Request for Proposal. for. Building Commissioning Services

Transcription

1 Page 1 of 11 Request for Proposal for Building Commissioning Services State College Area School District High School Project December 15, 2014

2 Page 2 of 11 Request for Proposal for Building Commissioning Services December 15, 2014 A. BACKGROUND State College Area School District is seeking the services of a qualified Commissioning Provider Organization (CPO) for a High School Additions and Alterations construction project. The project is a multi-phased, 2 building, 520,000 gross SF project in Centre County, Pennsylvania, with a total project budget of approximately $115 million. The primary phases of the project will be additions and alterations to the existing High School South building, resulting in a new 480,000 SF High School. This will be followed by the final phase, which will be the demolition of the majority of the High School North building, followed by the addition of a 42,000 SF addition to the remainder of the building. Additional information regarding the project can be found at If desired, access to the projects 30% documents can be arranged through the project Architect; Crabtree Rohrbaugh and Associates, Jeff Straub. The project has gone through the 30% design phase and is currently progressing towards the 60% review. The balance of design is expected to be completed by early summer, 2015 and construction started by July 2015, with a final occupancy target of The management structure is traditional design / bid / build with full design documents and specifications to be developed by an architectural firm. The construction documents will be distributed for bidding and multiple prime contractors will be hired to complete the construction. The design team, along with a separate Construction Manager, will be responsible for Construction Administration per their contracts with the owner. The primary construction representative on-site for the Owner will be the Director of Physical Plant for the State College Area School District. The Commissioning Provider Organization will be an independent contractor and not an employee or subcontractor of the General Contractor or any other Prime Contractor on this project, including the A/E team. Accordingly, the successful CPO will be contracted directly by the State College Area School District, henceforth referred to as the Owner. The project has targeted achievement of LEED for Schools GOLD level certification (for more information on LEED see Commissioning will be implemented in such a manner as to meet the requirements of the LEED rating system and delivered according to the design team s submission target date(s). The scope of work herein contains the tasks necessary to achieve both the LEED Fundamental Commissioning of the Building Energy Systems prerequisite and the LEED credit for Enhanced Commissioning. Additionally, a separate fee is being requested for Commissioning of the Building Envelope. Proposals from prospective CPOs to provide building commissioning services for the project described herein must be delivered no later than January 9, 2015 at 4:00 PM to: Ed Poprik State College Area School District 131 West Nittany Ave., State College, PA Phone: (814) egp11@scasd.org Questions regarding this RFP may be directed to the individual and office named above.

3 Page 3 of 11 B. SCOPE OF WORK The Owner has elected to use commissioning as their quality process to plan, design, construct, and operate this building. As with any quality control process, commissioning provides tools to enable everyone involved in the design and construction of a building to ensure that the final building meets the original intent of the Owner. The following is a summary of the commissioning process that the Owner intends to have implemented on this project through the use of a Commissioning Provider Organization (CPO). The proposer is free to suggest changes and improvements to this process; however, for the purposes of this proposal, the following process and scope will be assumed. Systems To Be Commissioned The following systems, including all components and controls, are to be commissioned by the CPO as part of the Scope of Work in accordance with the process described below: 1. Central building automation systems, including linkages to remote monitoring and control sites (this excludes any security-related control systems or interlocks) 2. All equipment of the heating, ventilating and air conditioning (HVAC) systems. 3. Refrigeration systems 4. Life safety systems (fire alarm, fire protection) 5. Service water systems, including rainwater harvesting systems 6. Domestic hot water systems 7. Emergency power and uninterruptible power supply (UPS) systems and/or emergency generator 8. Communication and paging systems 9. Daylight harvesting, and central and local lighting control systems (including occupancy sensor sampling) 10. Building envelope systems to help ensure against bulk water intrusion, water infiltration, and air infiltration 11. Additional systems depending upon the LEED credits pursued Design Phase Commissioning Process A summary of the commissioning process during the Design Phase is as follows; the Commissioning Provider Organization (CPO) shall: 1. Assemble the commissioning team, hold a scoping meeting, and identify responsibilities for various team members. 2. Attend at least 3 design phase project team workshops and meetings as needed. 3. Assist design team members and the Owner in developing their portions of the Owner s

