Request for Qualifications Commissioning Services

Request for Qualifications Commissioning Services

The Gaston County Board of Education seeks to select a Qualified Commissioning Authority or Authorities to provide commissioning services for the new Elementary School in Gastonia, NC and the new Middle School in Stanley, NC. The RFQ document Submittal Requirements may be viewed on the Gaston County Schools website at the following link: http://www.gaston.k12.nc.us/currentrfq Three (3) bound original copies of the RFQ submission shall be delivered to the address shown below no later than 5:00 PM EST September 23, 2016. No responses will be accepted after the date and time set forth in this paragraph. Include all items specified under the heading Submittal Content. RFQ submissions may not be submitted via facsimile machine or electronic mail. Respondents should allow sufficient mail delivery time to ensure timely receipt. Gaston County Schools shall bear no responsibility for late mail delivery. Failure to provide all requested information or otherwise comply with these provisions may disqualify a submission. Firms shall submit their qualifications to: Danny Garrett – Project Manager Gaston County Schools 943 Osceola Street Gastonia, NC 28054 704-866-6144 Please make specific reference in the qualification submission and in the accompanying cover letter to any legitimately and appropriately confidential or proprietary materials contained in the qualification submission; clearly mark the material accordingly. Gaston County Schools will retain, and is under no obligation to return, any materials submitted in response to this RFQ. All questions or requests for information regarding this RFQ should be submitted via email to: Danny Garrett [email protected] no later than 12:00 noon Monday September 19, 2016. Gaston County Schools assumes no liability for any costs associated with preparation or submittal of qualifications. Additionally, Gaston County Schools reserves the right to accept or reject any or all qualifications, to accept a portion of any qualification or to cancel this RFQ in its entirety.

http://www.gaston.k12.nc.us/currentrfq

Selection of Commissioning Authority

Gaston County Schools will utilize a panel of professionals including architects, engineers and school administrators to select one (1) Commissioning Authority (CxA) for each school or one (1) CxA for both new schools, solely at discretion of Gaston County Schools. Finalists may be requested to interview with the selection committee and make a formal presentation.

Scope of Services

New Elementary School: The project is a 118,243 gross sqft, 2 story, Type IIB building in Gastonia,

NC with a project budget of $21 million. The facility is expected to be comprised of 109,184sqft

new construction and 10,461 sqft existing construction. The architect is Boomerang Design, MEP

design by Optima Engineering and the general contractor is Beam Construction of Cherryville,

NC. The project is currently in the grading and early construction phase. The expected schedule

is to occupy by June 2017. See the plans at the architect’s site at the following link: http://www.thinkboomerang.com/gaston/

New Middle School: The project is a 135,246 gross sqft., 2 story, Type IIB building in Stanley, NC

with a project budget of $26 million. The facility will be all new construction. The project is

currently in the grading and early construction phase. The Architect is LS3P. MEP design by

Optima Engineering and the General Contractor is Branch & Associates of Roanoke, Va. The

expected schedule is to occupy by summer or fall of 2017. See the plans at the architect’s site at

the following link: http://ls3p-charlotte.wix.com/stanley-middle#!front/aukj9

The Commissioning Authority (CxA) will serve as Gaston County Schools’ (Owner’s) agent to

commission all identified components and systems in the Project. The primary role of the CxA

shall be to plan, manage, perform and report on the commissioning activities, utilizing the

reporting formats and standardized forms provided by the CxA whenever required. The CxA will

submit deliverable reports to the Owner according to a project schedule set by the CxA and

agreed upon by the Owner. The CxA shall develop and coordinate the execution of a

Commissioning Plan; observe and document the installation, check out, and startup of

equipment and systems, functional testing to verify and document that equipment and systems

function in accord with the requirements of the Contract Documents; and to assist in developing

accurate and complete documentation of the construction effort. The commissioning report

containing operation and maintenance manuals, results of testing and equipment warranties.

It is extremely important that all commissioning tasks be conducted in a transparent manner and

also involve the Owner’s building engineer and operations staff to the greatest degree possible.

