HomeMy WebLinkAboutRFP - P1015 RESIDENTIAL HVAC TRAINING (2)8 'x$is .e 3 i� e; 3'g.
REQUEST FOR PROPOSAL
P1015 Residential HVAC Training
City of Fort Collins
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Written proposals, six (6) will be received at the City of Fort Collins' Purchasing Division, 215 North
Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals will be received before 3:00 p.m. (our
clock), March 17, 2006. Proposal No. P1015. If delivered, they are to be sent to 215 North Mason
Street, 2nd Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins,
80522-0580.
Questions concerning the scope of the project should be directed to Project Manager Doug Swartz,
(970) 221-6719.
Questions regarding proposals submittal or process should be directed to Opal F. Dick, CPPO,
Senior Buyer (970) 221-6778.
A copy of the Proposal may be obtained as follows:
1. Download the Proposal/Bid from the BuySpeed Webpage,
https://secure2.fcqov.com/bso/login.4so
2. Come by Purchasing at 215 North Mason St., 2nd floor, Fort Collins, and request a
copy of the Bid.
Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have a
financial interest in the sale to the City of any real or personal property, equipment, material, supplies
or services where such officer or employee exercises directly or indirectly any decision -making
authority concerning such sale or any supervisory authority over the services to be rendered. This
rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity favor,
entertainment, kickback or any items of monetary value from any person who has or is seeking to do
business with the City of Fort Collins is prohibited.
Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be
rejected and reported to authorities as such. Your authorized signature of this proposal assures that
such proposal is genuine and is not a collusive or sham proposal.
The City of Fort Collins reserves the right to reject any and all proposals and to waive any
irregularities or informalities.
Sincerely,
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing & Risk Management
215 North Mason Street • 2nd Floor 0 P.O. Box 580 0 Fort Collins, CO 80522-0580 • (970) 221-6775 • Fax (970) 221-6707 wwwAllov.com
actual reimbursable expenses. Final payment shall be made following acceptance of the work
by the City. Upon final payment, all designs, plans, reports, specifications, drawings, and other
services rendered by the Professional shall become the sole property of the City.
6. Compensation. [Option 1] In consideration of the services to be performed
pursuant to this Agreement, the City agrees to pay Professional on a time and reimbursable
direct cost basis according to the following schedule:
Hourly billing rates:
Reimbursable direct costs:
with maximum compensation (for both Professional's time and reimbursable direct costs) not to
exceed ($ ). Monthly partial payments based upon the Professional's billings and
itemized statements of reimbursable direct costs are permissible. The amounts of all such
partial payments shall be based upon the Professional's City -verified progress in completing the
services to be performed pursuant hereto and upon the City's approval of the Professional's
reimbursable direct costs. Final payment shall be made following acceptance of the work by the
City. Upon final payment, all designs, plans, reports, specifications, drawings and other
services rendered by the Professional shall become the sole property of the City.
7. City Representative. The City will designate, prior to commencement of work, its
project representative who shall make, within the scope of his or her authority, all necessary and
proper decisions with reference to the project. All requests for contract interpretations, change
orders, and other clarification or instruction shall be directed to the City Representative.
8. Project Drawings. Upon conclusion of the project and before final payment, the
Professional shall provide the City with reproducible drawings of the project containing accurate
information on the project as constructed. Drawings shall be of archival, prepared on stable
mylar base material using a non -fading process to provide for long storage and high quality
reproduction. "CD" disc of the as -built drawings shall also be submitted to the owner in and
AutoCAD version no older then the established city standard.
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9. Monthly Report. Commencing thirty (30) days after the date of execution of this
Agreement and every thirty (30) days thereafter, Professional is required to provide the City
Representative with a written report of the status of the work with respect to the Scope of
Services, Work Schedule, and other material information. Failure to provide any required
monthly report may, at the option of the City, suspend the processing of any partial payment
req uest.
10. Independent Contractor. The services to be performed by Professional are those
of an independent contractor and not of an employee of the City of Fort Collins. The City shall
not be responsible for withholding any portion of Professional's compensation hereunder for the
payment of FICA, Workers' Compensation, other taxes or benefits or for any other purpose.
