IMPORTANT NOTIFICATION:
The Purchasing Office has moved to a new location. The new address is 8600 Staples Mill Road, Henrico VA 23228. The Office is located near the intersection of Staples Mill Road and Parham Road in Henrico County, VA
Bidders/Offerors who elect to deliver their IFB’s/RFP’s in person or by special courier are encouraged to allow extra time to assure timely receipt of documents. Call (804) 501-5691 for further information.
RFP #15-1083-11JK
November 20, 2015
REQUEST FOR PROPOSAL
ANNUAL CONTRACT FOR
ENGINEERING SERVICES, COMMISSIONING AGENT
COUNTY OF HENRICO, VIRGINIA
Your firm is invited to submit a proposal to provide A Proposal for Engineering Services, Commissioning Agent in accordance with the enclosed specifications. The submittal, consisting of the original proposal and three (3) additional copies marked, “A Proposal for Engineering Services, Commissioning Agent", will be received no later than 2:30 p.m., December 17, 2015, by:
IN PERSON OR SPECIAL COURIER U.S. POSTAL SERVICE
County of Henrico County of Henrico
Department of Finance Department of Finance
Purchasing Division OR Purchasing Division
8600 Staples Mill Road ß NEW ADDRESS P O Box 90775
Henrico, Virginia 23228 Henrico, Virginia 23273-0775
This RFP and any addenda are available on the County of Henrico Purchasing website at http://www.co.henrico.va.us/genserv/purchasing/ To download the RFP, click the link and save the document to your hard drive. To receive an email copy of this document, please send a request to: kid01@.henrico.us
Time is of the essence and any proposal received after 2:30 p.m., December 17, 2015, whether by mail or otherwise, will be returned unopened. The time of receipt shall be determined by the time clock stamp in the Purchasing Division, Department of Finance. Proposals shall be placed in a sealed, opaque envelope, marked in the lower left-hand corner with the RFP number, title, and date and hour proposals are scheduled to be received. Offerors are responsible for insuring that their proposal is stamped by Purchasing Division personnel by the deadline indicated.
Nothing herein is intended to exclude any responsible firm or in any way restrain or restrict competition. On the contrary, all responsible firms are encouraged to submit proposals. The County of Henrico reserves the right to accept or reject any or all proposals submitted.
This RFP seeks professional services on an annual basis for Henrico County General Government and Henrico County Schools. The scope of services for each public body is set forth within the RFP. Upon the completion of negotiations, the Board of Supervisors will award a contract for services for Henrico County General Government and the School Board will award a contract for services for Henrico County Schools. Any reference in the RFP to the “County” will mean Henrico County General Government, Henrico County Schools, or both, depending on the context.
All questions concerning this Request for Proposal should be submitted to John Kida, Senior Purchasing Officer, e-mail Questions shall be submitted no later than November 30, 2015.
Cecelia H. Stowe, CPPO, C.P.M.
Purchasing Director
John Kida, CPPB
Senior Purchasing Officer
REQUEST FOR PROPOSAL
ANNUAL CONTRACT FOR
ENGINEERING SERVICES, COMMISSIONING AGENT
COUNTY OF HENRICO, VIRGINIA
I. PURPOSE:
The purpose of this RFP is to solicit proposals from qualified engineering firms to provide commissioning services for projects for the County of Henrico and Henrico County Public Schools. Services to include testing, fieldwork, design review and recommendations, construction monitoring and systems testing, LEED documentation, systems sequence/operation/condition evaluations and reports and required implementation of related commission services on select County projects. The County anticipates commissioning services to be procured on a project specific basis.
The range of services will vary from project to project as the scope of work for each is negotiated with the successful offeror.
The basis of the contract form will be an annual professional services contract prepared by Henrico County.
The resulting contract for this RFP will be administered by either the Facilities Management Division of the Department of General Services, Henrico County, Virginia for general government projects or by Henrico County Public Schools Department of Construction and Maintenance for school projects.
The total amount for all projects performed shall not exceed one million five hundred thousand dollars ($1,500,000) for the contract term. The individual project fee shall not exceed three hundred thousand dollars ($300,000) for any single project.