The project management structure is traditional design/bid/build with full design documents and

specifications developed by an architectural/engineering firm. The construction documents will

http://www.thinkboomerang.com/gaston/

http://ls3p-charlotte.wix.com/stanley-middle%23!front/aukj9

be let out to bid and a general contractor will be hired to complete the construction. The owner’s

primary construction representative on-site will be provided by the separately contracted

services of a construction manager. The CxA will be hired by and report directly to the Owner.

Items Outside the CxA’s Scope of Work

Establish design concept, design criteria, compliance with codes, design or general construction scheduling, cost estimating, or construction management. The CxA may assist with problem-solving or resolving non-conformance or deficiencies, but ultimately that responsibility resides with the general contractor and the design team. The CxA will report to the owner any deficiencies or discrepancies.

Systems to Commission

Systems that shall be commissioned include mechanical, electrical, fire protection and plumbing

equipment. This will include the following systems and components:

1. Building automation system (BAS) and associated components

2. Water chillers, chilled water distribution and associated equipment

3. Heating water boilers, heating water distribution and associated equipment

4. Domestic water boilers, domestic water distribution and associated equipment

5. Heat exchangers and associated equipment

6. Air handling units and air distribution

7. Terminal Units

8. Exhaust fans (general, grease, lab)

9. Plumbing drain piping

10. Emergency power supply systems

11. Electrical system from the building entrance through the main switchboard, switchgear,

motor control centers, distribution panels and connections to major equipment

12. Lighting control integration to the BAS

13. Utility metering systems integration to the BAS

Formal Documentation

Reference Attachment A for a list of required formal written documents.

Construction Phase

During the Construction Phase, the CxA will monitor construction progress to ensure that established commissioning objectives will be achieved. The CxA shall provide the following tasks during the construction phase:

1. Continually update and modify Commissioning Plan based on actual construction and installed equipment, and distribute to the Owner, Design Team and GC.

2. Prepare final Prefunctional Checklists and final Functional Test procedures for the equipment and systems.

3. Conduct a Cx kickoff meeting with the design team, construction team and subcontractors to review the Commissioning Plan, Cx scope of work, a preliminary Cx schedule and how to fill out the Prefunctional Checklists.

4. Review and comment on TAB Execution Plan. 5. Create a Construction Variance and Deficiency (Issues) Log of any items observed to be a

problem, poorly installed, or discrepancies. 6. Witness a sample of pipe test and flushing procedure, sufficient to be confident that

proper procedures are followed. 7. Witness a sample of any ductwork testing and cleaning procedures, sufficient to be

confident that proper procedures are followed. 8. Witness a sample of checkout, TAB, end-to-end testing and calibration of controls. 9. Observe the first Prefunctional test of each type of system, including mechanical,

controls, electrical and specialty systems.

Acceptance Phase

Commissioning during the Acceptance Phase is required to demonstrate that performance of the installed equipment and systems meet the requirements of the Contract Documents. The CxA shall complete the following tasks during the Acceptance Phase:

1. Obtain copies of Prefunctional Checklists from the General Contractor with sign-offs verifying that the systems have been checked out and found in compliance with the manufacturer’s requirements.

2. Check the accuracy of the TAB effort. Direct the TAB contractor to take sample readings and compare to TAB report.

a. Check 10% of the TAB report readings of diffusers, grilles, hoods and terminal devices.

b. Check 100% of the TAB report readings for the central plant, main AHU’s, and main exhaust fans.

c. Document findings in each components or systems respective Functional Test form 3. Witness Performance Testing of smoke purge systems 4. Witness Functional Testing of each major piece of equipment to demonstrate that each

item of equipment and system is operating according to the contract documents. Functional Testing shall include operating the system and components through each of

the written sequences of operation. Tests on respective HVAC equipment shall be executed during both heating and cooling seasons.

5. Assist in trouble shooting and resolving control system problems as they are discovered. Functional Testing shall be performed on all control points.

6. Check the BAS system graphics to assure all specified graphics and points are provided and mapped.

7. Maintain a Functional/Performance Test Deficiency Log of any items found to be a problem, poorly installed, or discrepancies. Provide the log and rest results to the Owner, Contractor, and Architect with recommended actions.

8. Notify the Owner, GC and Architect of the unacceptable findings if 10% of identical pieces of equipment fail to perform to the requirements of the contract documents during Functional Testing.

