FACILITIES MANAGEMENT

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1 FACILITIES MANAGEMENT Planning, Design & Construction March 7, 2013 Re: Request for Proposals- Commissioning Services Mayflower Hall Permanent Flood Recovery & Mitigation (UI# ) University of Iowa The University of Iowa, located in Iowa City, Iowa, intends to retain the services of a qualified Design Professional to provide Commissioning Services for Mayflower Hall Permanent Flood Recovery & Mitigation. Qualified Design Professionals are invited to submit a proposal based on the scope of services described below. 1.0 Background Mayflower Hall has a capacity of 1,026 resident beds, about 20 percent of the total UI student housing inventory. The flood waters of June 2008 completely flooded the two basement levels and flood water rose to a level approximately 30 inches above the first floor level. The basement level contains the building air handling equipment, pumps, elevators, and electrical systems. The first floor houses staff offices and apartments, lobby area, fitness room, convenience store, conference rooms, information technologies services closet, maintenance rooms and restrooms. Recovery of the majority of the damaged interior to Mayflower was completed immediately after the flood to allow the building to reopen for the 2008 Fall School Semester. The only spaces remaining to be recovered are the Convenience Store, Vending and Lounge areas. Recovery for this project will include restoring these spaces to their pre-flood conditions. The strategy moving forward provides a system of permanent and removable flood wall barriers around the north, west and south sides of the building that will tie into the existing east hillside. The wall barrier system will protect the building to an elevation of 659 or the 500 year + 2 feet level. Surface flooding protection behind the flood wall is being provided by a combination of measures on both the east and west sides of the building. An active flood protection system is being provided at the east side of the building behind the flood wall to divert storm water drainage through a pressure tight box culvert and pumping station. Additionally, in order to protect the lower levels of the building from water infiltration and a loss of structural integrity of the foundation walls, a series of active dewatering wells will be placed around the building perimeter to alleviate the hydrostatic pressure bearing on the foundation and heaving of the floor slab. A total of (15) wells will be provided. 200 University Services Building Iowa City, IA Fax

2 Page Scope of Work The primary role of the successful Design Professional is to develop and coordinate the execution of a quality assurance plan pertaining to equipment and systems to be commissioned, observe and document performance, and determine whether systems are functioning in accordance with the design intent and in accordance with the contract documents. Additionally, the successful Design Professional will assist with problemsolving or resolving non-conformance or deficiencies, though those responsibilities reside with the Contractor and Architect/Engineer of Record. 2.1 Commissioning Tasks The following tasks will be accomplished by the Commissioning Agent (CxA) to provide Commissioning (Cx) during the design, construction, acceptance, and warranty phases of the project Systems to Commission The specific systems that shall be commissioned include: Commissioned Systems and Sampling Rate 1. Mechanical System FCU (2 total) 2. Electrical System Generator System & Transfer Switch 3. Flood Protection Systems Pump Control Panels (2 total) Associated well sensors, sequences of operation, and alarms Groundwater pumps (14 total) Storm Water Wet Well Pump Stations (3 total) 12 Total Submersible Pump Design Phase The CxA shall complete the following tasks during the design phase: 1. Coordinate with the University Design Project Manager and supervise the commissioning process during design. 2. Develop and implement a Commissioning Plan to encompass all phases of this scope of work. Prepare, update and distribute the Cx Plan at the on-set of each phase and whenever there is a significant change in the Owner s Project Requirement. 3. Perform a focused design review of the 95% CD submittals, pertaining to equipment and systems commissioned, which shall include the following: a. Input regarding making the building easier to commission; b. How building O&M can be made easier [accessibility and system control, etc.]; c. How utility usage and indoor environmental quality can be improved;

