REQUEST FOR QUALIFICATIONS (RFQ) FOR COMMISSIONING CONSULTING SERVICES

Transcription

1 BOARD OF EDUCATION Julie Farnbach Kevin Hill Sandra Hinkson Dr. Allen Pulsipher Dr. Kristi Rutz-Robbins SUPERINTENDENT Tim Ritter REQUEST FOR QUALIFICATIONS (RFQ) Richard Shafer TEMECULA VALLEY FOR UNIFIED SCHOOL DISTRICT COMMISSIONING CONSULTING SERVICES Issued: May 1, 2015 Submittal Deadline Date May 21, 2015 at 3:00 p.m. Submit To: Janet Dixon, Director Facilities Development Department Temecula Valley Unified School District Rancho Vista Rd. Temecula, CA Rancho Vista Road / Temecula, CA / (951)

2 SECTION 1 - PURPOSE The Temecula Valley Unified School District (TVUSD, also referred to as District) has developed the following Request for Qualifications (RFQ) for commissioning consulting services for a Two-Story Classroom Building and Culinary Arts facility at Temecula Valley High School, and to establish a list of qualified consultants to perform commissioning consulting services on future projects. SECTION 2 DISTRICT AND PROJECT INFORMATION Temecula Valley Unified School District covers 213 square miles in southwest Riverside County. The District had 28,509 students in The District operates 30 sites including 3 comprehensive high schools, 6 middle schools, 17 elementary schools, a charter school site, an alternative education school site, a district office and a maintenance operations, and transportation (MOT) facility. The firm must have demonstrated expertise in representing school districts on similar projects. SECTION 3 SUBMITTAL GUIDELINES Firms desiring to submit qualifications shall do so no later than 3:00 p.m., Thursday, May The firm s submittal must contain all information as outlined in Section 6 of this RFQ, be no larger than 8 ½ x 11. One original and three copies of the proposal shall be provided. The firm shall submit its proposal clearly marked and addressed as follows. Proposals received after the above noted deadline will be rejected. Janet Dixon, Director Facilities Development Department Temecula Valley Unified School District Rancho Vista Rd. Temecula, CA Economy of Preparation: The firm s proposal should be prepared simply and economically, providing straightforward, concise delineation of your firm's capabilities to satisfy the requirements of this RFQ. To expedite the evaluation process, it is essential that specifications and instructions contained in the RFQ instructions are followed exactly as outlined in Section 6. Proposal Signature: If the proposal is made by an individual, it shall be signed, including the full name and address of the individual. If it is made for a corporation or partner-ship, it shall be signed by a principal of the firm. The proposal shall be submitted to the District with a wet signature as indicated in Section 6, Item 1. Cost of Preparation: Cost for developing the firm s qualifications and making presentations are entirely the responsibility of the submitting firm and shall not be chargeable in any manner to TVUSD. Request for Clarification: If any firm contemplating submitting its qualifications and is in doubt as to the true meaning of any part of this RFQ, it may submit to the District via a written request for clarification thereof no later than 3:00 p.m. Wednesday, May 13, 2015 to Janet Dixon, Director at [email protected]. Any requests received after this date or via telephone will be rejected. Addenda and Supplements to RFQ: If it becomes necessary to revise any part of this RFQ, an addendum to the RFQ will be provided to all who hold RFQ s. The District will not be responsible for any oral or other unofficial interpretation of any element of the RFQ or of its related documentation. Page 2 of 10