4 Page 4 of 11 Project Requirements (OPR) and Basis of Design (BOD). The design team develops the OPR, BOD, and in-depth design documentation, including and full sequences of operation and logic diagrams for inclusion in the construction documents; The CPO shall work with the design team and Owner to assist their documentation of the OPR and BOD, including written review comments and recommendations on the design approach and additional devices required for testing and commissioning of systems. 4. Assist the design team and the Owner with any revisions to the OPR or BOD documents and with documenting these updates. 5. Perform a design review (DD phase) focused on conformance with the OPR and BOD. This review shall be fully documented with written comments and back-checking of DDs for the design team s responses to the comments. 6. Develop (and implement) a commissioning plan encompassing the design, construction, and operation phases that focuses on integrating the quality control process characteristics of commissioning into the project. 7. Develop, coordinate and provide commissioning requirements for incorporation into the construction bidding documents (e.g. Division 1, 15 & 16 specification Sections). The CPO shall determine the commissioning requirements for the construction documents, with review by the design team, for integration into the project's construction specifications. 8. Conduct a detailed review of the 95% complete CD drawings and specifications, focusing on commissioned features and conformance with OPR and BOD. This review shall be fully documented with written comments and back-checking of CDs for the design team s responses to the comments. Construction Phase Commissioning Process A summary of the commissioning process that the Owner requires during the Construction Phase is as follows; the Commissioning Provider Organization (CPO) shall: 1. Coordinate and direct the commissioning process in a logical, sequential and efficient manner using consistent protocols and forms, centralized documentation, and clear and regular communications and consultation with all parties. 2. Coordinate the commissioning work with the Owner, construction manager, contractors, and other pertinent entities to ensure that commissioning activities are incorporated into the project construction schedule. 3. Plan and conduct a pre-construction meeting where the commissioning process requirements are reviewed with the project design and construction team members within 60 days of construction contract award. 4. Plan and conduct additional meetings as required throughout construction with necessary parties attending, to plan, scope, coordinate, and schedule future activities and resolve problems. Prepare and distribute minutes. 5. Review Contractors product submittals applicable to systems being commissioned, for compliance with commissioning needs, concurrent with designers review. Review should take place with 1-week response time and comments returned to the designer for final review. Review to focus on commissioned features and conformance with OPR and BOD, including particular attention to substitutions, operability, and maintainability. Assist in resolving any discrepancies.

5 Page 5 of Perform site visits as required, to observe component and system installations. Attend selected planning and job-site meetings to obtain information on construction progress. Review construction meeting minutes for revisions/substitutions relating to the Owner's design intent. Assist in resolving any discrepancies. 7. Coordinate and assist the Contractors and Design Team with completion of construction checklists and tracking of checklist completion. Statistically sample completion of construction checklists on a periodic basis to verify that Contractors have implemented a quality process and are meeting the Owner's design intent. 8. Review information required to perform commissioning tasks, including (in addition to the above-referenced product submittals) O&M materials, contractor start-up and checkout procedures. Before start-up, gather and review the current control sequences and interlocks, and work with contractors and design team until sufficient clarity has been achieved, in writing, to be able to write detailed testing procedures. 9. Create and prepare blank construction pre-functional checklists for all equipment prior to initial start-up. Completion of the documents shall be by the appropriate contractor performing the work. 10. Approve systems start-up by reviewing start-up reports and by selected site observation. 11. Review testing, adjusting and balancing (TAB) execution plan. 12. Oversee sufficient construction and start-up (construction checklist) of the control system and approve it to be used for TAB, before TAB is executed by others. 13. Approve air and water systems balancing through statistical sampling of the report and separate field verification. 14. Develop specific functional performance test procedures for commissioned systems with necessary assistance and review from installing Contractors, and provide these for Contractors review and Owner approval, if required. 15. Analyze any functional performance trend logs and monitoring data to verify performance. 16. Coordinate, witness, and approve manual functional performance tests performed by installing Contractors for all commissioned equipment to confirm proper operation of all systems. Provide follow-up review of outstanding issues. Coordinate re-testing as necessary until satisfactory performance is achieved. 17. Testing shall be performed once, except for HVAC equipment, which shall be tested once in both the heating and cooling seasons. Additional tests and site visits required until satisfactory performance is achieved shall be the responsibility of the appropriate contractor. 18. Maintain a Master Issue Log as well as a separate record of functional testing results. Report all issues as they occur directly to the Owner. Provide to the Owner written progress reports and test results with recommended actions. 19. Review equipment warranties to ensure that the Owner s responsibilities are clearly defined and conveyed to the Owner. 20. Verify the training of the Owner s staff for commissioned equipment and systems and confirm that equipment and systems have been adequately demonstrated. The CPO shall video record the

