HomeMy WebLinkAbout2014 Commissioning Agent Police and Courts: Final Contract, RevisedREQUEST FOR QUALIFICATIONS
COMMISSIONING SERVICES
CITY OF BOZEMAN
Police and Courts Facility
Bozeman, MT
City of Bozeman PO Box 1230
Bozeman, MT 59771-1230
Amended April 21, 2014
Request for Proposals for Commissioning Services
Police and Municipal Courts Facility
City of Bozeman
City of Bozeman Police and Municipal Courts Building Page 2 of 9
I. INTRODUCTION
The City of Bozeman (Owner), is seeking qualifications and proposals for independent Commission
Agent (CA) services to undertake preconstruction and construction services for the new Community Police and Municipal Courts Building (the “Project”). The CA will be hired directly by the Owner and
shall work in coordination with the Project’s architectural and engineering firms (Design Team) and the
General Contractor/Construction Manager to implement the commissioning process. The CA shall
provide commissioning services during the design phase, the construction phase, the occupancy phase,
and the post-occupancy operational warranty phase. The design development phase is scheduled to be completed by the end of June 2014.
This Request for Proposals shall not commit the Owner to enter into any agreement, to pay any expenses
incurred in preparation of any response to this request, or to procure or contract for any supplies, goods or
services. The Owner reserves the right to accept or reject any and all responses received as a result of this RFP if it is in the Owner’s best interest to do so.
This Procurement is governed by the laws of the State of Montana and venue for all legal proceedings
shall be the 18th Judicial District Court, Gallatin County.
By offering to perform services under this Procurement, all Submitters agree to be bound by the laws of
the State of Montana, and including, but not limited to, applicable wage rates, payments, gross receipts
taxes, building codes, equal opportunity employment practices, safety, etc.
The City of Bozeman makes reasonable accommodations for any known disability that may interfere with an applicant’s ability to compete in the bidding and/or selection process. In order for the city to make such
accommodations, applicants must make known any needed accommodation to the city’s ADA coordinator James Goehrung at (406)582-3232.
Request for Proposals for Commissioning Services
Police and Municipal Courts Facility
City of Bozeman
City of Bozeman Police and Municipal Courts Building Page 3 of 9
II. PROJECT BACKGROUND AND DESCRIPTION
Introduction
The Project scope is to undertake pre-construction and construction services for the new Police and
Municipal Courts building. The Owner intends to complete the programming and design for a new
building to accommodate all services related to Bozeman’s municipal criminal justice functions including
the police, municipal courts, city attorney, and victim/witness functions.
Project Location and Site
The proposed site is on the current Montana Department of Transportation (MDT) shops site. Present
authorization for the Project extends through completion of design only. The Owner intends to submit the
Project to voter approval for funding in the November 2014 election. The Owner is actively pursuing a land exchange with the MDT to acquire their property at 902 North Rouse and intends to construct the
Project at that location.
Design Considerations
The Project is anticipated to be a unique, state-of-the-art criminal justice facility. The facility will
primarily serve the residents of the City of Bozeman and will include both public and secure areas for the
Bozeman Police Department and Bozeman Municipal Court but will not include detention services. The
building will also include offices for the Bozeman City Attorney, Gallatin County Victim Witness
program, as well as community, training and seminar spaces.
The commissioning process shall be an integral part of the building project and shall include the
following systems throughout: (1) HVAC systems and associated energy management control systems;
(2) lighting controls; (3) domestic hot water systems; (4) water using systems; (5) energy systems; (6)
building envelope insulation systems; (7) fire protection systems; (8) fire alarm systems and may also include, photovoltaic, geothermal, co-generation, and any other energy efficient systems as may be
included in the building. The design must adhere to the city’s design standards and all applicable codes.
Sustainability, life-cycle costs, maintainability, quality, and energy efficiency will be high priorities in the
decision-making process for how this building will be designed and constructed. The building is expected
to be submitted for a minimum of USGBC LEED Silver certification.
