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HomeMy WebLinkAboutRFP - P1015 RESIDENTIAL HVAC TRAININGAdministrative Services Purchasing Divison 215 North Mason Street y 2nd Floor y P.O. Box 580 y Fort Collins, CO 80522-0580 y (970) 221-6775 y Fax (970) 221-6707 www.fcgov.com REQUEST FOR PROPOSAL P1015 Residential HVAC Training 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.fcgov.com/bso/login.jsp 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 22 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 33 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 1o F for heating and 91o F for cooling, with a coincident summer wet-bulb temperature of 59o F. Summertime high temperatures are typically in the high 70s to high 80s, with two to three weeks topping 90o 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. 44 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. III.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. III.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. IV.1 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. 55 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 and duration Training delivered once Training delivered twice Training delivered three times Primary – one-day class Primary – two-day class Secondary – assume half- day class 66 • 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. VI.1 Proposal evaluation 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 Work Hours Do the proposed cost and work hours compare 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 successfully done previous projects of this type and scope? 77 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? Timetable Was the original Scope of Work completed within the specified time? Were interim deadlines met in a timely manner? Completeness Was the Professional responsive to client 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? 88 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: 99 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. Design, 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 _____ ($_____). Monthly partial payments based upon the Professional's billings and itemized statements are permissible. The amounts of all such partial payments shall be based upon the Professional's City-verified progress in completing the services to be performed pursuant hereto and upon the City's approval of the Professional's 1100 actual reimbursable expenses. Final payment shall be made following acceptance of the work by the City. Upon final payment, all designs, plans, reports, specifications, drawings, and other services rendered by the Professional shall become the sole property of the City. 6. Compensation. [Option 1] In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay Professional on a time and reimbursable direct cost basis according to the following schedule: Hourly billing rates: _____ Reimbursable direct costs: _____ with maximum compensation (for both Professional's time and reimbursable direct costs) not to exceed _____ ($_____). 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. 1111 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 request. 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 1122 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. 1133 THE CITY OF FORT COLLINS, COLORADO By: _________________________________ James B. O'Neill II, CPPO, FNIGP Director of Purchasing & Risk Management DATE: ______________________________ 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 Administrative Services Purchasing Divison 215 North Mason Street y 2nd Floor y P.O. Box 580 y Fort Collins, CO 80522-0580 y (970) 221-6775 y Fax (970) 221-6707 www.fcgov.com REQUEST FOR PROPOSAL P1015 Residential HVAC Training 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.fcgov.com/bso/login.jsp 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