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Page 1 of 15 Millcreek 3330 South 1300 East Millcreek, UT 84106 Request for Proposals/Bids City Hall Building Commissioning Services due May 13, 2022, at 5:00 p.m. local time 1. Introduction. Millcreek (the “City”) is requesting proposals/bids (“Proposals” or “Responses”) from qualified proposers (“Proposers”) for providing building commissioning and testing (as described below). 1.1. Intent. It is the intent of this Request for Proposals/Bids (this “Request”) to set forth the minimum acceptable requirements for Responses to this request. 2. Background of the Project. The City was incorporated in December of 2016 and currently has an approximate population of 63,000 residents. The City is currently begun construction on a new city hall of approximately 76,000 square feet which is scheduled to be completed in July of 2023, located at 1330 East Chambers Avenue (3205 South), Millcreek, UT 84106. The new city hall will be a six-story structure with a below grade basement and will feature a ground-floor market and exposition place, four floors for city and police operations, and a sixth- floor community center reception hall with exterior balcony. The structure of the building will be of concrete and steel with the exterior envelope of glass and metal panels. The primary HVAC system will be a VAV system with natural gas boilers and water-cooled chillers. 3. Building Commissioning. The primary objective of the Cx Authority is to ensure that the buildings’ equipment and systems are complete, fully functional, and perform in accordance with the contract documents and design intent. To achieve this goal, the commissioning process shall establish and document the Owner’s criteria for system function, performance, and maintainability. The primary role of Cx Authority will be to develop, document, implement, and manage the Owner’s Project Requirements (OPR), and Basis of Design (BOD), and commissioning specifications, and perform the necessary drawing phase reviews. During construction, the Cx Authority shall coordinate the execution of the design phase commissioning documents, which shall include observing and documenting the performance of all equipment and systems to ensure that they are functioning in accordance with the contract documents and the design intent. This includes inst1allation and start-up of equipment and systems through the acceptance phase. The Cx Authority is responsible to coordinate with the Director of City Facilities and include him in the commissioning process. The responding Cx Authority must be able to meet all of requirements outlined in this RFP. 3.1 Scope of Services. The equipment and systems to be commissioned shall include all equipment and systems affected, moved, relocated, or otherwise, and installed within ---PAGE BREAK--- Request for Proposals Page 2 of 15 the defined scope of the work, which is defined within the Project Manuals, and the Construction Documents. Scope of services requested include, but not limited to: • Design Phase o Review Project Specifications for conflict of equipment and systems o Maintain and Update Issues/Resolutions Log o Review Controls Specification and provide comments and suggestions to design team o Provide comments and suggestions for Design Team consideration with emphasis on, commissionability, operability, energy efficiency, maintenance, and compatibility • Construction Phase/Acceptance Phase o Schedule and Conduct Construction Phase Commissioning Kick-off Meeting and all subsequent Commissioning Meetings for the purpose of coordination, communication, and conflict resolution, and discuss the progress of the commissioning processes. Prepare and distribute minutes to commissioning team members and attendees within three workdays of the commissioning meeting. Frequency and participation for commissioning meetings to be approved by the Owner. Participate in coordination meetings to review commissioning activities and schedules to assure they are logical and linked to meet project completion. o Schedule an in-depth review meeting for the sequence of operations for all systems to be commissioned. This meeting is to take place immediately following the controls submittal review and shall Include the DOR, Controls Contractor and all Owner’s that need to participate (facility maintenance staff) o Confirm all owner required systems that need to be metered. o Confirm all owners required HVAC equipment that needs to be tied to owners provided schedules such as occupancy sensors and lighting controls. o Review Contractor’s construction schedule, periodically, and prepare a commissioning milestone schedule that indicates the level of detail desired to forecast