Diesel Exhaust Removal System RFP

GROSSE ILE TOWNSHIP FIRE DEPARTMENT

REQUEST FOR BIDS ON PURCHASE OF VEHICLE EXHAUST EXTRACTION SYSTEM

DATE: April, 1, 2026

ITEM: Vehicle Exhaust Extraction System

Bids will be received until 3:00pm on May 1, 2026 on the vehicle exhaust extraction system specified herein. The date and time as stated, is also the time of the public bid opening, unless modified by the GROSSE ILE TOWNSHIP FIRE DEPARTMENT. All Vendors are welcome to attend this opening.

GENERAL CONDITIONS

1. PREPARATION OF BIDS

Each bid shall be submitted on the Bid Form furnished in these documents. All bids must be written in black ink or typewritten, and signed with the legal signature of the Bidder, enclosed in an opaque envelope, sealed and clearly marked showing the phrase “Vehicle Exhaust System” and date and time of opening in the lower left-hand corner. The envelope must also contain the name and address of the bidder. The bidder must ensure that the "sealed bid" envelope is properly identified. The Fire Department is not responsible for the premature opening of bid envelopes that are not properly marked. Any bids which are opened prior to the scheduled bid opening because of a failure to properly mark the envelope in accordance with this section, shall be deemed non-responsive and not considered.

2. EXAMINATION

Each bidder shall examine each and every part of the Specifications in order to comply with all requirements.

3. ERRORS AND OMISSIONS

All bidders are requested to notify the Fire Department immediately of any errors or omissions that are encountered. If a mistake in these documents is discovered after the bid opening, the Board of Trustees will be the sole judge of whether the mistake requires the submission of new bids. This decision shall be final and not subject to recourse. Errors and omissions by the Bidder on the Bid Form cannot be corrected after the bid opening. The bid will be rejected if the error or omission on the Bid Form results in a material defect, the bid will be rejected. Mere computational errors on the Bid Form will be corrected by the Fire Department.

4. TIMELY SUBMISSIONS

The receipt of bids will cease at the date and time set forth above for the receipt of bids. Bids received after the scheduled date and time will not be considered unless evidence is presented, acceptable to the Fire Department, that show that it was in possession of the bid prior to the bid opening date and the bid was misplaced while in possession of the Township. Bids will not be accepted after the scheduled date and time of opening, and any bids received late will be returned to the bidder unopened, if at all possible. In many instances it is impossible to determine whom the bid is from unless it is opened. Should this be the case, the bid will be opened, address secured, and returned immediately.

5. QUALIFICATIONS OF BIDDERS

Proposals shall only be considered from companies that have an established (minimum 10 yrs.) and favorable reputation in the field of Vehicle Exhaust Extraction Systems specific to the Fire Service. The product being proposed and supplied to have been in the market place for a minimum of 10 yrs. The Fire Department may take action deemed necessary to investigate the qualifications of each bidder. Each bidder shall complete the affidavit of certification form in these Bid Documents and submit such form with the Bid Form. The Fire Department reserves the right to qualify or disqualify bidders as a result of lack of similar product experience and/or any other information obtained from the affidavit of certification form. Details of the qualifications and requirements are found in the Terms and Conditions, below.

6. TAX EXEMPTION

The Fire Department is tax exempt.

7. DELIVERY DATE / DELAY PENALTY

Bidder shall make delivery within the timeframe agreed upon by Bidder and the Fire Department following formal approval of this bid by the Township Board of Trustees. Failure to deliver within the specified time shall constitute a breach of the agreement.

8. SUBSTITUTIONS

The use of brand name or catalog number in the Specification is only for the purpose of

establishing a grade or quality required. Because the Fire Department does not wish to rule out other competition, whenever a specific brand name or catalog number is mentioned, the Bidder should add the phrase "or approved equal". Bids which propose to use a non-approved alternate will be rejected.

The Fire Department shall be the sole and final judge as to whether any substitute is of equivalent or better quality. This decision is final and will not be subject to recourse by any person, firm, or corporation.

9. ADDENDA AND INTERPRETATION

All interpretations and requests for interpretations of the Bid Documents must be made in writing. Any addenda shall become part of the Contract Documents.

10. AWARD SELECTION

Bids will be awarded to the lowest responsible bidder complying with the conditions and

Specifications presented herein. Although price is a major consideration in the award of bids, the Fire Department does not award on price alone. The Fire Department also considers the quality of product, as judged by the Fire Department, terms of delivery, serviceability and any and all other factors permitted by law. If specified on the bid form, awards will be based upon the submitted unit prices. The Fire Department reserves the right to award the Contract to one bidder for the entire product or to any series of bidders for an appropriate portion of the product. The Fire Department also reserves the right to: determine whether the selection, in its judgment, meets the needs or purposes intended; to increase or decrease the quantities shown on the bid; to reject any and all price or bids submitted and to waive any formality or technicality. Such decisions shall be final and not subject to recourse.