6 Page 6 of 11 training sessions. 21. Compile and turn over to the Owner a Building Commissioning Report, which shall include: a. An executive overview that includes a list of participants and roles, a brief building description, an overview of the commissioning and testing scope, and a general description of the testing and verification methods. b. For each piece of commissioned equipment the report shall contain the disposition of the Commissioning Authority regarding the adequacy of the equipment, documentation and training in regard to conformance with the construction contract documents in the following areas: - functional performance and efficiency - equipment documentation - operator training c. A recommissioning management Systems Manual (O&M Manual) that provides future operating staff with the information necessary to optimally operate and maintain the commissioned systems. d. A list of all outstanding non-compliance items and recommendations for improvements to equipment or operations, future actions, commissioning process changes, etc. Each noncompliance issue shall be referenced to the specific functional test, inspection, trend log, etc. where the deficiency is documented. e. The Building Commissioning Report shall also include the issues log, commissioning plan, progress reports, O&M material reviews, training record, test schedules, construction checklists, start-up reports, functional test results and trend log analysis. Warranty Phase Commissioning Process A summary of the commissioning process that the Owner requires during the Warranty Phase is as follows; the Commissioning Provider Organization (CPO) shall: 1. Coordinate and supervise required seasonal or deferred testing and deficiency corrections and provide the final testing documentation for the commissioning record and O&M manuals. 2. Perform a 10-month post-occupancy warranty walk through with the Owner s facilities operations and maintenance staff to identify any outstanding issues or problems before the warranty period has expired: Return to the site at 10 months into the 12-month warranty period and review with the Owner s facilities staff the current building operation and the condition of outstanding issues related to the original and seasonal commissioning. Interview facilities staff and identify problems or concerns they have with operating the building as originally intended. Make suggestions for improvements and for recording these changes in the O&M manuals. Identify areas that may come under warranty or under the original construction contract. Assist facilities staff in developing reports and documents and requests for services to remedy outstanding problems. Commissioning Authority Responsibilities The Commissioning Provider Organization (CPO) shall be involved in the project from the Design Phase through the construction warranty/correction period. During construction, the CPO shall develop and coordinate the execution of a testing plan, including observing and documenting the