commissioning events 30 days minimum in advance o Ensure that Construction Phase Commissioning Plan and Specifications are adhered to by the contractor o Update the Commissioning Plan to reflect equipment and controls data from the submittals, and provide commissioning schedule information that the contractor can integrate into the project schedule o Provide integrated web-based commissioning tool to manage commissioning process including reviews, meeting minutes, pre-functional checklists, functional tests and site visit reports. o Maintain and Update Issues Log o Review shop drawings and equipment submittals for information affecting the commissioning process and provide written response to Owner and design team. Review submittals from the contractor for compliance with Commissioning Plan. Review and comment on performance expectations of systems, equipment and interfaces between systems as they relate to the execution of functional testing o Perform On-site Construction Observation Visits to Monitor and Observe correct component and equipment installation including: Controls point-to-point Checkouts, Pre-Startup Testing of all Major Equipment, and Review Startup ---PAGE BREAK--- Request for Proposals Page 3 of 15 Reports from Contractor(s). Provide Field Observation Notes/Resolution after each Construction Observation Visit. Please coordinate these visits with facility staff to accompany on these visits. o Verify Commissioning Checklists and Procedures are complete prior to performing Functional Testing o Prepare Functional Acceptance Test Plans, Acceptance Criteria, and Procedures for Systems based on Project Construction Documents and Performance Requirements. o Perform Functional Testing (document testing completion and participants) o Review O&M Manuals, regarding reviewed specifications sections, and provide necessary comments to Owner, Contractor, and Design Team o Review Final Sequence of Operations as installed to ensure compliance with documentation o Review and comment on contractor or vendor training plans. o Review the Contractors Training Program. Coordinate and monitor contractor performance of Owner O&M staff training sessions. These training sessions shall be video recorded in conjunction with the Contractor. o Review Systems Manual o Review and inspect the draft and final TAB report. Witness on a sample basis, the testing, adjusting and balancing work that has been carried out by TAB contractor. A minimum 25% sampling shall be witnessed. - Direct the functional acceptance testing of systems, and interactions between systems, leading to acceptance of the completed work. Document results of all tests witnessed. Identify failures in functional tests as commissioning observation issues. o Provide Final Construction Phase Commissioning Report(s) within 30 days of contract phase completion o Prepare Final Construction Phase Acceptance of Systems Report(s) o Attend Construction Meetings and conference calls with Owner & design team, as required o Coordination with Energy Engineering Consultant of equipment and systems. o Coordination with Building Envelope Commissioning (Cx) Consultant of envelope building components. • Post-Acceptance Phase/Warranty Phase o Maintain and Update Issues Log o Perform Seasonal (Performance) Testing and provide Report at 10 months after Final Construction Phase Acceptance of Systems Report o Provide Final Warranty Phase Commissioning Report within 30 days of contract completion 3.2 Operations. Cx Authority shall coordinate with general contractor’s schedule and provide sufficient personnel to meet the project schedule. Commissioning activities may take place after hours and/or on weekends, the Cx Authority shall provide sufficient personnel to perform all services and include any additional charges for those services in their proposal fee. This shall be anticipated and included within the returning proposal. ---PAGE BREAK--- Request for Proposals Page 4 of 15 • Cx Authority shall review in-progress pre-functional checklists to verify that the contractor is meeting the requirements of the test procedures while keeping the Owner’s Project Representative, Design Team, and Local Facility Plant Operations and Maintenance Crew aware of the progress. • Cx Authority shall review and respond, in a timely manner, through the proper lines of communication (owner, architect, consultants, general contractor), to RFI’s, Submittal’s, and costs events associated with commissioning. Anything that impacts scope, schedule and/or budget, shall have the prior approval of the Project Owner Representative before responding to such requests. • Cx Authority shall obtain valid calibration certification of all sensors, meters, and other test