Work assignments shall be on an “As Needed” basis. The scope of each work assignment will be tailored to each specific project and will vary due to the size, complexity and budget of each project. A detailed review of the A/E fee proposal worksheet and hourly rate schedule will be utilized to negotiate each work assignment. Henrico County reserves the right at all times to perform work in-house or to solicit consulting services independently.
As noted above, the Board of Supervisors and the School Board will award separate contracts for the desired services. The term for each contract will be limited to one year or when the cumulative total project fees under the contract reach the maximum amounts described below. Each contract may be renewable for two additional one-year periods at the option of the County. The Successful Offeror is not permitted to hold a contract for design services for projects where it is providing commissioning services.
The County reserves the right at all times to perform work in-house or issue a Request for Proposal for individual projects if it is the determined to be in the County’s best interest
The contract expenditure for the last three years is as follows:
2-1-13 to 1-31-14 $ 33,846
2-1-14 to 1-31-15 $ 66,002
2-1-15 to 11-3-15 $ 54,946
Existing BAS systems include:
General Government
Siemens Apogee
Automated Logic
Tridium Niagara
Invensys Legacy Systems
HCPS
Siemens Apogee
Automated Logic
II. SCOPE OF SERVICES:
The successful Offeror shall provide all labor, materials and supervision to provide the following services:
A. Commissioning Requirements (Basic)
1. Pre-Design
Assist the County with auditing and reviewing existing standards, and ensuring standards comply with current code and specified energy and US Green Building objectives.
Provide required LEED experience and related input to the County’s requirements for systems and sub-systems to be commissioned. Commissioning Agent Services may include but would not be limited to: HVAC Systems (ventilation, exhaust fans, air conditioning components, sensors, and building automation systems), fire protection system, generator system, lighting systems and interfaces with security control system.
Assist County reviewing the document design intent, verify the initial design intent is most appropriate for the application, and review findings with the County and engineer (building efficiencies, building life, facility systems, fuel sources, building use).
2. Design Phase
Review the design documents (engineering calculations, drawings, and specifications) as they are prepared by the project Architect/Engineer (A/E) to ensure inclusion of material covering the contractor’s responsibilities for commissioning.
Provide comments and recommendations to the County related to the design.
Provide a commissioning matrix and testing strategy so that included in the construction documents is a structured approach outlining how and when to test all systems selected to be commissioned. Such a program would ensure that the commissioning agent or County staff conducts appropriate inspections and testing at desired times throughout the construction process.
The goal of the testing strategy would be to implement checks and balances in order to ensure final system performance meets original design expectations and rework of any kind is minimized.
Develop a commissioning plan that describes the commissioning process and the responsibilities of all parties. Plan shall be suitable for inclusion in the construction documents for contractor coordination. This shall include all test forms that will require contractor involvement. Specifications shall clearly identify the contractor’s, County’s and A/E responsibilities during commissioning.
3. Construction Phase
For each individual project, conduct a pre-construction meeting to define the owner’s requirements and ensure that the construction team (County’s representatives, A/E, Contractor, testing & balancing personnel, and sub-contractors) fully understands the commissioning process and its implementation. Ensure that the responsibilities of each party are clearly defined.
Review submittals in a timely fashion for compliance with the design intent and the commissioning plan as it impacts the commissioning process.
Notify required participants in advance of each commissioning event.
Conduct meetings and prepare minutes for distribution as part of the commissioning process.
Oversee start-up, operation and testing and balancing. As the scope of work for each project is negotiated, the County will determine whether an independent Testing & Balancing firm will be hired directly by the County or provided by the Commissioning Agent on a project by project basis.
Conduct site visits as required for each project to include:
A. Visits to observe the construction and installation of systems to be commissioned. Prepare a report of findings with recommendations for the County.
B. Visits to supervise the execution of the performance testing. Prepare a report of findings with recommendations for the County.
C. Visits to supervise the re-testing of up to 30% of performance tests. Prepare a report of findings with recommendations for the County.
4. Acceptance Phase
Verify compliance of systems with construction documents.
Propose a suitable schedule and prepare agendas for training of systems, controls, etc. by the contractor.