9. Review O&M documentation for completeness. This review shall be parallel with the Design Team’s review of the O&M documentation for conformance to the project specification.

10. Review and pre-approve training of the Owner operating personnel by the contractor. 11. Perform seasonal testing checkout of equipment in August for cooling systems and in

January for heating systems. 12. Provide five (5) hard copies and three electronic copies of the Commissioning

management report (Commissioning Final Report). The report shall include an executive summary, list of participants and roles, brief building description and the following sections:

a. Summary Commissioning Report (Initial Occupancy) b. Summary Commissioning Report (10 Month Review) c. Basis of Design d. Project Specifications e. Commissioning Plan f. Drawing Review Records g. Submittal Review Records h. Closeout Documentation Review Records i. Issues Log with Resolutions j. Cx Progress Reports k. Executed Prefunctional Checklists l. Equipment Startup Reports m. Executed Functional Tests n. Blank Prefunctional Checklists o. Blank Functional Test Forms p. Test and Balance Report

Occupancy and Operations Phase

1. Schedule and verify deferred and seasonal testing by the contractor. 2. Verify continuing training. 3. Schedule, organize, and attend a lessons-learned workshop. The workshop is facilitated

by an independent member of the [commissioning authority’s firm] [or] [the owner]. 4. Complete the final Commissioning Process Report. 5. Assist in the development of a preventative maintenance plan, a detailed operating plan

or an energy and resource management plan. 6. Return to the site at 10 months into the 12-month warranty period. 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 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 and documents and requests for services to remedy outstanding problems.

Test Equipment

The Contractor(s) shall provide all tools or the use of tools as specified by the CxA in the Construction Documents that are required to start, check-out and functionally test equipment and systems, except for identified testing with supplemental portable data loggers which shall be supplied and installed by the CxA. Data logging equipment, monitoring devices, specialized equipment, and software not required to be provided by the installing contractor in the Contract Documents, and provided by the CxA to monitor, confirm, or verify the contractor’s testing procedure, shall remain the property of the CxA. Equipment provided shall meet the minimum accuracy, calibration and performance standards required by the specified Functional Performance Test.

Expectations of the Commissioning Team

Members of the Commissioning Team must be capable of listening, comprehending and responding to the Owner leaders who will give both general and specific guidance for desired project parameters. The team must have a principal-in-charge that is a Professional Engineer in the State of North Carolina, with other Engineers as appropriate that are also registered engineers. Project managers, lead field Engineers, and field support staff may be non-engineers who have the technical training, past field experience and skill in Commissioning, especially in the areas of TAB, HVAC operations, DDC systems and electrical system operations. Consideration will be given to firms with team members possessing one or more commissioning certifications provided by the following:

1. Building Commissioning Association – Certified Commissioning Professional (CCP) 2. Association of Heating, Refrigeration and Air Conditioning Engineers – Commissioning

Process Management Professional (CPMP) 3. University of Wisconsin-Madison - Accredited Commissioning Process Authority

Professional (CxAP or CAP) 4. AABC Commissioning Group - Certified Commissioning Authority (CxA)

The required expertise for this project must be part of the skill and experience set of the firm making the proposal. It is desirable that the CxA will have acted as the principal CxA for multiple projects over 120,000 square feet and will have acted as principal CxA for a project of a similar type facility as the Project at hand. The Commissioning team members should have extensive experience in:

Operation and troubleshooting of HVAC systems Direct digital control (DDC) systems Lighting control systems Testing, adjusting and balancing (TAB) of HVAC system Knowledge and experience in building operations and maintenance Providing O&M training. Energy efficient systems design and control strategy optimization. Writing commissioning specifications and test procedures

Submittal Content

Qualification submittals shall include the following information in the listed order. Each section

shall be tabbed and labeled “Section 1”, etc. Observe the maximum page quantity for each

section:

RFQ Signature Sheet (one page) Cover Letter (one page) Section 1: Identify Firm including name, address, phone number and contact person

regarding this RFQ. (one page) Section 2: Provide an organizational chart identifying disciplines, specific personnel, and

role of those who will be assigned to this project. (one page) Section 3: Firm’s capacity (e.g. number of full-time licensed engineers and commissioning

personnel). Provide resumes and workload for people assigned to this project. Refer to staff listed in Section 2. (maximum one page per person)