3 Page 3 d. Verify the design, pertaining to the equipment and systems commissioned, complies with the Owner s design and construction requirements; and e. Verify the documents provide adequate building O&M documentation and operator training. 4. Perform a back-check of each subsequent design submittal to verify the agreed upon commissioning related corrections were implemented. 5. All comments and issues identified must be tracked in a formal log. The log must be sufficiently detailed so as to provide clarity and point of future reference for the comment. 6. Develop the commissioning specifications for incorporation into the construction bid documents for all systems and equipment that are to be commissioned. Ensure that standard commissioning specification requirements and contractor assistance requirements within this scope of work are incorporated. Specification sections shall use the numbering format consistent with the Architect/Engineer of Record s numbering format. Specifications shall be developed for incorporation into applicable Divisions as required by the equipment and systems included in this scope of work. The commissioning specifications shall include, at minimum, the following: a. List of systems being commissioned b. Cross references to all applicable and related sections c. Definitions d. Communication and coordination protocols e. Submittal requirements to the CxA f. Cx Process overview g. Responsibilities of each Cx Team member h. Acceptance criteria are defined, along with minimum acceptance percentages of sample verifications. i. Cost of retesting requirements j. Failure due to manufacturer defect responsibilities k. Training overview l. Deferred testing requirements m. Warranty phase requirements n. Sample commissioning checklists and functional test scripts 7. Attend meetings as required by the University with a minimum of two (2) meetings Construction Phase Commissioning during the construction phase is intended to assure that the project requirements, as defined by the contract documents, are met and achieve the specific objectives. The CxA shall complete the following tasks during the construction phase: 1. Conduct a kick-off meeting with the Contractor, including installation subcontractors, to discuss Commissioning scope, plan, coordination and schedule. Update the Commissioning Plan as needed based on this meeting to incorporate specific Cx Team member contact information and construction phase activities and redistribute.

4 Page 4 2. Coordinate the Commissioning work and, with the Construction Manager (CM) and Contractor, to ensure that Commissioning activities are being scheduled into the master construction schedule. 3. Continue to update the commissioning schedule and coordination throughout construction with CM and Contractor. 4. Develop, review and approve the pre-functional checklists employed by the Contractor. Verify that the manufacturer pre-start and start-up checks are either incorporated into or augment the pre-functional checklists. Verify pre-functional checklists are completed, and contain appropriate documentation, prior to functional acceptance testing. 5. Review Contractor submittals applicable to systems being commissioned for compliance with Commissioning needs, concurrent with the Design Team reviews. Verify that submittals marked revise and resubmit are being resubmitted, and for submittals marked approved as noted verify the noted comments are being executed. 6. After receipt of the Controls Submittal, participate in a meeting with the Construction Manager, UI Controls, Architect/Engineer of Record, Contractor, controls subcontractor, mechanical subcontractor and electrical subcontractor to review the submittal and mechanical/electrical systems to be installed. Focus will be on how the selected sequences of operation interact with the mechanical/electrical systems. Additional focus will be on defining and assigning responsibilities for construction activities, i.e. control installation, control programming, and equipment start-up that will allow the pre-functional testing and start-up of mechanical/electrical systems. 7. Coordinate with and assist the construction team to develop a start-up plan for each piece of equipment and system to ensure all recommended procedures are incorporated and execution will occur in an appropriate sequence. This coordination may be best performed by the CxA s participation in regularly scheduled MEP coordination meetings conducted by the CM. 8. Prepare functional performance / acceptance test procedures/scripts/checklists for the equipment and systems being commissioned. Submit for review and coordination by the Owner, CM and Contractor, including responsible subcontractor, two months prior to functional testing in the field. 9. Perform site visits as needed during construction, to observe component and system installations. Attend planning and job-site meetings to obtain information on construction progress as requested by Owner. Review construction-meeting minutes for revisions and substitutions relating to the owner's design intent. Assist in resolving any discrepancies identified during regular site inspections. Conduct, at least monthly, inspections during the initial months of overhead roughin, and increasing in frequency as construction progresses. Specifically for electrical systems, during the construction phase, verify: a. Early in construction, for exposed conduits and/or for conduit above accessible ceilings, confirm the Contractor is painting all conduit routing on the underside of the slab. b. During rough-in, verify the Contractor is marking the inside of boxes with panel and circuit number. Check on a sample basis, enough to be confident the proper procedures are being followed.

