REQUEST FOR PROPOSAL FOR BUILDING MANAGEMENT SYSTEMS SERVICES. San Carlos School District

Transcription

1 REQUEST FOR PROPOSAL FOR BUILDING MANAGEMENT SYSTEMS SERVICES San Carlos School District June 12, 2015 The San Carlos School District, hereinafter referred to as the Owner invites proposals for the installation of Building Management Systems (BMS) for the sites listed below. Proposals will be received by the Owner s Representative via until 5:00pm July 2, Proposals shall be submitted in accordance with the instructions provided herein. Table of Contents 1.0 Project Profile 2.0 RFP Timeline 3.0 Owner Contact Info and Project Team 4.0 Project schedule 5.1 Scope of Work 6.0 Proposal Requirements 7.0 Selection Criteria 8.0 Definition and Scope of Task 2: Maintenance and Support Requirements 9.0 Site Description and Plans 9.0 Proposal Form 1.0 PROJECT PROFILE The San Carlos School District is soliciting proposals from qualified applicants interested in providing Building Management Systems for the following 5 schools located in San Carlos, California. Tierra Linda Middle School Brittan Acres Elementary School Heather Elementary School White Oaks Elementary School Arundel Elementary School Additional information about each project is located in Appendix A. Arundel Elementary School has a BMS supplied by I m in Control that monitors HVAC, lighting, and plug loads and controls HVAC systems. Proposals to include adding lighting controls to the existing system as an alternate for Arundel. 2.0 OVERVIEW OF GENERAL TIMELINE A. Task Dates Issue RFP.... June 12, 2015 Deadline for questions.. June 19, 2015 (5:00 pm) Responses to questions issued.. June 26, 2015 Deadline for proposal submittal.. July 2, 2015 (5:00 pm) Notification of intent to award... August 27,

2 3.0 PROJECT TEAM The project team consists of the following: A. Owner and Owner s Representative. All correspondence regarding this solicitation, including technical questions, contractual terms and conditions, final submittals, etc. shall be submitted via to the following individuals: John Waite, Owner s Representative, WaiteWorks, Inc., johngwaite@gmail.com Robert Porter, Chief Operating Officer San Carlos School District, porter@scsdk8.org Subject line labeled "SAN CARLOS SCHOOL DISTRICT BUILDING MANAGEMENT SYSTEM SERVICES (YOUR COMPANY NAME) 5.1 SCOPE OF WORK Building Management System to include: 1. Dedicated monitoring and control of every HVAC unit a. Industry standard 24 volt cable b. Twostage heat and twostage cool capabilities c. Separate fan control d. Monitor at maximum 2 minute interval e. Monitor electric usage at circuit f. One replacement thermostat provided for each site 2. Non proprietary thermostats a. Publicly available Application Programming Interface b. Wireless capabilities c. Support at least 15 schedule periods per day, multiday holiday periods and seasonal adjustments d. Manual override function (on/off, temperature, fan, out of hours) with limits per zone e. Dynamic calculation of start/stop time 3. Monitored circuits (in addition to HVAC units) a. Main Service panel b. All sub panels c. All lighting circuits d. Major plug loads e. Monitored at intervals of 30 seconds or less 4. Lighting Control (separately priced schedule required as alternate) a. Control existing luminaires b. Integrated control of large lighting loads and those likely to be inefficient c. Configurable by zone and priority for applicable control by occupancy, vacancy, daylight, schedule d. Manual override (local, central, and mobile) configurable by priority e. Existing dimmable lighting and multifixture wiring supported 5. Software a. Graphical interface that provides i. Control/setting of HVAC and lighting parameters ii. Maximum 5 minute intervals in graphs iii. Data for all circuits, aggregates of usage types and location iv. HVAC operation with associated electric circuit data v. Drilldown for analysis of graphs vi. Access and control rights configurable by login ID vii. Limited access for use in classroom b. Data stored permanently c. Alerts for anomalies in HVAC, lighting, and electrical usage, configurable by type, value, person and time d. Data subsets downloadable in standard format for external analysis 2