Section 4: Describe your project approach for this project. (two pages) Section 5: Detail firm’s quality control process with regard to design, document control,

and construction administration (one page) Section 6: Firm’s litigation history. Do you have any pending litigation or binding

arbitration with a client? (one page)

Section 7: Copy of your firm’s current professional liability or errors and omissions insurance. (one page)

Section 8: List last five (5) similar projects including date, size, location, and contact person (maximum 5 pages)

Section 9: Describe what makes your firm uniquely qualified for this project (one page)

Selection Process

The Owner’s panel of professionals review all qualification submittals and select and rank the most qualified Consultants. The selection and ranking shall be based on the following criteria (listed in alphabetical order):

Expertise of the team in performing the services required by the project Key individual experience Past experience in performing similar projects Proposed approach to the project Qualification submittal conformance with instructions in this RFQ

The Owner will interview with the highest ranked Consultants. Negotiations may be formally terminated if they fail to result in a contract within a reasonable time period. Negotiations will then ensue with the second ranked Consultant, and if necessary, the third ranked Consultant. If the second and third round of negotiations fail to result in a contract within a reasonable time period, the solicitation may be formally terminated.

Change in Personnel

If the commissioning firm’s personnel or sub-consultants change for this project, the Owner must review and approve the replacement personnel in advance. The replacement personnel shall have at minimum equivalent qualifications as the original personnel.

The signature sheet shall be the top sheet visible upon opening the binder cover.

QUALIFICATION SUBMITTAL COVER SHEET

COMMISSIONING SERVICES

GASTON COUNTY NEW ELEMENTARY SCHOOL

GASTON COUNTY NEW MIDDLE SCHOOL

_____________________________________ ______________________________________

Commissioning Firm Principle Professional Engineer in Charge (print)

______________________________________ _____________________________________

Signature Date of Signature

ATTACHMENT “A”

COMMISSIONING FORMAL WRITTEN WORK PRODUCTS

Product Created By Product Description and Form Due Date Deliver To

Scoping Meeting Minutes

CxA Minutes and notes of the

scoping meeting <1 week after

meeting All CxA Team

Construction Documents 100% Design Review

CxA

Summary report of observe concerns and deficiencies

relative to the Owner Design Intent and Commissioning

2 week after release of

documents

Design Team and Owner

Final Commissioning Plan CxA

Summary report of observed concerns and deficiencies


2 weeks after release of

documents


Commissioning Schedule CxA

Final Commissioning plan for construction phase (edited version of draft plan of bid

documents)

1-2 weeks after Commissioning

scoping meeting

All CxA team

Equipment submittals CxA Initial summary schedule and

detailed version

Summary schedule: 1 wk after scoping

All Commissioning

team

Pre-functional tests and checklists

All subs Detailed data on all

Commissioning’s equipment During normal

submittals CxA

Specs and

CxA List by equipment of pre-

functional tests During normal

submittals Subs

Start-up and checkout plans

All subs and CxA

Specific listing of procedures for combining CxA pre-

functional checklists with sub’s start-up checkout

2 weeks before execution

CxA

Start-up and initial checkout reports

All subs Filled out pre-functional

checklists, tests, start-up and initial checkout

1 week after start up

completion

CxA + normal others: O&M’s

Controls Contractor Initial Check-out Plan

Controls Contractor

Complete step by step plan on checkout and CxA calibration procedures, including forms

for documentation

3 weeks before beginning closeout

CxA

TAB plan and approach TAB Outline of TAB plan, approach

and schedule <6 weeks before

TAB

CxA, CM Controls

Contractor

TAB progress reports TAB List of discrepancies,

interpretations needed, tests completed

Twice a week CxA and CM


Draft TAB report

TAB

Draft TAB report with method and results

<2 weeks after TAB completion

CxA + normal others

Final TAB report TAB Final TAB report with method and results


CxA + normal others; O&M’s

Change Orders CM, PM Change orders that affect Commissioning equipment

<1 week after approved

CxA + others

Issues Log CxA Record/track of all issues and deficiencies

Ongoing CM + Owner

Non-Compliance/Deficiency reports

CxA List of deficiencies and non-compliance with Contract Documents identified during Commissioning