equipment utilized by contractors for all commissioning activities. • Cx Authority shall provide a commissioning record updated on a regular basis, including status of all relevant commissioning events. The Commissioning Record shall include: o Commissioning progress and non-conformance issues o Master commissioning issues log o Status of pre-functional form submittals and checklists o Assist in updating the Commissioning schedule developed by the GC o Commissioning two-week look-ahead by general contractor • The Cx Authority shall review and evaluate requests and/or Proposed Change Orders (PCO) as applicable to the equipment or systems and advise Owner as to whether any proposed changes to the equipment or systems are consistent with the intent of the Commissioning Plan. The Cx Authority shall coordinate with the architect and their design consultants (engineer of record). 3.3 Equipment and Systems. Millcreek City requests pricing for the following equipment and systems to be commissioned on this project. Major equipment and systems shall be reviewed 100% sampling (i.e. Chillers, Cooling Towers, Boilers, Heat Pumps, Air Handler Units, MAUs, CRACs, Major Exhaust/Return Fans, VAVs, laboratory air valves, pumps, pre-action fire protection systems, electrical systems, emergency power systems, etc.). Terminal equipment and similar systems shall be reviewed at a 25% random sampling (i.e. air terminal units, TAB verification, lighting controls, general exhaust fans, fan-powered boxes, unit heaters, plumbing equipment, plumbing fixtures, plumbing piping systems, etc.) • Equipment and Systems shall include: o All HVAC Systems and Associated Systems o Automated Control Systems o Uninterruptible Power Supply (UPS) Systems o Electrical Power Distribution Systems o Emergency Power Generators o Automatic Transfer Switches o Life Safety Systems o Fire Protection/Suppression Systems, including system pump(s), storage tank(s), pre-action systems & specialized systems ---PAGE BREAK--- Request for Proposals Page 5 of 15 o Fire Alarm System interaction with HVAC, all types of smoke dampers, including Smoke Dampers, Fire Smoke Dampers, and Fire Dampers, and Fire Doors/Curtains o Stairway Pressurization System o Building Management Systems/BAS/DDC o Domestic Hot Water Plumbing systems o Automatic Plumbing Systems o Interior and Exterior Lighting Systems (occupancy sensors, daylight dimming, lighting scenes, lighting controls) o Security and Intrusion Detection Systems (i.e. cameras, card readers, door locks, panels, devices, etc.) 4. Proposal Requirements. Provide an electronic copy in PDF (Portable Document Format) of the Proposal are required to be submitted to Kurt Hansen, Director of City Facilities as listed below, no later than 5:00 p.m. local time on May 13, 2022. Any response, modification, or amendment received after the due date and time is considered late. No late response, modification, or amendment will be accepted. No electronic Responses will be accepted. Proposals must include the following elements and be signed by an authorized representative of the Proposer: 4.1. Introductory Letter. An introductory letter expressing an interest in providing this service should be included. The introductory letter should be addressed to: Kurt Hansen Director of City Facilities Millcreek City Hall 3330 South 1300 East Millcreek, UT 84106 [EMAIL REDACTED] Include an e-mail address for the primary contact of the Consultant. 4.2. Qualifications. Describe, in detail the Proposer’s experience in providing building commissioning services in or near the Utah region. The Cx Authority must have significant in-building commissioning experience within the last 5 years, including technical and management expertise on projects of similar scope, type, size involving the specific systems to be commissioned as outlined in this RFP. It is recommended that the Cx Authority in-charge be a certified professional and the Cx Authority firm shall possess a current commissioning certification from one of the following agencies: • ASHRAE certification-CPMP (Commissioning Process Management Professional) • Association of Energy Engineers-CBCP (Certified Building Commissioning Professional) • AABC Commissioning Group Guidelines (ACG) • Building Commissioning Association (BCxA) ---PAGE BREAK--- Request for Proposals 4.3. Proposal Submittal Requirements. The respondent’s proposal will be evaluated based upon the thoroughness of response, qualifications submitted, and the proposed lump sum fixed fee. The submittal shall include the following information regarding the firm’s personnel, the firm’s project experience, and the firm’s ability to work on schedule to meet the project’s schedule. Please provide a