3 6. Installation a. Physical installation of linevoltage electrical monitoring and control devices by licensed electrician or contractor b. Physical installation, connection and configuration of HVAC control devices by licensed HVAC engineer or contractor c. Initial phase of 4 to 8 weeks in monitoronly mode to establish baseline d. Transition to control mode by licensed personnel, with parameters supplied by district 7. Training a. Up to 2 hours of training at each site for teachers and administration. b. 2 hour training session for district facilities personnel for control, troubleshooting, analysis and device replacement. Similar followup training session at District request. 8. Technical Support a. 4 hour response to phone or report of critical failure of software or hardware b. 24 hour response to noncritical question or request 9. Single point of contact for district and vendor A. Services: A. The BMS system shall be designed, installed, commissioned and serviced by factory trained or authorized personnel. The installer shall provide experienced project manager for this work, responsible for direct supervision of the design, installation start up and commissioning of the BMS system (indicate level/amount of onsite supervision during installation, start up and commissioning). The Bidder shall be regularly engaged in the installation and maintenance of BMS systems and shall have demonstrated technical expertise and experience in the manufacture, installation and maintenance of BMS systems similar in size and complexity to this project. Bidders shall provide a list of at least 5 projects, similar in size and scope to this project completed within the past 3 years. B. The BMS system installer must have a Customer Support callin Center located at the corporate headquarters or corporate manufacturing facilities. The Customer Support callin Center will be staffed by fully trained and certified technicians. C. Materials and equipment shall be the catalogued products of manufacturers regularly engaged in production and installation of automatic temperature control systems and shall be manufacturer's latest standard design that complies with the specification requirements. D. All BMS peertopeer network controllers, central system controllers and local user displays shall be UL Listed under Standard UL 916, category PAZX. E. All electronic equipment shall conform to the requirements of FCC Regulation, Part 15, Governing Radio Frequency Electromagnetic Interference and be so labeled. F. Control system shall be engineered, programmed and supported completely by installer s local office within 400 miles from the project site. G. BMS system installer will provide maintenance and support of the BMS system for a period of 2 years after expiration of one year warranty on installed equipment. 6.0 PROPOSAL REQUIREMENTS A. Each responding firm will be required to submit the following documentation. Firms should submit their Qualifications Submittal in a format that clearly demonstrates their responses to the submittal 3

4 requirements. The submittal should be succinct and organized in the order listed in the submittal requirements. All proposals must be received by the party above no later than the noted due date and time. Late proposals will not be accepted. B. Each Proposal shall be typed and provide the following information: 1. Cover Letter (on company letter head with signature) 2. Description of the Firm a. Business history b. Key personnel (primary owner contact, project manager, lead technician, technical support contact, etc.) c. Contact information for key personnel d. Location of installing office e. Location of nearest qualified service technician (name, contact information, resume) f. BMS services provided by the firm i. Installation, start up, commissioning, scope of on site training, off site training (if appropriate), quarterly site visits for first two years, and other services per the recommendation of the bidder 3. Relevant Experience and Qualifications (firm and key individuals) a. Experience with similar projects (rural CO school projects / multibuilding / multi phase projects, work on state funding and/or CDE projects, etc.) b. Details on five educational or institutional projects completed within the past 3 years 4. Costs a. Task 1. Construction Provide a lump sum fee proposal for purchase, installation and programming of all BMS hardware and software. EACH PROJECT TO HAVE A SEPARATE PROPOSAL. a. Any district wide equipment or installation cost shall be clearly identified as a separate line item. b. Task 2. Maintenance and Support: Provide a complete description and proposed annual costs for maintenance and support of the BMS system for an initial two year period subsequent to the completion of the warranty period. i. Following determination of award, the first choice firm shall submit the following information for owner review: 1. Open book pricing for installation and service to District for review and negotiation to develop an open book pricing contract. District is willing to sign nondisclosure agreement for this information. Upon receipt of detailed pricing and additional information, if negotiations are unsuccessful, District shall enter negotiations with next highest ranked firm. 2. Labor rates for various types of labor; i.e. technician versus engineer 3. Range of hours for typical tasks, such as installing a temperature sensor. 4. Escalation rates for labor for both a two and five year agreement. 5. Schedule a. Bidder to provide schedule of soonest possible projected design and completion dates for each site. 6. Insurance certificate (see minimum requirements below) a. Provide the names of the firm's insurance company/companies b. Provide a sample certificate of insurance showing the firm s current insurance limits 7. References (firm and individual) 8. Scope Requirements: Assumptions, expectation and documents from the client and the project team to support scope activities 4

