o View and acknowledge alarms and notifications. o Start or stop equipment when permitted by the control system.
The system shall be accessible from commonly used City-approved computers, tablets, or compatible devices.
K.4 Monitoring and Alarms The monitoring system shall display current system conditions and equipment status, including, as applicable:
o Boiler status. o Boiler alarms and faults.
o Supply and return temperatures. o Outdoor temperature. o Pump status. o Valve status. o Rooftop heating/HVAC system status. o Boiler control valve status. o System operating conditions. o Communication status.
Alarm notifications shall clearly identify equipment or system conditions requiring attention.
L. SOFTWARE, LICENSING, AND MUSKEGON CENTRAL DISPATCH COORDINATION The Contractor shall provide all software, applications, programming, licenses, subscriptions, cloud services, communication equipment, and other software-related items required for complete operation of the boiler control and monitoring system. All software shall be properly licensed and configured for use by the City. The Contractor shall provide:
o Required software licenses. o User login information. o Administrative access, where applicable. o Software and system access instructions. o License information and expiration dates. o Basic operating instructions. o Information regarding software updates and renewals.
The Contractor shall clearly identify in the bid all recurring costs, including software licenses, web/cloud subscriptions, monitoring fees, communication fees, maintenance fees, and license renewals. No recurring software, monitoring, cloud, communication, or licensing cost shall be incurred by the City without prior approval. The Contractor shall coordinate with the City and Muskegon Central Dispatch to establish, test, and maintain connectivity between the boiler control system and the City's online monitoring and control systems. The Contractor shall provide and configure all required communication equipment, interfaces, programming, and related components. The Contractor shall test the online connection with Muskegon Central Dispatch and the City prior to final acceptance and correct any connectivity or communication problems related to the installation at no additional cost to the City.
M. OPERATION DURING COMMUNICATION FAILURE The boiler control system shall remain capable of safe automatic and manual/local operation if web-based access, internet service, network communication, or remote connectivity becomes unavailable. Loss of web-based communication shall not prevent safe local operation of the boiler system. Required boiler safety controls shall remain operational at all times.
N. DEMONSTRATION AND ACCEPTANCE Prior to final acceptance, the Contractor shall demonstrate that all manual/local, electronic, automatic, monitoring, and web-based control functions are operating properly. The demonstration shall verify that:
o Local/manual controls operate properly. o Automatic controls operate properly. o Web-based monitoring and control are operational. o System alarms and notifications operate properly. o Authorized City users can access the system. o Monitoring displays accurate system information. o Boiler control valves and rooftop systems can be monitored and controlled as specified. o Communication with Muskegon Dispatch is operational. o Software and required licenses are installed and functioning. o Local operation remains available if web-based communication is lost. o Required safety controls remain operational. o All required credentials, documentation, and operating instructions have been provided to the City.
O. WARRANTY The Contractor shall provide a minimum one (1) year warranty covering all labor, controls, equipment, materials, programming, software, monitoring, communication equipment, and installation associated with the project. The Contractor shall repair or replace defective components or workmanship at no additional cost to the City during the warranty period. Manufacturer warranties for installed controls and equipment shall be provided to the City upon completion. The Contractor shall also provide warranty information for all software, monitoring services, communication equipment, and related systems included in the project. Warranty start date to be the day that the system is fully functional and operational.
BOILER INFORMATION The project includes two (2) existing Lochinvar KBW400 boilers, manufactured in 2011.
• Quantity: Two (2) • Manufacturer: Lochinvar • Model: KBW400 • Year: 2011 • Equipment: Commercial boilers
ELIGIBLE BIDDERS This RFB is open to any vendor capable of completing the project as described above.
IV. BID SUBMISSION DETAILS
• Release Date: October 22, 2026
• Deadline for Submission: November 19, 2026 at 10:00 am
• Mandatory Open House Date: November 12, 2026 at 2:00pm
• Submission Format:
I. Preparation / Investigation
o Hours: __________________ o Labor Costs: ______________ o Materials: _________________
II. Controls Installation \& Testing - Hardware
o Hours: _____________________ o Labor Cost: ________________ o Material Cost: ___________
III. Controls Installation / Testing - Software
o Hours: _________________________ o Labor Cost: _________________________ o Materials Costs: ______________________
IV. Training/Data Entry
o Total Cost: _______________________
Total Cost $: __________________________________
* Bids must be submitted in the form of an invoice or official estimate.
* Bids must be accompanied with proof of insurance and w-9
* Bids must be submitted in a sealed envelope clearly marked "Boiler Controls for City Hall and Police Department".
Office of the Purchasing Agent 4814 Henry Street Norton Shores, MI 49441
V. EVALUATION CRITERIA • Total cost of equipment and installation
• The annual cost for operation, management, software licensing, and monitoring • Availability of contractor services (time frame for completing the project).
VI. POINT OF CONTACT Any questions regarding this RFB should be directed to:
Facilities Supervisor Brandon Wilburn
Email: bwilburn@nortonshores.org
Phone: 231-332-2040
VII. INSURANCE REQUIREMENTS
CONTRACTOR INSURANCE REQUIREMENTS
All contractors submitting bids for work for the City of Norton Shores shall comply with the insurance, bonding, and related requirements set forth below. The contractor shall provide evidence of all required insurance coverage and bonds prior to commencement of any work. The required insurance limits shall be determined based upon the type, dollar value, and duration of the contract.