Prepare and submit a verification report to the owner inclusive of performance test data. Submit a final commissioning report prior to County occupancy of General Government projects and prior to acceptance for School projects.
Review O & M manuals and make appropriate comments.
Provide one day of specialized system training for the maintenance staff.
Confirm final testing, balancing, and accuracy of adjustment reports.
Review as-built drawings for the systems commissioned.
B. Commissioning Agent and Consultant Requirements (Enhanced)
1. The selected engineering firm and its consultants must have demonstrated experience commissioning building systems and implementing LEED Basic Commissioning and Enhanced Commissioning Services as outlined in US Green Building LEED Reference Guides versions 2.2 and 2009 (v3) for New Construction and LEED 2009 (v3) for Existing Buildings and Schools.
2. At a minimum, the systems and sub-systems for which commissioning maybe required consists of HVAC Systems (ventilation, exhaust fans, air conditioning components, sensors, and building automation systems), fire protection system, generator system, lighting systems and interfaces with security control system.
3. All services of the Commissioning Agent shall be performed by or under the direct supervision of an engineer licensed in the Commonwealth of Virginia.
4. As part of the services required for each individual assignment, the Commissioning Agent will provide services to return to each site at approximately 10 months into the warranty period to review with the facility staff/owner the current building operation and condition of outstanding items related to the original and seasonal commissioning.
5. Commissioning Agent may be required to assist the A/E for each individual project in developing the requirements for commissioning and to fully understand the design intent of all building systems and subsystems.
III. COORDINATION AND RESPONSE:
A. The County will provide a Construction Coordinator in order to effectively coordinate the progress of the work. However, the General Contractor is charged with establishing the construction schedule; and therefore, the Successful Offeror will be expected to coordinate his work with that of the General Contractor. Work under this contract may be required to be performed on weekends or holidays depending on the project requirements and schedule.
B. The County will provide, for use by the Successful Offeror the following:
1. Drawings and specifications for each authorized project.
2. Plat(s) showing site boundaries and existing and previous topography.
3. Property corner stakes where necessary.
4. Chain of title(s) for the subject properties back to at least 1940 or such a date as required.
5. Rights of entry and access to the subject site(s).
6. Available aerial photographs, old maps, and information concerning prior site usage, or usage of adjacent and abutting sites
7. The location, type, and approximate size or quantity of known hazardous substances, and/or underground tanks on the subject site
8. Other available data, such as geotechnical and environmental reports, toxic spill reports, water quality data from on-site or adjacent ponds, streams, rivers, or wells, and similar data
9. Right of entry and access to adjacent and abutting properties where obtainable.
10. Written authorization to the Successful Offeror to perform his services.
C. Individual Purchase Orders shall authorize all services under the agreement developed pursuant to this RFP, on a project-by-project basis. Each PO shall include a detailed scope of services, a not-to-exceed fee, and a completion date for the services, documented by a written submittal from the Successful Offeror to the County.
D. The Successful Offeror shall provide an electronic copy of all reports via a structured Email system or FTP, or other software incorporated into the contract, whichever is agreeable to the County.
IV. ANTICIPATED SCHEDULE:
Request for Proposal issued: November 20, 2015
Advertised in newspaper November 22. 2015
Last day for questions November 30, 2015
Proposal submissions due: 2:30 p.m., December 17, 2015
Conduct Oral presentations: January 14, 2016
Award of contract: February 9, 2016
V. COUNTY RESPONSIBILITIES:
Henrico County will designate individual(s) to act as the Project Manager for all work performed under this contract. The Project Manager shall coordinate the work, and shall have the authority to make decisions in writing binding their respective employers on matters within the scope of the contract.
VI. GENERAL CONTRACT TERMS AND CONDITIONS:
A. Annual Appropriations
It is understood and agreed that the contract resulting from this procurement (“Contract”) shall be subject to annual appropriations by the County of Henrico, Board of Supervisors. Should the Board fail to appropriate funds for this Contract, the Contract shall be terminated when existing funds are exhausted. The successful offeror (“Successful Offeror” or “contractor”) shall not be entitled to seek redress from the County or its elected officials, officers, agents, employees, or volunteers should the Board of Supervisors fail to make annual appropriations for the Contract.