5 C. EXAMINATION OF DOCUMENTS Each bidder shall review the proposed scope of work and shall completely inform himself/herself relative to all conditions and factors, local and otherwise, which would affect completion of the work and its cost. The following documents are available by contacting John Waite at School site plans D. PREPARATION OF PROPOSALS All proposals must be prepared in single compiled PDF file not to exceed 25 pages and be subject to all requirements of the contract and exhibits provided. Please ensure that the file size does not exceed 10 MB. If necessary, break the file into multiple files and transmit in batches of less than 10 MB. Files shall be named as follows: San Carlos Schools BMS Submittal COMPANY NAMEFile 1 of X (x = number of files). It will be the responsibility of all potential firms to secure any and all clarifications from the Owner and Owner s Representative prior to submission of proposals. Owner reserves the right to reject any proposal. No firm may submit more than one proposal. E. SUBMISSION OF PROPOSAL Documents shall be submitted via to the entities stated above by the time and date stated above. Proposals received after the specified time noted will not be accepted. F. WITHDRAWAL OF PROPOSALS Proposals may be withdraw if written request for withdrawal signed in the same manner and by the same person who signed the proposal form is received by the Owner and Owner s Representative within 48 hours of submission. G. MODIFICATIONS TO THE PROPOSAL No oral or telephone modifications will be considered. Any bidder may modify his/her bid at any time prior to the scheduled closing time, provided such modification is in written form, signed by the same person who signed the proposal form, and submitted in a sealed envelope in accordance with the instructions set forth in this document. H. ACCEPTANCE OF PROPOSAL The Owner reserves the right to accept the proposal which in its judgment is the most qualified proposal or to reject any and all proposals and to waive or disregard, any and all, irregularities or informalities in any proposal as it may deem to be in the best interest of the School District. The Board of Education may consider as irregular any proposal on which there is an alteration of, or departure from, the proposal instructions provided hereto attached. Final determination of compliance with the proposal requirements will rest with the Owner. I. DISTRICTS RIGHT TO ADJUST SELECTION PROCESS: The Owner reserves the right to: Reject any and all submittals at any time; Waive any irregularities, informalities, or omissions in submittals at any time; Award BMS on an acceptance of terms other than low price; Award BMS on initial offers received with requesting best and final offers; Award BMS on negotiated fees with the most qualified firm; Award to multiple firms (The District intends to award to a single firm unless that is not in the best interest of the District); Award no contract if they so choose; Reserve the right to readvertise when it is in the best interest of the Owner; Terminate, suspend, or modify the solicitation profess or any contract negotiations entered into 5

6 pursuant to the process at any time. This RFP does not commit the Owner to award a contract nor pay any cost incurred in the preparation of the RFQ or RFP submittal. J. ADDITIONAL COMMUNICATIONS OR ADDENDA: The Owner reserves the right to issue additional addenda to this RFQ/RFP. All proposers who register with the Owner's Representative are considered to be registered and will receive any addenda, clarifications, or additional communications regarding this RFQ/RFP. K. EVIDENCE OF COMPETENCY In determining the proposer s qualifications, the following factors will be considered: 1. Experience in the testing, design, specification, or installation of commercial/educational buildings mechanical and control systems and other systems being controlled. 2. Experience working with project teams, project management; good team building skills; strong communication skills, especially documentation. 3. Experience with multibuilding, multiphase projects with wide area network integration. 4. Location of Company and individuals responding to field service calls. 5. Qualified and Complete Price for Services including reimbursable expenses. Failure to address the above mentioned items will result in the rejection of consideration of such proposal. The right is reserved to reject any proposal where an investigation of the evidence or information submitted by such firm does not demonstrate fully that the firm is qualified to carry out properly the terms of the Contract. The selected firm will be required to indicate if he/she has any claims pending against Building Management System services work performed in the last ten years. L. INSURANCE Throughout the completion of construction of each project, the selected firm will be required to carry the types and amounts of insurance set forth in the contract and to keep on file with the Owner current certificates evidencing such coverage. The selected firm will be required to maintain in full force and effect, at its own cost and expense, the following insurance: 1. General Liability Insurance Minimum limits General Aggregate $2,000,000; 2. Products/Completed Operations Aggregate $2,000,000; Each Occurrences $1,000, Automobile Liability Insurance Minimum limits: Combined Single Limit $1,000, Worker s Compensation Insurance Minimum limits: Each Accident $500,000; 5. Each Occupational Disease $500,000; Occupation Disease Aggregate $500,000 M. REQUIRED FORMS The selected firm agent shall be required to submit within ten (10) days of notice of award: The Insurance Certificate and signed Agreement. The selected firm shall be required to submit as soon as possible after the notice of award: a preliminary task plan/schedule meeting the dates detailing the scope of work and milestone dates. N. APPLICABLE LAWS AND REGULATIONS Each selected firm shall familiarize himself/herself with all state and local laws, codes, ordinances, and regulations which might in any manner affect the work to be done; the materials to be supplied; the taxes, permits, and fees to be paid; and the labor to be employed in and about the work. All state and local laws, codes and ordinances and regulations which are applicable shall be complied with including but not 6