Issued within 3 days of identifying

Commissioning Team

Commissioning Progress Record

CxA Record/track of all submittals, checklists, tests, etc

Ongoing CM

Commissioning Progress Reports

CxA Gives scheduling needs and update, deficiency report, Commissioning progress

Weekly to monthly

CM + Owner

Owner contracted functional test forms

Subs/vendor Full description of test procedures in “form” format

>4 weeks before test

CxA

Functional test forms CxA Full description of test procedures in “form” format

>4 weeks before test

CM, Subs, O&M’s, A/E

Filled out functional test forms

CxA Recorded documentation of the test of the form

With final report CM, Subs, O&M’s, A/E

Functional test final approvals

CxA List of test number and description, date of test, approval signatures of CxA

Within 4 days of successful completion of test

CM

O&M Manuals (normal) CM and Subs Documentation of design equipment, operations and maintenance, as-builts, etc.

Before substantial completion

CxA reviews on-site

Training plan Subs Topics and methods 2 weeks before training

CxA; CM

Training completion form

CxA List of trainees, completed hrs and topics and approvals (Form C-5c)

<2 weeks after training completion

CxA

Final Commissioning report

CxA 4-6 page summary report with important findings, etc.

Draft within 60 days of substantial completion

CM + Owner

Deferred testing reports CxA Documentation of seasonal and deferred tests

Within 2 weeks of test

CM + Owner


Re-commissioning Manual

CxA Information required for re-commissioning building systems

Draft within 30 days of State Final Inspection

Owner

Contract to review building operation

Owner

Proposal from CxA accepted and contract issued

Within 30 days of State Final Inspection

CxA

EXPANDED COMMISSIONING FORMAL WRITTEN WORK PRODUCTS

Product Created By Product Description and

Form Due Date Deliver To

Scoping Meeting Minutes

CxA Minutes and notes of the

scoping meeting <1 week after

meeting All CxA Team

Owner’s Project Requirements

Owner, CxA, O&M, Users, Design Team

details the requirements of a project and the

expectations of operation All CxA Team

Intial Cx Plan Owner, Design

Team, CxA

Assures Owner’s Project Requirements and best

practices Owner

Systems Manual Outline Owner,

O&M, CxA Document stating

operations Owner

Training Requirements Outline

Owner, O&M, Design

Team Provided by vendors Owner, CxA

Issues Log Format Owner, CxA - Owner

Cx Report Format Owner, Cxa - Owner

Owner’s Project Requirements Update

Owner, CxA, O&M, Design

Team


expectations of operation Owner

Basis of Design Design Team Definitive list of requirements

Owner, CxA



Construction Specifications

Design Team, CxA,

Owner

Contractors, CxA, Design

Team

Systems Manual Outline (expanded)