3 Withdrawals of Proposals: The proposal may be withdrawn upon request by the submitting firm, without prejudice, prior to, but not after the time fixed for receipt of submitted proposals, provided that the request is in writing, has been executed by the firm or its duly authorized representative, and has been filed with the District. Late Proposals and Extensions: Any proposal received after the specified due date and time will be rejected, and will be returned unopened. Extensions of time to prepare a proposal will not be authorized. Rejection of Proposals: The District reserves the right to reject any and all proposals received by reason of this request, or to negotiate separately with any source whatsoever in any manner necessary to serve the best interests of TVUSD. Non-acceptance of any proposals will imply neither criticism of the proposal nor that the proposal was deficient. Non-acceptance of any proposal means that another proposal or alternative was deemed to be more advantageous to the District. Unauthorized conditions, limitations, or provisions attached to a proposal will render it not in compliance and may cause its rejection. No oral, telegraphic, or telephonic proposals or modifications will be considered. It is recognized that each proposer may have developed its own typical methods of service delivery. It is not the District's intent to disqualify a firm due to variations in service delivery that do not affect quality and performance. Any proposals offering professional services of equivalent or better quality than that requested, which provides the necessary service, will receive full consideration. SECTION 4 DISTRICT GUIDELINES AND EXPECTATIONS The District reserves the right to make the selection of the Consultant(s) based on the criteria established in this RFQ, and other criteria as identified by the RFQ review and interview team. Proposals submitted may be reviewed and evaluated by any persons at the discretion of the District. Issuance of this RFQ and receipt of responses does not commit the District to pay any costs incurred in the preparation or delivery of any proposals submitted in response to this RFQ. The District reserves the right, at anytime, to amend or rescind this RFQ, in part or in whole. The District further reserves the right to seek modifications of any proposals, or to waive any irregularities in any responses received. The District expressly reserves the right to postpone response opening for its own convenience, to accept or reject any or all responses received to this RFQ, to negotiate with more than one respondent concurrently, or to cancel all or part of this RFQ. Award of this RFQ is final and without appeal. The District reserves the right to divide the scope of work as described and award to multiple firms, or to award subsequent projects based on the responses received in this RFQ. Any exceptions to or deviations from the requirements set forth in this RFQ must be declared in the response submitted by the respondent. Such exceptions or deviations must be segregated as a separate element of the response under the heading "Exceptions and Deviations," as instructed below. Confidential Information: All information and documentation submitted as part of this RFQ which has not been clearly designated as proprietary or confidential information shall become the property of the District and may only be returned at the District s option and at the submitting firm s expense. All information and documentation submitted to the District, excluding financial and proprietary information clearly identified in the qualifications, shall become public documents subject to the Public Records Act, and made available to the public upon request. It is understood that proposals made in response to the RFQ may contain technical, financial, or other data, the public disclosure of which would cause substantial injury to the firm s competitive position, or that would constitute a trade secret. To protect this data from disclosure, the firm should specifically identify Page 3 of 10

4 the pages of the proposal that contain such information by properly marking the applicable pages and by inserting the following notice in the form of its proposal: NOTICE The data on pages of this proposal, identified by an asterisk (*) or marked along the margin with a vertical line, contain information which are trade secrets, disclosure of which would cause substantial injury to the firm s competitive position. The firm requests that such data be used only or the evaluation of its qualifications, but understands that disclosure will be limited to the extent that TVUSD determines is proper under federal, state, and local law. The District assumes no responsibility for disclosure of use of unmarked data. In the event properly marked data are legally requested, the firm will be advised of the request and may expeditiously submit to the District a detailed statement indicating the reasons it has for believing that the information will be used by the District in making its determination as to whether or not disclosure is proper under federal, state, and local law. TVUSD will exercise care in applying this confidentiality standard but will not be held liable for any damage or injury which may result from any disclosure that may occur. Proposer agrees to assume and pay for all costs incurred by the District including Consultants fees awarded by the court if proposer requests District to resist disclosure of material provided to the District by proposer, provided the District determines that said materials are exempt under federal, state, or local law. Contact Between Firm and District: The owner and contracting entity for the project will be the Temecula Valley Unified School District, under direction of the District Superintendent. The project will be coordinated and managed through the office of the Assistant Superintendent of Business Services and the Facility Development Department. Firms submitting qualifications are prohibited from communicating about this RFQ with District Board members, the Superintendent, Administration, or staff. The District reserves the right to disqualify from this RFQ any firm attempting to communicate with District Board members, the Superintendent, Administration, or staff regarding this RFQ. District Use of RFQ Content: TVUSD reserves the right to use any or all ideas presented as part of the firm s proposal. Selection or rejection of the proposal does not affect this right. Acceptance of RFQ Content: Submission of the firm s proposal constitutes agreement by the firm to each and all of the terms, conditions, provisions, and requirements set forth and contemplated in this RFQ and any attached documents. Use of District Facilities and Resources: The successful firm(s) will be required to use his/her own office and facilities. Use of District facilities such as desks, telephone, and conference space will not be provided. TVUSD will provide staff as necessary for project coordination. The Consultant(s) will be required to be on site as necessary during the contract period as defined in the Owner Consultant Agreement(s). No district resources in terms of personnel, facilities, or equipment will be allocated. Insurance: Consultant(s) shall maintain in force, during the full term of the contract, insurance as described below. The Consultant is not required to provide proof of insurance until final selection and negotiations begin. Firms that fail to provide required insurance at that time may be eliminated during contract negotiations. Certificates of insurance, in form and with insurers satisfactory to District, evidencing all coverage s above shall be furnished to the District prior to the award of contract and before commencing any operations under this contract, with complete copies of policies promptly delivered to project manager upon request. a) Commercial General Liability Insurance: Commercial General Liability Insurance shall be at least as broad as Insurance Services Office General Liability Coverage (Occurrence Form CG0001.) One Page 4 of 10