No bids may be withdrawn after the official opening. All bids submitted must be valid for a

minimum of ninety (90) days after the date set for the bid opening. Bids are submitted to the Board for approval at a regular meeting of the Board of Trustees for the Township. Each proposal shall be submitted on the proposal forms provided and shall be accompanied by a certified check, Cashier’s check, Money Order, or Bid Bond, executed by the Bidder and Surety Company, and drawn payable to the Township of Grosse Ile in the amount of Five Percent (5%) of the accompanying bid, as security for the proper execution of the Contract. Surety Company shall be licensed to conduct business in the State of Michigan. The successful Bidder shall be required to furnish separate Performance and Payment

Bonds, each in the amount of one hundred percent (100%) of the Contract amount.

11. INVOICING AND PAYMENT

Terms for payment are as follows:

The Fire Department will pay 100% of the total bid price upon installation of the equipment, unless it determines in its sole discretion to opt into a prepayment discount. No prepayment shall be made without securing an appropriate performance bond from the Bidder.

The Bidder shall issue an invoice after acceptance of the bid by the Fire Department. Invoices shall be typed and sent to the Fire Department containing the following information:

1. The name, address and phone number of the Vendor;

2. Any payment discount terms offered;

3. An itemization of all materials, supplies and equipment provided;

4. Completed W-9 form.

The Fire Department is not subject to Federal taxes, including all freight and delivery charges to its facility.

12. COMPLIANCE WITH LAWS

All materials, supplies and equipment provided under this bid must comply with all federal, state, county and local laws, ordinances, rules, regulations and orders that in any manner affect the production and sale of the product or service contained herein. Lack of knowledge on the part of the vendor will in no way be cause for release of this obligation. The fire department reserves the right to reject any bid, cancel any contract and pursue any other legal remedies deemed necessary if it becomes aware of violation of any laws on the part of the vendor.

13. MATERIALS

All materials supplied by the Vendor under the provisions of this document and any attachments hereto shall be new materials of the kind and character called for. Defective equipment or materials, including material damaged in the course of manufacture, shipping, delivery, installation or testing shall be replaced or repaired in a matter satisfactory to the department. All material and equipment furnished under these specifications shall be the standard product of a manufacturer regularly engaged in the production of such material and shall be the manufacturer’s current standard design.

14. WARRANTY/ GUARANTEE

The Bidder warrants to the Fire Department that all materials, supplies and equipment furnished will be of good quality and new unless otherwise required or permitted by the specifications, that the materials, supplies and equipment will be free from defects not inherent in the quality required or permitted, and that the materials, supplies and equipment will conform to the specifications. Materials, supplies and equipment not conforming to the specifications, including substitutions not properly approved or authorized are defective and will be rejected by the fire department. This warranty excludes remedy for damage or defect caused by abuse, modifications not executed by the Bidder, improper or insufficient maintenance, improper operation, or normal wear and tear and normal usage.

Bidder must provide the fire department with two (2) copies of any manufacturer’s warranty or guarantee information.

15. FAIR EMPLOYMENT

Bidder's signature on the Bid Form will be construed as acceptance of and willingness to comply with all provisions relating to discrimination and intimidation of employees. Provisions of said acts are herein incorporated by reference and become a part of this Proposal and Specifications.

16. EQUAL OPPORTUNITY

In connection with the execution of this contract, the Vendor agrees not to discriminate against any employee or applicant for employment because of age, race, religion, color, handicap, sex, physical condition, developmental disability, sexual orientation or national origin. This provision shall include, but not be limited to, the following: employment, upgrading, demotion or transfer, recruitment or compensation, and selection for training, including apprenticeship. The Vendor further agrees to take affirmative action to ensure Equal Employment Opportunities. The Vendor agrees to post in conspicuous places, available for employees and applicants for employment, notices to be provided by the contracting officer setting forth the provisions of the Equal Opportunity Clause.

17. NON-BARRED BIDDING

The Bidder must certify that it is not barred from bidding on this contract as a result of a conviction for the violation of state laws prohibiting bid-rigging or bid-rotating by executing the included certification.

INSURANCE AND LICENSING REQUIREMENTS

Vendors must:

• Provide proof of insurance (including general liability and workers’ compensation).

• Be licensed to operate in the State of Michigan.

• Provide proof of good standing, if applicable.