5 Page 5 c. During trim-out, verify the Contractor is putting panel and circuit numbers on switch plates and disconnects. Check on a sample basis, enough to be confident the proper procedures are being followed. d. Just prior to start-up, with assistance from the Contractor, verify all switchgear, panels, transformers and loop switches are clean on the interior. Confirm also at this time there is an independent torque report for each service conductor. e. Perform thermal imaging of the main electrical distribution switchgear and secondary panels to ensure lug connections are tight. 10. Coordinate with the contractor to witness startup and/or pre-functional tests of major equipment. Specifically for this project, the CxA shall witness the following equipment start-ups / tests: a. Variable Frequency Drives b. Generator 11. Review the following third party and/or manufacturer representative, certified test reports to verify the test results meet the applicable industry standards and project requirements, to include: a. Generator load bank b. Variable Frequency Drive set-up / start-up for each piece of equipment having a VFD. 12. Review Request for Information (RFI), Instruction to Contractor (ITC); and Change Orders for impact on commissioning and the Owner Project Requirements. Verify periodically receipt of all applicable construction document addendums and/or revisions. 13. Maintain a master issues log of any items found to be a problem, poorly installed, or discrepancies. The log must be sufficiently detailed as to provide clarity and point of future reference for the comment. The log will be updated and issued within two (2) days following a site visit and two (2) days prior to Cx meeting. 14. Attend selected on-site meetings for review of progress, coordination, and issues resolution. Budget to participate in these meetings simultaneous with the construction phase site inspections. Attend meetings as required by the Owner, including a minimum of twelve (12) meetings during construction Acceptance Phase ( Prior to Substantial Completion) Commissioning during the acceptance phase is intended to demonstrate the performance of the equipment and systems installed during the construction phase meet the requirements of the Contract Documents. The acceptance phase must occur prior to Substantial Completion. The CxA shall complete the following tasks during the acceptance phase: 1. Continue to update commissioning schedule and plan with CM and Contractor. 2. Conduct functional testing, per the coordinated functional test procedures/scripts/checklists provided by the CxA during the construction phase, of each major piece of equipment and/or system and each like

6 Page 6 piece of non-major equipment and/or system to demonstrate that each item of equipment and system is operating according to the Project Requirements, University Design Standards, Contract Documents and applicable industry standards. Functional testing shall include operating the system and components through each of the written sequences of operation, and verification of proper integration to other system or systems as required. 3. Specifically, verify building controls as follows: a. Conduct a 25% sample of like terminal equipment, including analog sensor calibration, point-to-point and mapping to workstation graphics, proper control of operating sequences and alarm management functions. b. Conduct a 100% check of main equipment and monitoring points, including analog sensor calibration, point-to-point and mapping to workstation graphics, proper control of operating sequences and alarm management functions. i. Control Points: The CxA must verify that the control system was checked and that it is commanding, reporting and controlling as specified in the construction documents. Verification must include verification of each control point. ii. Sensors: The CxA must verify that all sensors have been calibrated so that the value reported in the control system represents the actual local value. iii. Actuators: The CxA must verify that all actuators have been adjusted to fully close and open dampers and valves, and also must verify by visual observation that the reported values in the control system are correct. c. Verify all graphic control screens are provided as required and accurately depict the equipment, system and associated floor plans. Verify proper operation of links between graphic screens. d. Utilizing setpoint override and adjustment at the operator work station (OWS), verify the remaining 75% of like terminal equipment performs as required. e. Review trend information of all major control setpoints to ensure stable and accurate control. 4. Review the preliminary and final Testing and Balancing (TAB) report to verify all equipment is included and performance of each is per contract requirements. 5. With assistance and collaboration of the TAB and controls contractors, perform the following: a. Utilizing the trend data captured, optimize static and differential pressure control setpoints and reset limits. b. Verify calibration of airflow monitoring stations c. Verify the re-circulating flow balance and maintenance accessibility. 6. Specifically, verify electrical power/distribution systems as follows: a. With assistance from the contractor, conduct a full emergency power system test, initiated by opening the switch, through the ATS and to the connected loads. 7. Continue to maintain/update the master issues log with any acceptance testing items found to be a problem, poorly installed, or discrepancies.

