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HomeMy WebLinkAboutRFP - 7064 BUILDING COMMISSIONING ANNUALCity of Fort Collins REQUEST FOR PROPOSAL 7064 Building Commissioning Annual Financial Services Purchasing Division 215 N. Mason St. 2"d Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov.com/Purchasing Written proposals, five (5) 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), August 26, 2009. Proposal No.7064. 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 Steve Seefeld, CCCA, Operations Services, Facilities Project Manager, 970-221-6227. Questions regarding proposals submittal or process should be directed to John Stephen, CPPO, LEED AP, Senior Buyer, 970-221-6777. A copy of the Proposal may be obtained as follows: 1. Download the Proposal/Bid from the BuySpeed Webpage, www.fcgov.com/eprocurement 2. Come by Purchasing at 215 North Mason St., 2nd floor, Fort Collins, and request a copy of the Bid. The City of Fort Collins is subject to public information laws, which permit access to most records and documents. Proprietary information in your response must be clearly identified and will be protected to the extent legally permissible. Proposals may not be marked 'Proprietary' in their entirety. Information considered proprietary is limited to material treated as confidential in the normal conduct of business, trade secrets, discount information, and individual product or service pricing. Summary price information may not be designated as proprietary as such information may be carried forward into other public documents. All provisions of any contract resulting from this request for proposal will be public information. 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 where renewal is a way of He EXHIBIT "A" WORK ORDER FORM PURSUANT TO AN AGREEMENT BETWEEN THE CITY OF FORT COLLINS AND DATED: Work Order Number: Purchase Order Number: Project Title: Commencement Date: Completion Date: Maximum Fee: (time and reimbursable direct costs): Project Description: Scope of Services: Acceptance Professional agrees to perform the services identified above and on the attached forms in accordance with the terms and conditions contained herein and in the Professional Services Agreement between the parties. In the event of a conflict between or ambiguity in the terms of the Professional Services Agreement and this work order (including the attached forms) the Professional Services Agreement shall control. The attached forms consisting of _ (_) pages are hereby accepted and incorporated herein, by this reference, and Notice to Proceed is hereby given. Professional By: City of Fort Collins By: James B. O'Neill II, CPPO, FNIGP Director of Purchasing and Risk Management (over $60,000.00) Date: User COMMISSIONING STATEMENT OF WORK The building commissioning services shall be provided during the design, construction, acceptance and warranty phases of the project as described below. These services shall be undertaken in cooperation with and in coordination with the building owner, the architectural and engineering design team, the general contractor, the involved subcontractors, various equipment suppliers and the building operation and maintenance staff. Building systems that may be commissioned include, but are not limited to, all mechanical systems, plumbing systems, HVAC, fans, motors, pumps, electrical systems, lighting, and building envelope. QUALIFICATION AND SUBMISSION REQUIREMENTS Only firms that have the requisite experience and qualifications are encouraged to submit proposals. Firms shall submit, at minimum, the following information: 1. Company history and experience in providing commissioning services as described in this RFP. 2. State your firm's commitment to, and experience with, integrated, high-performance buildings and sustainable design. List six (6) projects completed within the past, 3 years and the scope of your commissioning services. 3. Provide information, including credentials, of persons with your firm who we may anticipate working with to provide commissioning services. 4. Describe any unique capabilities/experience your proposed key staff will bring to the commissioning effort. 5. Describe your firm's experience with the US Green Building Council's LEEDTm Green Building Rating System. 6. Provide references from three or more organizations or municipalities, which have used your firm for "similar services" within the past five years. Submit the following information relative to each reference listed: a. Name and address of referenced user or client. b. Name, title and telephone number of contact person for referenced user or client. c. A description of services provided for the referenced user or client. d. Dates/time-frame in which services were provided for the referenced user or client. 7. The City of Fort Collins operates Johnson Controls Metasys (EMCS) energy management controls system. Describe your firm's experience with this specific operating system. 