1. INSURANCE REQUIREMENTS
Contracts shall provide the following:
1. Workers' Compensation and Employers' Liability Workers' Compensation and Employers' Liability insurance as required by the laws of the State of Michigan.
2. Commercial General Liability Commercial General Liability insurance on an Occurrence Basis only, including or endorsed to provide:
• Broad Form General Liability coverage, or equivalent coverage if not included in the policy • Independent Contractor coverage • Products and Completed Operations coverage • Contractual Liability coverage • City of Norton Shores named as an Additional Insured • Thirty (30) days' notice of cancellation to the City of Norton Shores • Owners, Contractors Protective (OCP) Liability Policy in the name of the City of Norton Shores
• City of Norton Shores shall be named as an Additional Insured where applicable. • Thirty (30) days' notice of cancellation shall be provided to the City of Norton Shores.
3. Minimum Limits
The limits of liability for General Liability, OCP Liability, and Automobile Liability shall be not less than $500,000, per occurrence and/or aggregate, combined single limit for personal injury, bodily injury, and property damage.
4. CONTRACT BONDS
Contract bonds, including Bid, Performance, Completion, Labor and Material/Payment, and Maintenance Bonds, are required for all contracts over $25,000. • Bid Bond A Bid Bond shall be required in an amount equal to five percent (5%) of the amount of the bid or proposal. • Performance and Completion Bond A Performance and Completion Bond shall secure the faithful and complete performance of the contract by the contractor. • Labor and Material/Payment Bond The Labor and Material/Payment Bond shall secure payment by the contractor of all sums due to subcontractors, suppliers, laborers, workers, and materialmen. • Maintenance Bond The Maintenance Bond shall provide security that the construction work will be maintained in good and workable condition for a period of one (1) year after completion of the work and acceptance thereof by the City of Norton Shores. The Maintenance Bond shall also secure the contractor's obligation to repair, at no additional cost to the City, all defects in the work, whether latent or apparent, that become known to the City, the contractor, or any other party during the one-year maintenance period following completion and acceptance of the work. • Submission of Bonds All required bonds shall be submitted to the City of Norton Shores at least ten (10) days prior to commencement of work under the contract.
5. PROPERTY INSURANCE / BUILDER'S RISK
All contracts involving the construction, addition, renovation, alteration, or repair of a building or structure shall contain provisions establishing responsibility for providing property insurance during the construction process. • Coverage Amount and Scope Property insurance shall be provided in an amount equal to one hundred percent (100%) of the completed value of the work. Coverage shall be on an all-risk basis and shall include materials related to the work, wherever located, including materials in transit. • Waiver of Occupancy Clause A Waiver of Occupancy Clause Endorsement shall be attached to the policy to permit the City of Norton Shores to occupy the facility during construction or restoration. • Materials at the Site The policy shall provide coverage for materials located at the project site before such materials become an integral part of the structure. • Contractor's Tools and Equipment
The insurance requirements shall address coverage for the contractor's tools, equipment, and other property used in connection with the project. • Insured Parties All parties having an insurable interest in the property shall be properly named as insureds. F. Notice of Cancellation Thirty (30) days' notice of cancellation shall be secured for the benefit of the City of Norton Shores. • Subcontractors Any property insurance requirements placed upon the General Contractor and/or Construction Manager shall also be placed upon all subcontractors working on the project, as applicable. • Builder's Risk Builder's Risk insurance shall be provided by the Contractor.
6. PROFESSIONAL SERVICES CONTRACTS
If the contract involves professional services, including but not limited to architectural, engineering, design, medical, consulting, or similar professional services, the contractor shall provide evidence of Professional Liability (Errors and Omissions) insurance. The minimum limit of Professional Liability insurance shall be: $500,000 per occurrence.
7. CERTIFICATES OF INSURANCE All insurance coverages and required bonds shall be provided by insurance companies licensed and admitted to do business in the State of Michigan. Proper Certificates of Insurance and all required endorsements and bonds shall be provided to the City of Norton Shores prior to commencement of any work. The contractor shall not commence work until the City has received and approved all required evidence of insurance and bonding. The contractor shall be responsible for maintaining all required insurance and bonds for the duration of the contract and any applicable warranty or maintenance period.
8. BIDDER ACKNOWLEDGMENT By submitting a bid, the bidder acknowledges that it has reviewed and understands the insurance and bonding requirements contained in this Request for Bids and agrees to obtain and maintain all required coverage if awarded the contract. Failure to provide the required insurance, endorsements, certificates, or bonds may result in the bidder being deemed non-responsive or may constitute grounds for termination of the contract. The City of Norton Shores reserves the right to require additional insurance coverage or higher limits when warranted by the nature, scope, or risk associated with a particular project.
VIII. GENERAL TERMS • In the best interest of The City of Norton Shores we reserve the right to accept or reject any and all bids. • No city or departmental purchasing policy citations are required for this RFB. • Submission of a bid does not guarantee the award of the project.
