Chiller Removal and Replacement - 320 Ottawa NW

PURCHASING DIVISION
Joni Laming, Manager
(616) 632-7720
purchasing@kentcountymi.gov
SOLICITATION
Solicitation Type Request for Proposal (RFP)
Solicitation Number 6702
Description Chiller Removal and Replacement - 320 Ottawa NW
Date of Issuance 9/8/2026
Inquiries Deadline Date & Time (local) 9/21/2026, 2 PM
Due Date & Time (local) 9/23/2026, 2 PM
Pre-Submission Conference Yes: Mandatory On-Site (attendance & sign in required)
Conference Date & Time (local) 9/16/2026 9:00 AM
Buyer Name LaBudde
INTRODUCTION
The Kent County Purchasing Division is soliciting proposals for the removal and replacement of the HVAC
Chiller System, twenty (20) fan coil units, and one (1) air handler located at 320 Ottawa Avenue NW,
Grand Rapids, MI 49503.
Once the project commences, work will be continuous until completion. The County desires a
completion date of May 14, 2027. If unable to meet this completion date, please provide your
recommendation.
SCOPE
Remove and replace one (1) 60-ton Chiller System
1. Recovery and disposal of refrigerant
2. Removal and disposal of semi hermetic compressor and chiller in mechanical room
3. Installation of new (not used) indoor 60-ton chiller with compressors
4. Removal and disposal of one (1) 60-ton air cooled condenser located on the roof
5. Installation of one (1) new (not used) 60-ton air cooled condenser located on the roof
6. Iron work and adjustments to fit the new condenser
7. Refrigeration piping from the roof to the mechanical room
8. Evacuation and leak check
9. Add new refrigerant
10. Factory start up
Remove and replace twenty (20) fan coil units and one (1) air handling unit
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1. Removal and disposal of twenty (20) fan coil units throughout the building
2. Installation of twenty (20) new fan coil units
3. Chilled water piping to fan coil units
4. Removal and disposal of one (1) AHU-1 in mechanical room
5. Ductwork and piping for AHU-1
Respondent is responsible for all permits.
Where price is a consideration, delivery, project schedule, warranty, maintenance, and life cycle costs
will be utilized in evaluating this award.
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.
SECURITY
Contract employees requiring access to County facilities must undergo a criminal background check
before starting work. This means EVERYONE including visitors from the "home office," substitute
workers, regional supervisors, etc.
Kent County will conduct a thorough criminal background check of all contractor employees assigned to
this facility. Kent County shall be the sole determiner of the suitability of potential contract employees to
work in this facility. The Respondent should expect that it will take up to three weeks to conduct a
criminal background check. Inquiries on the status of background checks will not be permitted during
this time. Criminal background checks will be done at no cost to the Respondent. Excessive background
checks may constitute a cost to be determined by Kent County. The County reserves the right to
permanently bar any contract employee for behavior it deems inappropriate.
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.
MANDATORY PRE-SUBMISSION ON-SITE CONFERENCE
Conference Date 9/16/2026
Conference Time (local) 09:00 AM (Local Time)
Location 320 Ottawa Avenue NW, Grand Rapids, MI 49503
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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.
Parking is the responsibility of the attendee. Metered or ramp parking is available nearby.
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.
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
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.
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Recommendation - Ten (10) 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
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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