7 Page 7 of 11 performance and functionality of all systems in accordance with the Owner s objectives and the construction contract documents, as described above. The CPO is not responsible for design concepts, design criteria, compliance with codes, design or construction scheduling, cost estimating, or construction management, but may assist with problem-solving or resolving non-conformance issues or deficiencies. The primary role of the CPO is to ensure that the Owner's design intent developed during the planning phase is achieved through the design, construction, and operation of the facility. Alternate pricing for Building Envelope Commissioning As an additional item, please provide alternate pricing for additional services related to Commissioning of the building envelope. Design Phase Envelope Commissioning Work closely with the Design Team during the development of the building shell/envelope detailing. Include written design review comments and engagement with the design team regarding building shell/envelope detailing both during the 60% - 90% design phases, as well as at final document review phase. Construction Phase Envelope Commissioning Perform periodic site visits during each phase to observe the execution and results of building envelope construction as this work pertains to resistance against bulk water intrusion, water infiltration, thermal bridging and air infiltration. Report observations promptly to the Owner and Architect. Warranty Phase Envelope Commissioning Perform Infrared Scan of building envelope to determine any areas of unacceptable air leakage or heat loss (performed during heating season). C. QUALIFICATIONS The required expertise for this Project will be based on the skill and experience of the full team making the proposal. The Commissioning Provider Organization (CPO) firm must demonstrate depth of experienced personnel and capability to sustain loss of assigned personnel without compromising quality and timeliness of performance. A member of the CPO firm will be the designated Commissioning Authority (CxA). The Commissioning Authority will be the member of the team that will coordinate the commissioning activities from the technical perspective. This party may not necessarily be the team s overall project or contract manager. The CxA must have significant building commissioning experience, including technical and management expertise on projects of similar scope. If the CxA or CPO do not have sufficient skills to commission a specific system, the CPO shall subcontract with a qualified party to do so. Subcontractor qualifications shall be included and clearly designated in the response to this RFP. It is the Owner s desire for the person designated as the Commissioning Authority to satisfy as many of the following requirements as possible: 1. Acted as the principal CxA for at least three (3) projects over 40,000 ft2 during the past two (2) years. 2. Significant experience with the requirements and applications of the USGBC s LEED Green Building Rating System. 3. Extensive experience in the operation and troubleshooting of HVAC systems, energy

8 Page 8 of 11 management control systems, and lighting controls systems. 4. Extensive field experience is required. A minimum of five (5) full years in this type of work is required. 5. Knowledgeable in building envelope design and construction. 6. Knowledgeable in building operation and maintenance and O&M training. 7. Knowledgeable in testing and balancing of both air and water systems. 8. Experienced in energy-efficient equipment design and control strategy optimization. 9. Direct experience in monitoring and analyzing system operation using energy management control system trending and stand-alone data logging equipment. 10. Experience with indoor air quality testing procedures. 11. Excellent verbal and writing communication skills. 12. Highly organized and able to work with both management and trade contractors. 13. Experienced in writing building systems commissioning specifications. 14. A degree in Mechanical Engineering is strongly preferred and a Professional Engineer (PE) license is desired; however, other technical training and past commissioning and field experience will be considered. 15. Membership in The AABC Commissioning Group (ACG) will be considered a plus, and ACG Certification by virtue of having passed the ACG Certification Examination will be considered an extra plus. (NEBB certification will be considered as equal ) D. PROPOSAL SUBMITTAL REQUIREMENTS Building commissioning firms must prepare their responses in a bound format with section dividers/tabs corresponding to the sections named below. Each section must be in the same order and numbered to correspond to the number of each section as listed. Each firm submitting a Proposal must adhere to this format. Failure to do so, could lead to non-consideration of the firm s Proposal. One (1) hard copy is required, along with 1 electronic (.pdf format) copy with a 15MB maximum file size. 1. Firm Overview and Project Team: Cover Letter 1 page: Please express your interest and unique qualifications for this project. Firm Description limited to 1 page: Include on the next page a brief description of the firm, limited to one page (no less than 11 point font). Proposed Commissioning Authority (CxA) limited to 2 pages: List the individual(s) who will be the project s Commissioning Authority (there may be more than one person). Describe each individual s relevant qualifications and experience. This information is required in addition to the resumes required below. The contract will require that the individual(s) serving as the CxA be committed to the project for its duration. Project Team: Provide an organizational chart of your proposed team. Provide a resume for each member of your listed staff (including the CxA), including education, project commissioning experience, and any special expertise or unique qualifications. 2. Building Commissioning Experience: Building Commissioning Experience limited to 12 pages: Briefly describe relevant experience of any of the proposed team members in the following areas; indicate each project team member s involvement: Projects similar to this one (3-5 projects) Traditional testing and balancing