response to this RFP for Commissioning Services that includes the following information: • A Statement of Commissioning Qualifications and your Firm’s experience with similar projects commissioned within the past 5 years. • A summary of your Company’s general approach to Commissioning and how your firm plans to execute these projects • A Management Plan, explaining how your firm plans to execute these projects, and how your firm will coordinate with the Design Team, and Owner to assure that correct documentation is captured within the project. • Identification of Anticipated Potential Problems. Proposals should identify and describe any potential problems with respect to providing building commissioning services. • An Organizational Chart and Resumes of the proposed staff to be assigned to this project including license number of the firm’s registered Commissioning Authorities, Agents and Technicians and Engineers in the State of Utah who will be working on the proposed services, including years of experience. • A schedule outlining the tasks required to be performed from the scope of services listed above. • A separate Lump Sum Fixed Fee quotation to perform Commissioning Services • Hourly Rates for Additional Services All Expenses and Reimbursable expenses shall be included within the Lump Sum Fixed Fee quotation. 6. Evaluation Criteria and Scoring Process. All Proposals received will be reviewed by the Evaluation Committee. Each evaluation criterion has been given a percentage based on its relative value. The criteria and each associated percentage are as follows: ▪ Qualifications (60%) ▪ Cost (30%) ▪ References (10%) 7. Selection. The Director of City Facilities may conduct discussions with Proposers that are being considered to be selected for the award. In addition, one or more Proposers may be ---PAGE BREAK--- Page 7 of 15 invited to participate in an interview; however, Proposals may be accepted without discussion or interview. The Mayor or his designee will make the award. 8. General Information. City reserves the right to reject any and all Responses. The City reserves the right to amend, modify or waive any requirement set forth in this Request. Response to this Request is at the Proposer’s sole risk and expense. All Proposers must comply with applicable federal, state, and local laws and regulations. Except for written responses provided by the contact person described below, the City has not authorized anyone to make any representations regarding the subject matter of this Request. All requests for clarification or additional information regarding this Request must be submitted in writing to the contact person described below no later than May 10, 2022, at 2:00 p.m. The contact person will endeavor to respond to such request for clarification or additional information and if the contact person deems, in her sole and absolute discretion, that such response is of general applicability, his response, if any, will be posted on the City’s website at Millcreek.us (which constitutes a written response). Entities responding to this Request are encouraged to review such website frequently. The City anticipates selecting one or more of the responding Proposers, but there is no guarantee that any responding Proposer will be selected. Responses will be placed in the public domain and become public records subject to examination and review by any interested parties in accordance with the Government Record Access Management Act (Utah Code Ann. § 63G-2-101, et seq.). All materials submitted in response to this Request will become the property of the City and will be managed in accordance with the Government Record Access Management Act. 9. Terms of Contract. The successful Proposer will be required to enter into a contract with the City to provide the services described herein. If the selected Proposer and the City Attorney are unable to negotiate an acceptable agreement, then another Proposer(s) will be selected by the Mayor, or his designee, and negotiation will continue with such other Proposer(s) until an acceptable agreement is completed. 10. Contact Person. For more information on the Proposal, contact Kurt Hansen, Director of City Facilities, [EMAIL REDACTED], 3330 South 1300 East, Millcreek, UT 84106 or for American with Disabilities Act (ADA) accommodation, contact Kurt Hansen, Director of City Facilities, [EMAIL REDACTED], 3330 South 1300 East, Millcreek, UT 84106. Exhibit Preliminary Elevations and Floor Plans ---PAGE BREAK--- Page 8 of 15 ---PAGE BREAK--- Page 9 of 15 ---PAGE BREAK--- Page 10 of 15 ---PAGE BREAK--- Page 11 of 15 ---PAGE BREAK--- Page 12 of 15 ---PAGE BREAK--- Page 13 of 15 ---PAGE BREAK--- Page 14 of 15 ---PAGE BREAK--- Page 15 of 15