CxA Design Team, Contractors

Training Requirements Owner, CxA,

O&M Design Team

Requirements in Specifications

CxA, Design Team

Design Team

Construction Documents 100% Design Review

CxA

Summary report of observe concerns and deficiencies


2 week after release of

documents


Design Review Comments CxA Responses to design Design Team

Issues and Resolutions Log

CxA contains a list of ongoing and closed issues of the

project Ongoing Design Team

Issues Report CxA Unresolved Issues Ongoing Design Team,

Owner

Design Cx Process Report CxA Owner


Design Team, CxA,

Owner


expectations of operation

CxA, Design Team, Owner, Construction

Team

Basis of Design Update Design Team Definitive list of requirements

Design Team,

CxA

Cx Plan Update CxA < 1 week after Owner, Design

Team, Contractor

Submittal Review Comments

CxA Reponses pertaining to

Submittals Contractor



System Coordination Plans

CxA Plans involved Contractor

Evaluation Checklists CxA Checklists of systems Contractor

Evaluation Reports Contractor Results CxA Team,

Owner

TAB plan and approach TAB Outline of TAB plan,

approach and schedule <6 weeks before

TAB

CxA, CM Controls

Contractor

Draft TAB report

TAB

Draft TAB report with method and results

<2 weeks after

TAB completion

CxA + normal

others

Training Plans Contractor

or CxA Topics and methods O&M, Users

Systems Manual Contractor O&M Booklet CxA, Users,

O&M

Preliminary Construction Cx Report

CxA Draft observed concerns and

deficiencies relative to the Design

Prior to occupancy

Owner

Commissioning Summary CxA

Summary report of observed concerns and deficiencies


2 weeks after release of

documents



CxA details the requirements of

a project and the expectations of operation

CxA, Design

Team, Contractors

Basis of Design Update Design Team Definitive list of requirements

Design Team,

CxA

Maintenance Program CxA O&M regarding systems Contractor

Test Procedures CxA Contractor



Test Data Reports CxA Results Contractor,

O&M

Issues & Resolutions Log CxA Record/track of all issues

and deficiencies Ongoing

Design Team, Owner

Contractors

Issues Report CxA Unresolved Issues Ongoing Design Team,

Owner, Contractor

Commissioning Schedule CxA

Final Commissioning plan for construction phase (edited version of draft plan of bid

documents)

1-2 weeks after Commissioning

scoping meeting

All CxA team

Equipment submittals CxA Initial summary schedule

and detailed version

Summary schedule: 1 wk after scoping

All Commissioning

team

Pre-functional tests and checklists

All subs Detailed data on all

Commissioning’s equipment During normal

submittals CxA

PCs Completed Specs and

CxA List by equipment of pre-

functional tests During normal

submittals Subs

Start-up and checkout plans

All subs and CxA

Specific listing of procedures for combining CxA pre-

functional checklists with sub’s start-up checkout

2 weeks before execution

CxA

Start-up and initial checkout reports

All subs Filled out pre-functional

checklists, tests, start-up and initial checkout

1 week after start up

completion

CxA + normal others: O&M’s

Controls Contractor Initial Check-out Plan

Controls Contractor

Complete step by step plan on checkout and CxA

calibration procedures, including forms for

documentation

3 weeks before beginning closeout

CxA

Final TAB report TAB Final TAB report with method and results


CxA + normal others; O&M’s

Change Orders CM, PM Change orders that affect

Commissioning equipment <1 week after

approved CxA + others



Issues Log CxA Record/track of all issues

and deficiencies Ongoing CM + Owner

Non-Compliance/Deficiency

reports CxA

List of deficiencies and non-compliance with Contract

Documents identified during Commissioning

Issued within 3 days of

identifying

Commissioning Team

Commissioning Progress Record

CxA Record/track of all

submittals, checklists, tests, etc

Ongoing CM

Commissioning Progress Reports

CxA Gives scheduling needs and update, deficiency report, Commissioning progress

Weekly to monthly

CM + Owner

Owner contracted functional test forms

Subs/vendor Full description of test

procedures in “form” format >4 weeks before

test CxA

Functional test forms CxA Full description of test

procedures in “form” format >4 weeks before

test CM, Subs,

O&M’s, A/E

Filled out functional test forms

CxA Recorded documentation of

the test of the form With final report

CM, Subs, O&M’s, A/E

Functional test final approvals

CxA List of test number and

description, date of test, approval signatures of CxA

Within 4 days of successful

completion of test

CM

O&M Manuals (normal) CM and Subs Documentation of design

equipment, operations and maintenance, as-builts, etc.

Before substantial completion

CxA reviews on-site

Training plan Subs Topics and methods 2 weeks before

training CxA; CM

Training completion form CxA List of trainees, completed

hrs and topics and approvals (Form C-5c)

<2 weeks after training

completion CxA

Final Commissioning Report

CxA 4-6 page report with

important findings, etc.

Draft within 60 days of

substantial completion

CM + Owner

Deferred testing reports CxA Documentation of seasonal

and deferred tests Within 2 weeks

of test CM + Owner



Re-commissioning Manual

CxA Information required for re-

commissioning building systems

Draft within 30 days of State

Final Inspection Owner

Contract to review building operation

Owner

Proposal from CxA accepted

and contract issued

Within 30 days of

State Final Inspection

CxA

Request for Qualifications Commissioning Services

Documents

Transcript of Request for Qualifications Commissioning Services