11. Personal Services. It is understood that the City enters into this Agreement
based on the special abilities of the Professional and that this Agreement shall be considered as
an agreement for personal services. Accordingly, the Professional shall neither assign any
responsibilities nor delegate any duties arising under this Agreement without the prior written
consent of the City.
12. Acceptance Not Waiver. The City's approval of drawings, designs, plans,
specifications, reports, and incidental work or materials furnished hereunder shall not in any way
relieve the Professional of responsibility for the quality or technical accuracy of the work. The
City's approval or acceptance of, or payment for, any of the services shall not be construed to
operate as a waiver of any rights or benefits provided to the City under this Agreement.
13. Default. Each and every term and condition hereof shall be deemed to be a
material element of this Agreement. In the event either party should fail or refuse to perform
according to the terms of this agreement, such party may be declared in default.
14. Remedies. In the event a party has been declared in default, such defaulting
party shall be allowed a period of ten (10) days within which to cure said default. In the event
the default remains uncorrected, the party declaring default may elect to (a) terminate the
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Agreement and seek damages; (b) treat the Agreement as continuing and require specific
performance; or (c) avail himself of any other remedy at law or equity. If the non -defaulting
party commences legal or equitable actions against the defaulting party, the defaulting party
shall be liable to the non -defaulting party for the non -defaulting party's reasonable attorney fees
and costs incurred because of the default.
15. Binding Effect. This writing, together with the exhibits hereto, constitutes the
entire agreement between the parties and shall be binding upon said parties, their officers,
employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs,
personal representatives, successors and assigns of said parties.
16. Law/Severability. The laws of the State of Colorado shall govern the
construction, interpretation, execution and enforcement of this Agreement. In the event any
provision of this Agreement shall be held invalid or unenforceable by any court of competent
jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this
Agreement.
17. Special Provisions. [Optional] Special provisions or conditions relating to the
services to be performed pursuant to this Agreement are set forth in Exhibit "_", consisting of
( ) page[s], attached hereto and incorporated herein by this reference.
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THE CITY OF FORT COLLINS, COLORADO
By:
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing & Risk Management
LNUX9:1
ATTEST:
City Clerk
APPROVED AS TO FORM:
Assistant City Attorney
[Insert Professional's name] or
[Insert Partnership Name] or
[Insert individual's name]
Doing business as [insert name of business]
By:
Title:
CORPORATE PRESIDENT OR VICE PRESIDENT
Date:
ATTEST:
(Corporate Seal)
Corporate Secretary
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Request For Proposals
P1015 Residential HVAC Training
City of Fort Collins is seeking an experienced trainer for residential heating, ventilation, and air
conditioning design and installation classes. The immediate need is for heating and cooling load
calculation and equipment sizing classes; other needs will be determined in the future. The
emphasis in this Request for Proposals (RFP) is on the immediate need.
I. Background
Fort Collins, Colorado is located near the northern end of the Front Range region of Colorado.
The city has a population of about 120,000. It has been growing rapidly, with 1,000 to 2,000
units of housing added annually over the last 30 years. The vast majority of new residential
construction is stick -built. Forced -air heating and cooling is the norm. Mechanical ventilation,
beyond low-cost bath fans and range hoods, is unusual.
At present there are at least 300 residential builders and 150 HVAC contractors licensed with
the City of Fort Collins Building Department.
City of Fort Collins is known for its advocacy and support for improved housing performance.
Since the early 1990s it has promoted a "whole -house approach" to new home design and
construction. This has been done via energy codes, training for the building industry, consumers
and other housing market stakeholders, development of a builder's guide for energy -efficient
design and construction, and other approaches.
A new home performance study evaluated design, construction and performance of homes built
in the mid- to late-1990s. Among other things, it documented:
• Oversized heating equipment and vastly oversized air conditioning equipment;
• That equipment was installed but rarely tested, with a significant subset operating outside
manufacturer specifications; and
• That equipment was typically coupled with inadequately designed or installed distribution
systems, in homes designed and built with little attention to managing heating and cooling
loads.
These practices led to many unhappy homeowners and significant impacts on the City -owned
municipal electric system.