9 Page 9 of 11 Building O&M experience Energy-efficient equipment design and control strategy optimization Building energy modeling or performance simulation Life cycle costing Experience in environmental sustainable design and LEED projects Building envelope design, construction, and/or forensics Indoor Air Quality (IAQ) testing 3. Project Approach limited to 6 pages: Describe in a narrative, your proposed approach to managing the project expertly and efficiently, including your team s participation (such as distribution of tasks, travel, and duration of time for which staff will be on site and during what periods of time, etc.) Please also describe what approach you will take for integrating the commissioning activities into the design and construction, including what you will do to foster teamwork and cooperation from contractors and designers and what you will do to minimize adversarial relationships. Describe your approach to using the central building automation system in the commissioning process. Lastly, please describe how your work will facilitate the use of your product(s) as a prototype that may be subsequently used by the Owner in future projects, including access to the electronic versions of all documents and forms. 4. References and Work Samples: References limited to the first 2 pages of this section: Provide project references for three to five (3-5) commissioning projects for which the proposer was the principal commissioning firm in the last three years. Include a brief description of the project, along with the following bullet points for each project: Owner contact name, address, phone number, and address Owner s Facility Manager s name, address, phone number, and address (for the project building) Approximate construction cost Month and year of construction completion/occupancy Commissioning services provided by your firm, including the phase during which your firm began providing services Project team members from your firm associated with the project and the role of each team member and/or the tasks they performed Work Samples limited to 24 pages: Provide concise, non-voluminous samples of the following work products that members of the Commissioning Team wrote for previous projects. List the team member who actually wrote the document and the projects on which they were used. Work from the designated Commissioning Authority is preferred. Commissioning plan that was executed. Actual functional test procedure forms for three (3) different systems that were executed. 5. Fee Proposal and Agreement: Fee Proposal: Refer to Part E Fee Proposal Information below for the information required in the fee proposal.

10 Page 10 of 11 Provide a proposed Form of Agreement Between Owner & Building Commissioning Provider Organization, proposed terms and conditions, and a statement of insurance coverage(s) to be carried by the Commissioning firm. E. FEE PROPOSAL INFORMATION 1. Submit a Lump Sum Fee Proposal in the following format: proposes to provide Building Commissioning services to the State College Area School District for the High School construction project based on the Scope of Work described in Part B of this Request for Proposal and the Form of Agreement and its terms and conditions attached to the Proposal, for a fixed fee of: $. 2. In addition to the above referenced services, an additional fee is proposed to complete the Building Envelope Commissioning services, also described in Part B of this Request for Proposal as follows: $ Provide a breakdown of the Lump Sum Fee Proposal, stating recommended proposed sampling rates for each system as detailed in Scope of Work-Systems to be Commissioned, and detailing number of site visits, tasks, hours, and costs for the following phases: a. Design Phase. b. Construction Phase 1- New. c. Construction Phase 2 New/Renovation. d. Construction Phase 3 North construction. e. Warranty/Acceptance Phase Provide a Fee Schedule of Hourly Rates used to calculate the above fees that will be used for any Additional Services that may be required on the project Reimbursable Expenses: The proposed Lump Sum Fee should include all reimbursable expenses. The Commissioning Provider Organization will not be reimbursed for the following: Accounting Telecommunications and Postage Mileage, Transportation, and Parking Travel Expenses Photocopying and Office Supplies F. SELECTION AND CONTRACT AWARD 1. Evaluation and selection criteria: The submitted proposals will be evaluated according to the following criteria: Firm Experience CxA and Staff Experience Similar project experience Management approach Fee proposal Total 20 points 20 points 20 points 20 points 20 points 100 points

11 Page 11 of 11 Reference checks will not be scored individually, but will be used to supplement all categories. The Owner reserves the right to eliminate or change the weight of extremely high or extremely low fee proposals. 2. Presentations/Interviews: At the discretion of the Owner, firms may be asked to make a formal presentation to the Owner after submittal of their proposals. 3. Contract Award and Schedule: The Owner shall not be obligated to make an award of contract. The Owner reserves the right to negotiate with the selected consultant on the Form of Agreement, the terms and conditions, the tasks, staffing, schedule and fee proposal. Negotiations may be formally terminated, at the discretion of the Owner, if they fail to result in a contract within a reasonable time period. Negotiations may then ensue with the second selected consultant, and so forth, until a contract is executed or the Owner decides to discontinue the process. At the present time, it is the Owner s intent to award the contract for Commissioning Services by January 30, 2015.