8. Please provide a list of professional and para-professional hourly rates for employees and list reimbursable expenses including mark-ups. 9. Provide a mock detailed estimate to complete the full range of commissioning services, as described in the RFP, from early design phase through warranty phase and close- out, for a proposed typical 3 story office building, including high efficiency packaged RTU'S with remote management controls, energy efficient controlled lighting, integrated day lighting, and an energy efficient building envelope. The building would have a proposed overall construction budget of 10.5M to 12M dollars. SCHEDULE RFP Due August 26, 2009 Short List Week of September 7, 2009 Interviews September 22, 2009 2/9/00 The commissioning schedule will be generated by the professional and will include all project milestones and commissioning milestones. The schedule will clearly indicate the order of events that are required for proper execution of the commissioning process. CONSTRUCTION PHASE COMMISSIONING ACTIVITIES Conduct commissioning scooing meetin The scoping meeting brings together all members of the design and construction team that will be involved in the commissioning process. Each building system to be commissioned is addressed, including its intended operation, commissioning requirements plus completion and start-up schedules. During the scoping meeting, all parties agree on the scope of work, tasks, schedules, deliverables and responsibilities for implementation of the Commissioning Plan. Review submittals Submittals are reviewed prior to construction. The scope includes all submittals related to equipment and systems to be commissioned. The submittals are reviewed for compliance with construction documents and the design goals. Temperature control submittals are carefully reviewed to ensure that all information is provided for a fully functional and efficient system. 3. Create pre -functional inspection checklists and functional performance test plans Pre -Functional Inspection Checklists are developed for all major equipment and systems being commissioned. The checklists capture equipment nameplate and characteristics data and confirm the as -built status of the equipment or system. The checklists include equipment start-up requirements, either from the manufacturer or installing subcontractor. 4. Create functional performance test plans Functional performance plans are written to ensure that all systems are run through the complete sequence of operation. The functional testing plans are reviewed by the design team, owner and installing subcontractor(s) before they are implemented in the Acceptance Phase. Verify pre -functional inspection checklists The pre -functional inspection checklists, completed by the installing subcontractors, are verified for completeness and accuracy. The verification step is one of several prerequisites to the start of functional performance testing during the acceptance phase. 6. Conduct construction observation On -site observations are conducted to verify compliance with manufacturer's installation and start-up instructions and recommendations, compliance with the design intent and meeting the requirements for efficient operation and maintenance. Testing, adjusting and balancing (TAB) observation will verify TAB methods and procedures on both 2/9/00 4. Complete commissioning report and LEED documentation A final Commissioning Report is compiled which summarizes all of the tasks, findings and documentation of the commissioning process. The report addresses the actual performance of the building systems in reference to the design intent and construction documents. Documentation of Warranty Phase commissioning activities is added to the report after the warranty period is complete. The Commissioning Report includes: • An evaluation of the operating condition of the systems at the time of functional test completion • Deficiencies that were discovered and the measures taken to correct them • Functional test procedures and results • Reports that document all commissioning field activities as they progressed, and a description and estimated schedule of required deferred testing • LEED Documentation: Documentation will address and certify the LEED section on "Energy and Atmosphere" Pre -requisite 1.0 titled "Fundamental Building Systems Commissioning" and the LEED Credit 3 titled "Additional Commissioning" • Re -commissioning management manual (if LEED Additional Commissioning Credit 3 is desired) WARRANTY PHASE COMMISSIONING ACTIVITIES The Warranty Phase activities will be coordinated with the building owner's operation and maintenance staff to facilitate their participation in the commissioning process, and to provide a more robust understanding of the operation and performance of the commissioned building systems. Review as -built documentation The as -built documentation is reviewed to verify consistency with field conditions. The as -built documentation includes control schematics and sequences of operation. 2. Complete seasonal testing (LEED Additional Credit) Seasonal variation in operations or control strategies may require additional testing during the opposite season to verify performance of the HVAC system and controls. During the warranty period, seasonal testing and other deferred testing is completed as required to fully test all sequences of operation. 3. Complete end -of -warranty review (LEED Additional Credit) At the end of the warranty period, the professional will conduct a review of system operation, including interviews with building occupants and the operation and maintenance staff. 