In 2003 and 2004, the City, working with E-Star Colorado, convened the New Home
Stakeholder Group to discuss and recommend ways to move the market more quickly toward
high-performance homes. The group's report outlined ten primary recommendations, including
improved education and training for builders and trade partners.
The City has worked with the Home Builders Association of Northern Colorado, E-Star Colorado
and the Colorado Governor's Office of Energy Management and Conservation to develop a
consumer awareness campaign about high-performance homes. This includes overview
information about the whole -house approach and home performance, along with a series of fact
sheets on more specific topics. One fact sheet addresses forced -air heating and cooling in a
systems context.
In 2005 the City joined with the City of Boulder and E-Star Colorado to co-sponsor a Northern
Colorado pilot Home Performance with ENERGY STAR® contractor training. As a result of that
training, three Fort Collins contractors (and three others in Boulder and southern Wyoming)
have been authorized to provide services using the ENERGY STAR brand. This extends the
home performance message to the existing home market. These contractors will be diagnosing
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and repairing problems with the thermal shell, the heating and cooling systems, indoor air
quality, appliances and lighting.
The current City energy code is based on the 2003 edition of the International Energy
Conservation Code. A requirement of the code is that heating and cooling equipment shall be
sized based on building loads calculated in accordance with ACCA Manual J procedures
(Section M1401.3). The code also requires that duct systems be sized in accordance with
ACCA Manual D (Section M1601.1). The code places more emphasis on tighter ductwork,
including a prohibition against using building cavities to convey return air unless a duct leakage
test documents a total system leakage of no more than 25% of total system flow (Section
N1112.5.3). The current code was adopted in 2004 and many of its new provisions were
implemented in 2005. The load calculation provisions and duct sizing provisions are now being
implemented in 2006. Some heating contractors are concerned that sizing equipment according
to the required guidelines will lead to customer comfort complaints that the contractor will not be
able to address because of undersized equipment. They are concerned that duct design and
sizing on paper will not transfer to the real world conditions they face on the job site, in which
homes are designed with little consideration for placement of equipment and ductwork.
Fort Collins has a relatively mild climate, logging an average of 6368 HDD and 479 CDD.
Design dry-bulb temperatures designated in the energy code are 1° F for heating and 91" F for
cooling, with a coincident summer wet -bulb temperature of 590 F. Summertime high
temperatures are typically in the high 70s to high 80s, with two to three weeks topping 90' F.
There are large diurnal temperature swings. Note that there have been several unusually hot
summers since 2001.
Until the early 1990s, residential air conditioning had minimal market penetration in Fort Collins.
That has dramatically changed, however, with market penetration exponentially growing to its
current overall level of about 60%, higher in the recently built sections of the City. The rapid
growth in residential air conditioning has been a significant factor in overall electrical load
growth and in the shift of peak electrical demand from winter to summer. AC -related impacts are
described in Chapter 4 of the new home Performance study report. Fort Collins Utilities, the
municipal utility, will be increasing its focus on managing summer AC loads, to control costs and
help to meet demand reduction goals in the Electric Energy Supply Policy adopted by City
Council in 2003.
II. Training Needs
The immediate training need, to support several of the activities and changes noted above, is
heating and cooling load calculation procedures and equipment sizing. The primary audiences
for such training include HVAC contractors and home performance contractors. Secondary
audiences include energy raters, builders, building department staff, utility staff and
weatherization staff.
Primary goals for training outcomes include:
• Understanding of why accurate load calculations and equipment sizing are important and
why they are required by the energy code.
• Ability to perform accurate heating and cooling load calculations (our expectation is that the
focus will be on computer -based methods with relatively little attention to manual methods).
• Understanding of common errors associated with load calculations and equipment sizing.
• Understanding of how load calculations relate to the bigger perspectives of house design,
construction and remodels; HVAC equipment selection and installation; HVAC distribution
systems; and building science.
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The City wants to sponsor high quality training that takes a potentially dry subject and makes it
interesting, relevant and compelling for participants.
The City is considering sponsoring a load calculation and equipment sizing class at a lower level
of detail for some of the secondary audiences noted above.