7 Page 7 Provide the log and acceptance test results to the Owner, CM, and Contractor with recommended actions. 8. Coordinate retesting as necessary. One retest will be provided as part of normal checkout. More than one retest will be considered work outside the normal scope of work. 9. Provide a summary Cx report / system re-commissioning manual. Include with the report all Cx process documentation, plus all completed functional test scripts, and the master issues log highlighting any issues open or unresolved. Include the as-commissioned setpoints and operating parameters, along with any recommendations for continuous commissioning tasks for verifying on-going energy conservation Warranty Phase Commissioning during the warranty period is intended to assist the facility operating staff in identifying any defects in the installed equipment or system operation. The CxA shall complete the following tasks during the warranty phase: 1. Coordinate seasonal and/or deferred testing of HVAC systems. Return to the site at 9 months into the 12 month warranty period to conduct, validate and document the results. 3.0 Schedule The project is currently in the Construction Document phase of the design. The 95% CD s are available for review at: The project anticipates the following schedule: 95% Review Meetings April, 2013 Print Bid documents May, 2013 Bid Opening June, 2013 Begin on site Construction August, 2013 Substantial Completion November, Test Equipment The Contractor shall provide all tools or the use of tools required to start, checkout, and functionally test equipment and systems, except for specified testing with supplemental portable dataloggers, which shall be supplied and installed by the CxA. Datalogging equipment, monitoring devices, specialized equipment, and software not required to be provided by the installing contractor in the Contract Documents, and provided by the CxA to monitor, confirm, or verify the contractor s testing procedures,

8 Page 8 shall remain the property of the CxA. Equipment provided shall meet the minimum accuracy, calibration, and performance standards required by the performance test. 5.0 Statement of Qualifications It is the Owner s intent is for the person designated as the commissioning authority (CxA), and the key staff members, to satisfy the following requirements: 1. Acted as the principal commissioning authority for at least five projects. 2. A bachelor s degree in Engineering is strongly preferred, and P.E. license is desired. In addition, other technical training, past commissioning, and field experience will be considered as well. 3. National Environmental Balancing Bureau (NEBB) Accredited Building Systems Commissioning (BSC) provider. 4. Extensive experience in the operation and troubleshooting of HVAC systems and energy management control systems. 5. Extensive field experience. A minimum of five full years in this type of work is required. 6. Extensive knowledge in testing and balancing of both air and water systems. NEBB, AABC or TABB certification preferred. 7. Experienced in energy-efficient equipment design and optimization. 8. Direct experience in monitoring and analyzing system operation using energy management control system trending and stand-alone data logging equipment. 9. Excellent verbal and writing communication skills. Highly organized and able to work with both management and trade contractors. 6.0 Proposal Requirements The Proposer shall: 1. Provide a written proposal on the University of Iowa Letter of Proposal form found on the University s Facilities Management/Consultants web site. a) List the individual who will be the CxA. b) Provide a Stipulated Fee for all services required by this document and separately identify a Reimbursable Expenses not-to-exceed amount. i. The stipulated fee shall state the assumptions upon which it is based. ii. List and define reimbursable expenses that will be included in the reimbursable expense not to exceed amount. iii. Include anticipated pay schedule and monthly draws. 2. Provide an organization chart for managing and executing this work as an attachment. 3. Provide resumes and certification certificates for key staff members. The resumes shall include specific information about their expertise. 4. Briefly describe relevant experience of the proposer s team in the following areas. List each party s involvement.

9 Page 9 a. Projects similar to this one; b. Test and balance; c. Energy-efficient equipment design and control strategy optimization; d. Experience in environmental sustainable design; 5. Describe your proposed approach to managing the project. 6. As an attachment, provide the following work products that members of the Proposer s team wrote. List the team member who actually wrote the document. a. Commissioning plan that was executed; b. Commissioning specifications; c. An actual design review comment form; d. Three actual functional test procedure forms that were executed; and e. An actual deficiency list. 7.0 Proposal Evaluation and Award 1. The Owner will consider and evaluate the following proposal components: a. Design Professional experience and qualifications. b. Design Professional location. c. CxA qualifications d. Other key personnel, experience and qualifications. e. Proposal quality. f. Project approach. g. Proposed fee. 2. The Owner reserves the right to negotiate and accept any proposal, or to reject all proposals, and to offer to accept any proposal subject to the deletion of any item or group of items of work from the scope of work. 3. The Proposer shall be prepared to attend an interview as part of the evaluation process. 4. The Proposer shall bear all costs associated with preparing the RFP and potentially any interviews. Respondents' proposals are due no later than 12:00 pm (Noon) on March 15, 2013 and may be submitted electronically, by , all the requested material in a single *.pdf file format. Please submit all RFP questions via . Adele Vanarsdale, Architect Sr. Design Project Manager University of Iowa FM - Planning, Design & Construction 200 University Services Building Iowa City, Iowa adele-vanarsdale@uiowa.edu