5 Million Dollars ($1,000,000) per occurrence for bodily injury, personal injury and property damage/two Million Dollars ($2,000,000) aggregate. b) Automobile Liability Insurance: Automobile Liability Insurance shall be at least as broad as Services Office General Liability Coverage Form CA0001 covering Automobile Liability, Code 1 (any auto). One Million Dollars ($1,000,000) for bodily injury and property damage each incident. c) Workers Compensation and Employer s Liability Insurance: Workers Compensation insurance for all of the Proposer s employees in accordance with California law and Employer s Liability insurance in the amount of at least One Million Dollars ($1,000,000) per accident for bodily injury and disease. Non-Appropriation of Funds: Any contract(s) resulting from this RFQ is subject to appropriation of funds by the School District Governing Board for each fiscal year of services. Outreach: The Board of Education of TVUSD recognizes the importance of promoting economic growth in the communities it serves, and therefore encourages the involvement of small, local, emerging, and Disabled Veteran Business Enterprises (DVBE) in every aspect of its projects. Tobacco and Drug-Free Workplace Policy: The District and all District projects are tobacco and drug free workplaces and, as such, require that all persons on District property be subject to the requirements mandated by California Government Code section 8350, et seq. when on District property. Non-Discrimination: The District does not discriminate on the basis of race, color, national origin, religion, age ancestry, medical condition, disability, or gender in consideration for an award of contract. SECTION 5- FIRM QUALIFICATIONS AND SCOPE OF SERVICES The selected Consultant(s) shall provide Services to the District for various facilities improvement projects on an as-needed basis. All Engineering or other licensed professionals must hold valid California licenses. Exact Commissioning requirements will be determined on a project by project basis. Commissioning services could include, but are not limited to: The scope of 1) Provide Collaborative for High Performance Schools (CHPS) EE3.1 Enhanced Commissioning Services with EE3.1.1 Standard Commissioning requirements. 2) Assemble commissioning team, hold a scoping meeting and identify responsibilities. 3) Attend commissioning meetings as needed with project manager and design team. 4) Commissioning of the following building systems: a) Building Envelope: to include window openings, skylight systems, building finishes such as plaster and material transitions with complete review of sheet flashing, joint sealants, etc. b) HVAC systems: to include appropriate systems specification and compatibility of the total heating, ventilation, and air conditioning design, balancing distribution systems c) Plumbing: to including flush valves, water flow restrictors, acid neutralization tank, grease trap, domestic hot water systems. d) Lighting Controls: to include interior lighting control devices and network lighting controls systems for exterior lighting for functionality, compatibility, efficiency and code compliance. Page 5 of 10

6 e) Irrigation: to include the complete irrigation system design for compatibility with existing site utilities and compliance with State AB1881 directives. f) Specialized equipment particular to the project. g) HVAC systems and Controls h) Classroom acoustics, assistive listening systems. classroom technology i) Lighting Controls i) Interior lighting control devices and network lighting control systems for exterior lighting. ii) Theatrical lighting and stage dimming systems, as necessary during construction only. j) Renewable Energy Systems, if applicable 5) Commissioning scope of work shall include, but not be limited to: a) Design Phase: i) Coordinate commissioning work during design. ii) Develop the design phase commissioning plan. iii) Perform focused reviews of the design, drawings and specifications at various stages of development (during design development and construction document phases). iv) Review and provide comments to the Design Record documentation prepared by design team members (Design Intent, Design Narrative and Design Basis). v) Develop a draft construction phase commissioning plan. vi) Develop full commissioning specifications for all commissioned equipment.. Coordinate with the architect and engineers and integrate commissioning specifications into the overall project specification package. vii) Commissioning specification to include: a detailed description of the responsibilities of all parties; details of the commissioning process; reporting and documentation requirements, including formats; alerts to coordination issues; deficiency resolution; construction checklist and startup requirements; the functional testing process; and specific functional test requirements, including testing conditions and acceptance criteria for each piece of equipment being commissioned. viii) Coordinate a controls integration meeting where the electrical and mechanical engineers, District's representative and the Consultant discuss integration issues and responsibilities are clearly described in the specifications. b) Bid Phase: i) Attend pre-bid meeting to answer commissioning related questions. c) Construction Phase: i) Perform the tasks and functions in the specifications ascribed to the Consultant. ii) Coordinate and direct the commissioning activities in logical, sequential and efficient manner using consistent protocols and forms, centralized documentation, clear and regular Page 6 of 10