Like or similar types of training that the City may sponsor in the future may include:
• Ductwork design
• HVAC system installation and commissioning
• Controlled ventilation system design and installation
• House design with HVAC systems in mind
Specific future training needs have not yet been determined.
III. Scope of work
The scope of work described in this Request for Proposals is for heating and cooling load
calculation training. If the City elects to offer other residential HVAC training in the future, the
selected Contractor may also have the opportunity to negotiate another scope of work and
contract for such services.
111.1 Training design
The City anticipates that the contractor will base their proposal on a pre -developed training
curriculum. The City will review the proposed curriculum and, if necessary, the Contractor will
work iteratively with the City to adapt the curriculum to City's specific needs. The City will
provide written approval for the final curriculum.
111.2 Training delivery
The Contractor will deliver the training in accordance with the curriculum. The number of
trainings has not yet been established; it will depend upon interest among the target audiences
and maximum size limit per class.
IV. Timeline
This section outlines the schedule as currently anticipated. Details are subject to discussion as
the final contract is negotiated.
IVA Hiring
• RFP issued February 24, 2006
• Final questions to Utilities March 3
• Responses to final questions March 10
• Proposals due March 17
• Proposals reviewed March 24
• Interviews (if necessary) April 3-7
• Contractor selected April 10
• Contract negotiated, work begins April 17
IV.2 Training design and delivery
The initial trainings are targeted for May, 2006. They will be scheduled once more is known
about the duration and cost of training. The City and Contractor will work closely together to
finalize the curriculum, between the time the contract is signed and when classes are held.
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V. Proposal contents
All proposals must be organized in the following format to allow an orderly review and
evaluation. Address all aspects of the Scope of Work. The proposed contract between the City
of Fort Collins and the successful bidder is attached for reference purposes.
• Table of Contents. List proposal content by section and by page number.
• Statement of understanding of required services.
• Proposed curriculum for primary audiences
— Provide two training outlines, covering heating and cooling load calculations and
equipment sizing, for one -day and two-day classes. List the time that would be devoted to
each topic.
— For the two different class durations (one -day and two-day), list training objectives that
could realistically be met.
— Comment on the pros and cons of one -day vs. two-day trainings.
• Proposed curriculum for secondary audiences.
— Describe a less -detailed training that could be offered for some of the secondary
audiences. Include training objectives, the proposed duration and outline.
— Comment on the value of such a training and the appropriate audiences for each level of
training.
• Training techniques. Describe the techniques that would be used to make the training
effective, both in the short-term and the long-term.
• Software. Describe how the training would be conducted relative to readily available software
products for residential HVAC calculations.
• Certification. Describe any certification that might be awarded to those who successfully
complete the training.
• Class size. Discuss the number of students that can effectively be taught in a single training
session.
• Resources. Describe the resources that would be needed for the class, including space,
computers, manuals, reference materials and software. Clearly identify which of these
resources the Contractor would provide and which the City would provide.
• Staffing. Describe each team member's or subcontractor's roles and responsibilities in
completing the Scope of Work.
• Qualifications. Include information describing staff capabilities and experience relevant to this
project. Describe experience with Colorado climate, housing stock and construction
practices. Describe any post -training assessments of student performance in past work.
When citing other projects, describe the specific role played by the bidder.
• Proposed compensation and estimate of personnel time to complete this work. Provide
estimates for:
Audience
Training delivered
Training delivered
Training delivered
and duration
once
twice
three times
Primary —
one -day class
Primary —
two-day class
Secondary —
assume half -
day class
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• References. Provide at least five references, each including name, title, address, phone
number and e-mail address of the client's program manager.
• Availability.
VI. Review and Assessment
Professional firms will be evaluated on the following criteria. These criteria will be the basis for
review of the written proposals and interview session. The City of Fort Collins reserves the right
to select a qualified contractor from the written proposal submissions.
The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and
5 being an outstanding rating.
VIA Proposal evaluation
WEIGHTING
FACTOR
QUALIFICATION
STANDARD
2.0
Does the proposal show an understanding of the
Scope of Proposal
project objective, methodology to be used and
results that are desired from the project?
2.0
Do the persons who will be working on the project
Assigned Personnel
have the necessary skills? Are sufficient people of
the requisite skills assigned to the project?