2/9/00 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 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. WEIGHTING FACTOR QUALIFICATION STANDARD 2.0 Scope of Proposal Does the proposal show an understanding of the project objective, methodology to be used and results that are desired from the project? 2.0 Assigned Personnel Do the persons who will be working on the project have the necessary skills? Are sufficient people of the requisite skills assigned to the project? 1.0 Availability Can the work be completed in the necessary time? Can the target start and completion dates be met? 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 Cost and Do the proposed cost and work hours compare Work Hours favorably with the project Manager's estimate? Are the work hours presented reasonable for the effort required in each project task or phase? 2.0 Firm Capability Does the firm have the support capabilities the assigned personnel require? Has the firm done previous projects of this type and scope? 2/9/00 PROFESSIONAL SERVICES AGREEMENT WORK ORDER TYPE 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 WITNESSETH: , hereinafter referred to as "Professional'. 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 any project Work Orders for , issued by the City. A blank sample of a work order is attached hereto as Exhibit "A", consisting of ( ) pages and is incorporated herein by this reference. The City reserves the right to independently bid any project rather than issuing a Work Order to the Professional for the same pursuant to this Agreement. 2. The Work Schedule. The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule stated on each Work Order. 3. Time of Commencement and Completion of Services. The services to be performed pursuant to this Agreement shall be initiated as specified on each Work Order. Time is of the essence. Any extensions of any time limit must be agreed upon in writing by the parties hereto. 4. Contract Period. [Option 1] This Agreement shall commence , 200 , and shall continue in full force and effect until , 200 , unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for additional one year periods not to exceed ( ) additional one year periods.. Renewals and pricing changes shall be negotiated by and agreed to by both parties. The Denver Boulder Greeley CPIU published by the Colorado State Planning and Budget Office will be used as a 7. Compensation. In consideration of services to be performed pursuant to this Agreement, the City agrees to pay Professional on a time and reimbursable direct cost basis designated in Exhibit "B", consisting of ( ) page(s), attached hereto and incorporated herein by this reference. At the election of the City, each Work Order may contain a maximum fee, which shall be negotiated by the parties hereto for each such Work Order. 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 to the Work Order and upon approval of the Professional's direct 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. 8. 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. 9. 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. 10. Monthly Report. Commencing thirty (30) days after Notice to Proceed is given on any Work Order and every thirty days thereafter, Professional is required to provide the City Representative with a written report of the status of the work with respect to the Work Order, shall be liable to the non -defaulting party for the non -defaulting party's reasonable attorney fees and costs incurred because of the default. 16. 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. 17. 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. 18. Prohibition Against Employing Illegal Aliens. Pursuant to Section 8-17.5-101, C.R.S., et. seq., Professional represents and agrees that: a. As of the date of this Agreement: 1. Professional does not knowingly employ or contract with an illegal alien who will perform work under this Agreement; and 2. Professional will participate in either the e-Verify program created in Public Law 208, 104th Congress, as amended, and expanded in Public Law 156, 108th Congress, as amended, administered by the United States Department of Homeland Security (the "e-Verify Program") or the Department Program (the "Department Program"), an employment verification program established pursuant to Section 8-17.5-102(5)(c) C.R.S. in order to confirm the employment eligibility of all newly hired employees to perform work under this Agreement. b. Professional shall not knowingly employ or contract with an illegal alien to perform work under this Agreement or knowingly enter into a contract with a subcontractor that knowingly employs or contracts with an illegal alien to perform work under this Agreement. C. Professional is prohibited from using the e-Verify Program or Department Program procedures to undertake pre -employment screening of job applicants while this Agreement is being performed. holder or on behalf of his or her immediate family member and for the benefit of any political party or for the benefit of any candidate for any elected office of the state (of Colorado) or any of its political subdivisions. 20. Special Provisions. Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit "C", consisting of page(s), attached hereto and incorporated herein by this reference.