7 limited to those specified in the contract. 7.0 SELECTION CRITERIA Proposal Evaluation Criteria Potential Points 1. Team Member Qualifications and Experience Firm Similar Project Experience (Schools, Multiphase, rural, etc.) Location of Field Support Office Projects Completed within a 100 Mile Radius of Project Site Costof Construction CostMaintenance and Support Total DEFINITIONS AND SCOPE OF TASK 2. MAINTENANCE AND SUPPORT REQUIREMENTS. A. PROPOSED MAINTENANCE COSTS AND SCOPE. Proposals to include maintenance and support of installed BMS systems as follows: 1. Quarterly Preventative Maintenance Inspection: Provide a per inspection cost to complete an on site quarterly inspection of installed BMS systems to include: Checking software schedules against occupancy schedules Inspecting hardware operator machine interface and field panels for proper operation. Review false alarm activity Review trend logs Random sampling of 10% of temperature sensors to identify need to calibrate Review of owner generated alarm reports Provide written report of deficiencies and corrective action. Coordination and Question and Answer support with Owner s designated staff 2. Routine NonScheduled Maintenance: Provide a per day cost for routine maintenance requests generated by owner. Routine is defined as problem areas that are not critical in nature but require on site attention within a 3 week period. Include costs for travel, per diem, and technician labor. Unit costs for materials and equipment to be included. 3. Emergency NonScheduled Maintenance: Provide a per day cost for emergency maintenance requests generated by owner. Emergency is defined as problem areas that are critical in nature and require on site attention within 48 hours. Include costs for travel, per diem, and technician labor rate. Unit costs for materials and equipment to be included. 4. Hourly OnLine Support. Provide per hour costs for on line or voice communication assistance provided to owner personnel from remote location. 9.0 SITE DESCRIPTIONS AND PLANS 5. Site Descriptions School Address ADA Floor Area % Cooled % Heated Year Built Tierra Linda Middle 750 Dartmouth Ave , Brittan Acres Elementary 2000 Belle Avenue , Heather Elementary 2757 Melendy Drive , White Oaks Elementary 1901 White Oak Way , Arundel Elementary 200 Arundel Road , Site plans available on request by contacting John Waite at johngwaite@gmail.com,

8 Proposal BUILDING MANAGEMENT SYSTEM SERVICES June 12, 2015 The undersigned agrees: 1. To complete all the work set forth in the RFP Documents and Contract documents of the project designated as BUILDING MANAGEMENT SYSTEM SERVICES: San Carlos School District in accordance with the RFP Documents and Contract Documents, for the consideration hereinafter set forth. 2. To hold this proposal open for thirty (30) days after the opening of the proposals. 3. To enter into and execute a contract, if awarded, on the BMS s described in this RFP Task 1. Construction of Building Management Systems BID AMOUNT The undersigned hereby proposes and agrees to perform the foregoing for the Sum of: BMS Design and Construction PROJECT AMOUNT $ 1 Tierra Linda Middle School 2 Brittan Acres Elementary School 3 Heather Elementary School 4 White Oaks Elementary School 5 Arundel Elementary School Lighting Control Alternate PROJECT AMOUNT $ 1 Tierra Linda Middle School 2 Brittan Acres Elementary School 3 Heather Elementary School 4 White Oaks Elementary School 5 Arundel Elementary School Task 2. Maintenance and Support Task 1.Quarterly Preventative Maintenance Inspection 1 Tierra Linda 2 Brittan Acres 3 Heather 4 White Oaks 1 Arundel 2. Routine NonScheduled Maintenance 3. Emergency Non Scheduled Maintenance per day 4. Hourly OnLine Support 1

9 The undersigned acknowledges receipt of Addenda No. through. In submitting this Bid, it is understood that the Owner reserves the right to reject any and all bids and to waive irregularities in the Bidding and to Award the Contract to the Low bidder, as determined by the BMS Bid and any Alternates accepted. Dated this day of, Contractor Name If a corporation, indicate the state of incorporation. Contractor Address Contractor Authorized Officer (Printed Name) Signature of Contractor Authorized Officer Area Code/Telephone Number Fax Number 2