Project Information

Bid Title

Jail Cooling System Replacement

Issuing Agency

Boone County, IL

Location

Illinois

Published Date

Mar 30, 2026

Closing Date

Apr 24, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Jail Cooling System Replacement Boone County Jail	March 30, 2026 12:30 PM	April 24, 2026 11:00 AM

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BOONE COUNTY, ILLINOIS

REQUEST FOR PROPOSALS

JAIL COOLING SYSTEM REPLACEMENT

BCG-2026-03

MARCH 30, 2026

PROPOSALS WILL BE ACCEPTED UNTIL:

11:00 a.m. (Central Time)

Friday, April 24, 2026

SUBMIT PROPOSALS TO:

Office of the Boone County Clerk

1212 Logan Ave, Suite 103

Belvidere, IL 61008

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GENERAL INSTRUCTIONS

Boone County Government (“Boone County”) is seeking a contractor to replace the cooling

system that serves the Jail located at 615 North Main Street, Belvidere 61008.

Contractor shall disconnect, remove, and properly dispose of existing cooling system, which

consists of two (2) 60-ton Trane RAUC air-cooled condensers and Trane two-piece DX coils,

including all components and all related accessories. The existing cooling system will be

replaced with a chiller or equivalent cooling solution along with the coils and all necessary

components to complete respective contractor’s scope. The contractor shall ensure that the

existing support structure is load worthy for equipment being proposed or offer alternative

solution for location of replacement equipment.

SUBMISSION

Proposals are to be submitted in hard copy print to be received no later than 11:00 a.m. (Local

Time), Friday, April 24, 2026. All correspondence should be marked “BCG-2026-03 Boone

County Jail Air Conditioning Replacement. All are to be submitted to the Office of the Boone

County Clerk at 1212 Logan Avenue, Suite 103, Belvidere, IL 61008.

OFFICIAL CONTACT

Any questions concerning this Request for Proposal (“RFP”) should be submitted to:

Jodi Ewers, Lieutenant

615 North Main St.

Belvidere, IL 61008

ewers@boonecountyil.gov

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GENERAL TERMS AND CONDITIONS

A. One (1) hard copy of your proposal with any attachments are to be submitted in a

sealed envelope.

B. Bid must be accompanied by a bid guaranty which shall not be less than five

percent (5%) of the amount of the bid.

C. Any proposal may be withdrawn by giving notice to the Boone County Clerk and

Recorder before the stated-closing date and time.

D. Proposals that take exception to the County’s Terms and Conditions as a whole and

substitute the proposers’ standard terms and conditions may be rejected.

E. Vendors shall assume full responsibility for all costs necessary to assemble the required

information and for the timely delivery of the proposal at the above location.

F. This request for proposals (RFP) does not commit the County to award a contract or to

undertake any financial obligation whatsoever with respect to the requirement referred

to herein.

G. The County reserves the right, when it is deemed to be in the best interest of the county,

to negotiate contract terms with the selected Vendor to award the proposal or

combination of proposals deemed in the best interest of the County, at the County’s sole

discretion. Boone County reserves the right to reject any and all proposals.

H. To be responsive, the proposal must set forth full, accurate and complete information as

required by this RFP and all attachments.

I. Any amendment to this RFP will be issued in writing by the County. No information or

representation other than that contained in such an amendment, whether received from

an employee of the County or other person, will be considered to have been modified or

be grounds for deviation from any stipulation or requirement of this RFP.

J. The Vendor shall be responsible for complying with all Local, State, and Federal

regulations pertaining to this project, including State of Illinois law relating to prevailing

wage and preference to citizens on public works project.

SCHEDULE (TENTATIVE)

Prebid Meeting / Project review @ 10:00 AM

Proposal response due at County by 11:00 AM

Proposal opening at 11:00 AM – County Board Room

County Board approval

Monday, April 6, 2026

Friday, April 24, 2026

Friday, April 24, 2026

Thursday, May 21, 2026

*This schedule is subject to change.

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INTRODUCTION

Boone County Government (“Boone County”) is seeking a contractor to replace the cooling

system that serves the Jail located at 615 North Main Street, Belvidere 61008.

Contractor shall disconnect, remove, and properly dispose of existing cooling system, which

consists of two (2) 60-ton Trane RAUC air-cooled condensers and Trane two-piece DX coils,

including all components and all related accessories. The existing cooling system will be

replaced with a chiller or equivalent cooling solution along with the coils and all necessary

components to complete respective contractor’s scope. The contractor shall ensure that the

existing support structure is load worthy for equipment being proposed or offer alternative

solution for location of replacement equipment.

There is a mandatory pre-bidder meeting for the project on Monday, April 6, 2026 at 10:00am

CST at the Public Safety Building at 615 N Main Street, Belvidere IL 61008. Contractors will

meet in the lobby of the Public Safety Building.

SCOPE OF SERVICES

Project overview includes the following:

The base bid shall require the Contractor to disconnect, remove, and properly dispose of

existing cooling system, which consists of two (2) 60-ton Trane RAUC air-cooled condensers and

Trane two-piece DX coils, including all components and all related accessories. The existing

cooling system will be replaced with a chiller or equivalent cooling solution along with the coils

and all necessary components to complete respective contractor’s scope.

a) Installation shall include all materials, permitting and installation necessary.

b) The contractor shall ensure that the existing support structure is load worthy for

equipment being proposed or offer an alternative solution for the location of

replacement equipment.

c) Provide a general narrative of the structural scope of work, foundation work, or any

enclosures.

d) Contractor must provide insulation for all new piping as applicable as part of the new

system.

e) All companies must provide all equipment necessary for job execution.

f) Contractor shall remove and properly dispose of existing cooling system components in

compliance with applicable federal and states laws.

g) Contractor is required to conduct a startup test of the new system and associated

equipment to demonstrate and confirm installation and proper functioning.

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h) Provide narrative outlining any proposed fire protection, alarms or detection system

included with the new equipment. As well as information regarding monitoring

capabilities and/or adjustments of equipment over ethernet or internet.

As part of the work, the Contractor shall furnish and assume full responsibility for everything

required for the orderly progress and proper execution and completion of the work, whether

temporary or permanent and whether or not incorporated into the work including, but not

limited to, drawings, materials, equipment, labor including subcontractor, transportation,

construction equipment and machinery, tools, and other facilities and incidentals.

Contractor shall not have any public or private interest and shall not acquire directly or

indirectly any such interest which conflicts in any manner with the performance of its services

under this Contract.

The County provides no guarantee of work. Award of a contract does not prevent the County

from obtaining the services of another company for any other project if the County so desires

and/or is in the public interest to do so.

The candidates will be evaluated on their ability to explain fully what is included in each item of

proposal as well as the benefit to additional options provided. Additional options are to be

priced as “add-ons”.

Warrantees on parts and services should be clearly identified.

EVALUATION PROCESS

All proposals will be evaluated by a review team comprised of appropriate Boone County

personnel using the following criteria as follows:

➢ Cost

➢ Overall Experience of Company a Demonstrated Results

➢ Planning Approach

➢ Timeline of Project

➢ Sustainability/Energy

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Commodity Codes

• NAICS 238220Plumbing, Heating, and Air-Conditioning Contractors

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