1.0
Can the work be completed in the necessary time?
Can the target start and completion dates be met?
Availability
Are other qualified personnel available to assist in
meeting the project schedule if required? Is the
project team available to attend meetings as
required by the Scope of Work?
1.0
Motivation
Is the firm interested and are they capable of doing
the work in the required time frame?
2.0
Do the proposed cost and work hours compare
Cost and
favorably with the project Manager's estimate? Are
Work Hours
the work hours presented reasonable for the effort
required in each project task or phase?
2.0
Does the firm have the support capabilities the
Firm Capability
assigned personnel require? Has the firm
successfully done previous projects of this type and
scope?
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VI.2 Reference evaluation (top -ranked firm)
The project Manager will check references using the following criteria. The evaluation rankings
will be labeled Satisfactory/Unsatisfactory.
QUALIFICATION
STANDARD
Overall Performance
Would you hire this Professional again? Did
they show the skills required by this project?
Was the original Scope of Work completed
Timetable
within the specified time? Were interim
deadlines met in a timely manner?
Was the Professional responsive to client
Completeness
needs; did the Professional anticipate
problems? Were problems solved quickly and
effectively?
Budget
Was the original Scope of Work completed
within the project budget?
Job Knowledge
If a study, did it meet the Scope of Work?
PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT made and entered into the day and year set forth below, by and
between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter
referred to as the "City" and , [insert either a corporation, a partnership or an individual,
doing business as ], hereinafter referred to as "Professional'.
WITNESSETH:
In consideration of the mutual covenants and obligations herein expressed, it is agreed
by and between the parties hereto as follows:
1. Scope of Services. The Professional agrees to provide services in accordance
with the scope of services attached hereto as Exhibit "A", consisting of ( ) page[s],
and incorporated herein by this reference.
2. The Work Schedule. [Optional] The services to be performed pursuant to this
Agreement shall be performed in accordance with the Work Schedule attached hereto as
Exhibit "B", consisting of ( ) page[s], and incorporated herein by this reference.
3. Time of Commencement and Completion of Services. The services to be
performed pursuant to this Agreement shall be initiated within ( ) days following
execution of this Agreement. Services shall be completed no later than . Time is of the
essence. Any extensions of the time limit set forth above must be agreed upon in writing by the
parties hereto.
4. Early Termination by City. Notwithstanding the time periods contained herein,
the City may terminate this Agreement at any time without cause by providing written notice of
termination to the Professional. Such notice shall be delivered at least fifteen (15) days prior to
the termination date contained in said notice unless otherwise agreed in writing by the parties.
All notices provided under this Agreement shall be effective when mailed, postage prepaid and
sent to the following addresses:
Professional: City: With Copy to:
In the event of any such early termination by the City, the Professional shall be paid for services
rendered prior to the date of termination, subject only to the satisfactory performance of the
Professional's obligations under this Agreement. Such payment shall be the Professional's sole
right and remedy for such termination.
5. Desian, Project Indemnity and Insurance Responsibility. The Professional shall
be responsible for the professional quality, technical accuracy, timely completion and the
coordination of all services rendered by the Professional, including but not limited to designs,
plans, reports, specifications, and drawings and shall, without additional compensation,
promptly remedy and correct any errors, omissions, or other deficiencies. The Professional
shall indemnify, save and hold harmless the City, its officers and employees in accordance with
Colorado law, from all damages whatsoever claimed by third parties against the City; and for the
City's costs and reasonable attorneys fees, arising directly or indirectly out of the Professional's
negligent performance of any of the services furnished under this Agreement. The Professional
shall maintain commercial general liability insurance in the amount of $500,000 combined single
limits, and errors and omissions insurance in the amount of
6. Compensation. [Use this paragraph or Option 1 below.] In consideration of the
services to be performed pursuant to this Agreement, the City agrees to pay Professional a
fixed fee in the amount of ($) plus reimbursable direct costs. All such fees and
costs shall not exceed ($ ). Monthly partial payments based upon the
Professional's billings and itemized statements are permissible. The amounts of all such partial
payments shall be based upon the Professional's City -verified progress in completing the
services to be performed pursuant hereto and upon the City's approval of the Professional's
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