Replacement of Existing HVAC Equipment - East Grand Rapids

Description: INTRODUCTION The Kent County Purchasing Division is soliciting proposals on behalf of the City of East Grand Rapids for replacement of existing HVAC equipment at several facilities including the Community Center and the city owned pool at Wealthy Elementary. SOLICITATION DOCUMENTS This Solicitation is distributed by Kent County for the benefit of the named local agency and County registered bidders through distribution of this request. The Kent County Purchasing Division will assist but does not authenticate the Solicitation documents or award processes for the Solicitation. SCOPE See Scope of Services in attached specification 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. PRE-SUBMISSION ON-SITE INSPECTION A pre-submission conference will not be held for this Solicitation. Utilize the inquiries link posted with the Solicitation to request additional information Site visits can be coordinated by email with the Facilities Coordinator, Ryan Russell, at rrussell@eastgrmi.gov NO BID Please provide feedback if you are electing not to participate in this Solicitation. REQUEST FOR PROPOSALS-Replacement of Existing HVAC Equipment GENERAL The City of East Grand Rapids is seeking Request for Proposals from qualified HVAC companies to replace aging HVAC equipment, listed below, at several city facilities. Proposals must be submitted by 2:00 p.m. to Kent County Purchasing on or before, December 15, 2026. Proposals received after the deadline of 2:00 p.m. Tuesday December 15, 2026 will not be accepted. It is the proposer's responsibility to ensure that the proposal is received prior to the deadline, as no exception to this policy will be made. Site visits can be coordinated by email with the Facilities Coordinator, Ryan Russell, at rrussell@eastgrmi.gov. BACKGROUND The City of East Grand Rapids is looking to replace aging HVAC equipment at several facilities including the Community Center and the city owned pool at Wealthy Elementary. SCOPE OF SERVICES Replace existing aging equipment at City facilities including: Community Center BCAHU 7- McQuay. This unit provides heat/cooling to City Hall Commission Chambers Wealthy Pool AHU 1- Heatex Model Number E-RHXC-1/SP-4000-HW-1-G. This unit provides heat to the pool locker rooms. The unit is currently connected to the Wealthy Elementary School BMS and will need to be changed so that the City has sole access, either on site or remotely. Work on this unit can not start until after June 7,2027 and must be completed no later than July 31, 2027. AWARD OF CONTRACT All bid proposals are subject to evaluation by the City of East Grand Rapids. Recommendations for award will be based on a combination of the following criteria: 1) the price; 2) the reputation of the vendor and the vendor's goods and/or services; 3) the quality of goods and/or services; 4) the extent to which the goods meet the needs of the City; and 5) any other relevant factor that a public or private entity could consider in selecting a vendor. The City of East Grand Rapids reserves the right to reject any or all bids and to waive any irregularities in bidding, or to accept the lowest responsible bids that are in the opinion of the City, will serve the City's best interest. Bonds Payment Bond Payment bonds are required for any contract exceeding $50,000 for the construction, alteration, or repair of any City building, public work or improvement. Payment bonds must be in the full amount of the contract price. Payment bonds must be in the form of EJCDC payment bond from C-615 or another form acceptable to the City attorney. Payment bonds must be provided before any notice to proceed is issued. Performance Bond Performance bonds are required for any contract exceeding $50,000 for the construction, alteration, or repair of any City building, public work or improvement. Performance bonds must be in the full amount of the contract price. Performance bonds must be in the form of EJCDC performance bond form C-610 or another form acceptable to the City attorney. Performance bonds must be provided before any notice to proceed is issued. INSURANCE REQUIREMENTS The following requirements are applicable to all contracts entered into by the City of East Grand Rapids: The contractor shall continuously maintain, during the life of the contract, insurance coverage of the type and amount specified below: (1) General Liability: Comprehensive form, including premises/operations, independent contractors, and contractual liability insurance, and explosion and collapse, underground (only if excavation or tunneling involved), and products/completed operations hazards. Minimum Amounts: $1,000,000 per occurrence bodily injury, $1,000,000 per occurrence property damage. (2) Automobile: Michigan "no-fault" coverage, residual automobile liability, comprehensive form, covering owned, hired and non-owned automobiles. Minimum Amounts: "No-fault" coverage - statutory. Residual liability $1,000,000 combined single limit. (3) Worker's Compensation and Employer's Liability. Minimum Amounts: Worker's Compensation - statutory. Employer's Liability: $100,000. These coverages shall protect the contractor, subcontractors, the City and its employees, agents and representatives against claims arising out of the work performed. Certificates evidencing the above coverage, with a 20-day cancellation clause, shall be filed with City Services for the City of East Grand Rapids before the described work begins. New certificates must be supplied if the policy(ies) represented by a filed certificate are canceled, reduced, not renewed, or in any way allowed to lapse. In case of cancellation of any required insurance during the term of the contract, the Contractor shall cease operations as of the date of termination and shall not resume operations until new insurance is in force. All of the insurance specified above is to be furnished unless the reference thereto is deleted and the deletion initialed by the Assistant City Manager or authorized designee. The Owner's Protective Liability policy as specified shall be written to include the City of East Grand Rapids, Michigan, as named insured. SUBMISSION REQUIREMENTS • Proposals submitted in response to the RFP shall be neatly typed and printed. • Proposals submitted are required to be itemized for each requested item in the scope of services. • The City of East Grand Rapids is not responsible for any costs incurred prior to awarding of the contract by the City. • All proposals shall be good for minimum period of sixty (60) days from the date the proposals are due. • The City reserves the right to select any combination of the itemized scope of service options noted in submitted proposals. The City of East Grand Rapids reserves the right to reject all proposals or waive defects or irregularities in the proposals if it is in the best interest of the community. The City of East Grand Rapids also reserves the right to negotiate the terms of the contract with the successful firm. The City of East Grand Rapids further reserves the right to award the contract to the next qualified firm if the most qualified proposer does not execute a contract after the award. SELECTION PROCESS The Proposals will be evaluated by the City staff. Once a firm has been selected all other firms will receive notification that another firm has been selected. The firm selected to perform the duties outlined in this RFP will be contacted by City staff.