 

 

 BONDING REQUIREMENTS

The Vendor / Contractor shall furnish, at its own expense, the following bonds in accordance with Michigan Compiled Laws 129.201:

• Performance Bond in an amount equal to 100% of the Contract Price

• Payment Bond in an amount equal to 100% of the Contract Price

Such bonds shall:

• Be issued by a surety company authorized to do business in the State of Michigan

• Be satisfactory to the Township of Grosse Ile

• Become effective upon award of the Contract

Failure to provide the required bonds shall be grounds for rejection of the bid or rescission of the award.

 

INSURANCE REQUIREMENTS

The Vendor / Contractor shall procure and maintain, at its own expense, the following insurance coverages:

1. Commercial General Liability

o $1,000,000 per occurrence / $2,000,000 aggregate

2. Automobile Liability

o $1,000,000 combined single limit

3. Workers’ Compensation & Employer’s Liability

o Statutory limits per Michigan law

4. Umbrella/Excess Liability  

 

The Vendor / Contractor shall:

• Name the Township of Grosse Ile as Additional Insured

• Provide Certificates of Insurance (ACORD form) prior to contract execution

• Provide notice of cancellation or material change in coverage

Subcontractors must comply with the same requirements or be covered under the Contractor’s policy.

 

Failure to maintain required insurance or bonding shall be cause for termination

Vehicle Exhaust Extraction System Specifications

Scope:

The scope of project is for the purchase and installation of a direct source capture exhaust removal system for the Grosse Ile Fire Department.

The selected vendor shall provide all labor, materials, and equipment necessary to put in working operation a complete turnkey system.

It is the intent of these specifications to describe requirements for the installation of one (1) direct source capture exhaust removal systems, however to complete the project in a professional manner, the proposer may find additional details/work which they feel needs to be included with their proposal. The Proposer may submit such additional information with their proposal, bid summary, and pricing page.

GROSSE ILS FIRE DEPARTMENT

System includes eight (8) total apparatus connections with undercarriage exhaust:

• (6) 30ft Track-based systems complete with one apparatus connection per track

• (2) 25ft Rail Based system complete with one apparatus connection

• (1) 7.5hp exhaust fan complete with silencer & back-draft damper.

• All support hardware and bracing

• (1) Control panel and low voltage control sensors for system activation

• All tailpipe adapters for the apparatus

• Final system commissioning and start-up along with owner training

• All mechanical installation and electrical line voltage wiring to be included.

The Township of Grosse Ile requires a 5 YEARS PARTS and LABOR warranty on all system components and Lifetime on all aluminum extrusions.

Section 5: Specifications

5.01 Intent:

The intent of the specifications supplied herein is to purchase one (1) Direct Source Capture Exhaust Systems of the highest level of quality and engineering excellence and to provide a safe working environment for the firefighters and visitors to our fire stations.

Each bidder shall furnish satisfactory evidence of its ability to construct the systems as quoted and render prompt service and/or replacement parts as needed.

5.02 Compliances:

All workmanship and materials shall be in accordance with applicable codes, regulations, and guidelines. The following codes, regulations, and guidelines are to be considered part of these specifications and are a minimum standard of evaluation for these systems:

• NIOSH.

• Underwriters Laboratory (UL).

• National Fire Protection Agency (NFPA).

• National Electric Code (NEC).

• NFPA 1500 – 2013 Edition.

• Air Movement and Control Association International, Inc. (AMCA).

• International Mechanical Code (IMC).

• Uniform Mechanical Code (UMC).

• American National Standards Institute (ANSI).

• American Society of Mechanical Engineers (ASME).

5.03 Detailed Specifications:

The following specifications represent the Department’s minimum requirements for the purchase of the Direct Source Capture Exhaust Systems. Systems containing alternate specifications must meet or exceed these requirements. Vendors that are interested in proposing equal or better than alternatives shall include detailed information on the proposed product/system with their bid submittal. The overall safety of Department firefighters and the efficiency of operations will weigh heavily in the final determination of

The acceptability of alternate products during the review process and the departments decision shall be final.

System Acceptance / Warranty / Service:

jj. The system in entirety must be warranted for a minimum of 5 years PARTS & LABOR.

Initial to indicate compliance:

kk. All workmanship, manufacturing procedures, system design and materials shall be performance guaranteed. If any findings or test studies reveal improper materials, defective components or inadequate performance as outlined in the specifications, the bidder shall remove and replace the component in question at their expense.

Initial to indicate compliance:

Total Project Cost: $_______________________________________________________

Bidder______________________________________ Signature_________________________________________

Address____________________________________ Printed Name____________________________________

______________________________________________ Title______________________________________________

Phone_______________________________________ Date_____________________________________________

Explanation of Exceptions to Specifications

ITEM	EXPLANATION