7 communications and consultations with all necessary parties, frequently updated timelines and schedules and technical expertise. iii) Coordinate the commissioning work with the contractor to ensure that commissioning activities are being incorporated into the master schedule. iv) Revise, as necessary, the construction phase commissioning plan developed during design, including scope and schedule. v) Plan and conduct commissioning meetings as needed and distribute minutes. vi) Request and review additional information required to perform commissioning tasks; including O&M materials, contractor start-up and checkout procedures. Before startup, gather and review the current control sequences and interlocks and work with contractors and design engineers until sufficient clarity has been obtained, in writing, to be able to write detailed testing procedures. vii) Review normal Contractor submittals applicable to systems being commissioned for compliance with commissioning needs, concurrent with the A/E review. viii) Review requests for information and change orders for impact on commissioning and District objectives. ix) Review coordination drawings to ensure that trades are making a reasonable effort to coordinate. x) Write and distribute construction checklists for commissioned equipment. xi) Develop an enhanced start-up and initial systems checkout plan with contractors for selected equipment. xii) Perform site visits, as necessary, 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 commissioning process. Assist in resolving any discrepancies. xiii) Perform the following pre-functional tasks: (1) Witness HVAC piping pressure test and flushing, sufficient to be confident that proper procedures were followed. Include testing documentation in the Commissioning Record. (2) Document construction checklist completion by reviewing completed construction checklists and by selected site observation. (a) Approve air and water systems balancing by spot testing and by reviewing completed reports and by selected site observation. xiv) With necessary assistance and review from installing contractors, write the functional performance test procedures for equipment and systems. This will include manual functioning testing, energy management control system trending and may include stand-alone datalogger monitoring. xv) Coordinate witness and document manual functional performance tests performed by installing contractors. Coordinate retesting as necessary until satisfactory performance is achieved. The functional testing shall include operating the system and components through each of the written sequences of operation and other significant modes and sequences, including startup, shutdown, unoccupied mode, manual mode, staging, miscellaneous alarms, power failure, security alarm when impacted and interlocks with other systems or equipment. Sensors and actuators shall be calibrated during construction check listing by the installing contractors, and spot-checked by the Consultant during functional testing. Analyze functional performance trend logs and monitoring data to verify performance. Page 7 of 10

8 (1) Tests on respective HVAC equipment and controls shall be executed, if possible, during both the heating and cooling system. However, some overwriting of control values to stimulate conditions shall be allowed. Functional testing shall be done using conventional manual methods, control system trend logs, and read-outs or stand-alone data loggers, to provide a high level of confidence in proper system function, as deemed appropriate by the Consultant and the District. xvi) Prepare test plans for, assist with execution of, and document tests of commissioned equipment overseen by regulatory authorities and ensure that such tests meet the testing rigor desired by the District. xvii) Maintain a master issues log and a separate record of functional testing. Report all issues as they occur directly to the District's Representative. Provide directly to the District's Representative written progress reports and test results with recommended actions. Provide a summary of cost savings or operational cost impacts for all non-compliant items. xviii) Review equipment warranties to ensure that the District's responsibilities are clearly defined. xix) Oversee and review the training of the District's operating personnel. (1) Oversee the videotaping of this training. (2) Review the creation of O&M manuals. (3) Review the preparation of the O&M manuals for commissioned equipment. xx) Compile a Commissioning Record, which shall include: (1) A brief summary report that includes a list of participants and roles, brief building description, overview of commissioning and testing scope, and a general description of testing and verification methods. For each piece of commissioned equipment, the report should contain the disposition of the Consultant regarding the adequacy of the equipment, documentation and training meeting the contract documents in the following areas: (a) Equipment meeting the equipment specifications, (b) Equipment installation, (c) Functional performance and efficiency, (d) Equipment documentation, and (e) Operator training (2) All outstanding non-compliance items shall be specifically listed, Recommendations for improvement to equipment or operations, future actions, commissioning process changes, etc. shall also be listed. Each non-compliance issue shall be referenced to the specific functional test, inspection, trend log, etc. where the deficiency is documented. (3) Also included in the Commissioning Record shall be the issues log, commissioning plan, progress reports, submittal and O&M manual reviews, training record, test schedules, construction checklists, start-up reports, functional tests, and trend log analysis. (4) Provide a summary of estimated cost savings or operational cost impacts for outstanding noncompliant items and items identified in the master issues log. xxi) Compile a Systems Manual that consists of the following: District's Project Requirements (by District); Design Narrative and Basis of Design (by designer); Performance Metrics, if completed during design; space and use descriptions, single line drawings and schematics for major systems (by designer); control drawings, sequences of control (by contractor); and a table of all setpoints and implications when changing them, schedules, instructions for operations and descriptions of the energy savings strategies in the facility, recommendations for recommissioning frequency by equipment type, energy tracking recommendations, and recommended standard trend logs with a brief description of what to look for in them (all by Consultants). Page 8 of 10

9 d) Warranty Period: i) Coordinate and supervise required opposite season or deferred testing and deficiency corrections and provide the final testing documentation for the Commissioning Record and O&M manuals. ii) Return to the site at 10 months into the warranty period and review with facility staff the current building operation and the condition of outstanding issues related to the original and seasonal commissioning. Also, interview facility staff and identify problems or concerns they have with operating the building as originally intended. Make suggestions for improvements to and for recording these changes in the O&M manuals. Identify areas that may come under warranty or under the original construction contract. Assist facility staff in developing reports, documents, and requests for services to remedy outstanding problems. SECTION 6 - PROPOSAL FORMAT The proposal shall address the following items in the order listed below and shall be numbered in the qualifications submittal to match the following list. The firm s qualifications shall be limited to not more than 10 double sided pages in length (excluding covers, tab separators, and Item 8-Sample Contract) 1. Letter of Interest: A letter of interest must be submitted, including the legal name of the respondent(s), address, telephone and fax numbers, and the name, title, and original wet signature of the person(s) authorized to submit the proposal on behalf of the firm. The letter of interest should provide a brief statement of the firm s experience indicating the unique background and qualities of the firm, its personnel, and what will make the firm a good fit for this scope of work. 2. Minimum Firm Qualifications: Written responses to Firm Qualifications Section 5 Items Additional Firm Qualifications: The proposal shall include the size of the firm, including the size of the firm s staff, number of clients, the location of offices. Discuss the firm s capability to manage and schedule projects, standard turnaround time, current relative workload, and staff s availability. 4. Conflict of Interest: The proposal shall disclose any possible conflict of interest. 5. Proposed Project Team: Identify persons that will be principally responsible to work with the District on this project and indicate the role and responsibility of each individual. Include any proposed consultants that will be part of your project team including the individual/firm s qualifications and experience with similar projects. 6. References and Description of Experience with Similar Projects: This section shall identify public agencies that the firm has represented Use this section of the proposal to indicate the areas of expertise the firm has previously provided to school districts on asset management and how the firm's expertise will enable the TVUSD to benefit from that expertise. Include projects that the firm has worked on with any proposed consultants. Provide references for the firm and any proposed consultants, including name, address, and telephone number, of persons who can attest to performance on described relevant projects. 7. Fee Schedule: Include the firm s fee schedule for the proposed scope of work, including all related key personnel and consultants as identified in Item 2. Reference basic services costs including typical staffing rates, professional fee schedules, reimbursable items, miscellaneous costs. Page 9 of 10

10 SECTION 7 - EVALUATION AND AWARD PROCESS The evaluation of the firm s proposal will be conducted as follows. Proposals will be evaluated in terms of the ability to meet the parameters as set forth in this RFQ. Selected firms may be asked to participate in an interview. Upon conclusion of evaluation, the firm(s) deemed most qualified will be recommended to the Governing Board and awarded a contract for the scope of work outlined in this RFQ. The contract period is anticipated to be three years, with two one year extensions to be awarded at the discretion of the Governing Board. At the District s sole discretion, work may be allocated among multiple firms. Additional work may also be awarded based on this submittal. TVUSD will compare and evaluate all proposals and select the firm(s) that best meets the needs of the District, based on the following factors: o Meeting minimum qualifications o Nature and quality of the firm s similar completed work o Understanding of the District s proposed scope of work o Proposed Project team o Fee competitiveness o Other considerations deemed relevant by the District Page 10 of 10