For the design, the Owner has selected:
Thinkone Architects
101 East Main Street, Studio 1 Bozeman, MT 59715
(406) 586-7020
bhanson@think1.com
The Owner is ready to hire the Commissioning Agent as the next step to informing and collaborating in the design process. The project is presently in the early Programming and Planning process. Final
design, construction document development, and other post-bond activities will not occur prior to the
Request for Proposals for Commissioning Services
Police and Municipal Courts Facility
City of Bozeman
City of Bozeman Police and Municipal Courts Building Page 4 of 9
passage of a construction bond in the November 2014 election. The Owner retains the option to not
commence or cancel the post-bond phase services, or terminate the contract and negotiate a replacement
contract with the next highest rated Submitter from this solicitation, or to conclude the Commissioning
Agent’s services at pre-construction services.
The following is the intended timeline for the project:
CA Selection:
Advertising dates: April 12, and 19, 2014 Receipt of Qualfication statements: No later than 5:00 p.m. MST on April 25, 2014
Selection and contract negotiation: April 30, 2014
III. QUALIFICATIONS
The Owner is seeking a CA who will commit to staffing this project with persons satisfying as many of
the following qualifications as possible. The qualifications of the CA staff designated to work on this
project shall be clearly defined in their response to this RFQ.
1. Demonstrated experience with high performance systems design and HVAC control optimization. 2. Demonstrated experience in the operation and troubleshooting of HVAC systems, energy
management, control systems, fire protection systems, and fire alarm systems.
3. Demonstrated experience in the operation and troubleshooting of photovoltaic, geothermal, and
co-generation systems.
4. Demonstrated experience in the oversight of testing and balancing of both air and water systems. 5. Demonstrated experience in the oversight of building operation and maintenance (O&M) training.
6. Demonstrated experience in the review and approval of O&M manuals prepared by trade
contractors.
7. Demonstrated experience in monitoring and analyzing systems operation during warranty period.
8. Demonstrated experience in managing the commissioning process and the preparation of commissioning specifications.
9. Demonstrated experience in working successfully with Design Teams, Construction Managers and
trade contractors.
Qualifications submitted by respondents shall provide sufficient information to allow the Owner to evaluate the CA firm’s experience, the qualifications of staff designated for this project, and the
availability of designated staff during the project’s duration.
1. Descriptions of at least three (3) relevant projects similar or larger to this Project including
systems commissioned, construction costs, date of completion, and a client contact with title and phone number.
2. Description of recently completed projects that achieved LEED certification. Provide description
of CA’s responsibility for LEED certification process.
3. Resume of lead person designated as the commissioning authority including documentation that
demonstrates the lead person meets or exceeds the minimum qualifications listed above. 4. Resumes of other staff designated for roles on this project and statement of staff’s availability for
project.
Request for Proposals for Commissioning Services
Police and Municipal Courts Facility
City of Bozeman
City of Bozeman Police and Municipal Courts Building Page 5 of 9
5. Narrative of the CA’s proposed approach to this project by phase including a description of all
activities the CA will implement to verify and document that all designed systems and assemblies
are planned, designed, installed, tested, operated and maintained through the warranty period to
meet the Owner’s project requirements and other performance requirements set out in the Construction Documents.
IV. SCOPE OF SERVICES
The CA shall lead the commissioning process and shall plan, schedule, review, coordinate and oversee the implementation of all commissioning process activities. The CA shall report to the Owner and coordinate
with the Design Team and the Contractors throughout the commissioning process. The following is an
outline of the commissioning process to be performed by CA, Design Team, Contractors, and Owner.
Presently the project is funded only through the Design Development Phase, but it is the intent of the
Owner to enter into contract with the CA for all phases of the Project.
Schematic Design (SD) Phase 1. CA shall work with the Design Team to review current project status and assist in review of
potential mechanical, electrical, and special systems to be incorporated in the design.
Design Development (DD) Phase: 1. CA shall review and comment on Basis of Design (BOD) developed by the Design Team to
evaluate if BOD meets the intent of the OPR and the initial design goals for compliance with the
adopted standards.
2. CA shall assist the owner and design team in final selection of mechanical, electrical and special systems based on overall performance goals, long term operational costs, and long term
maintenance costs.
3. CA shall develop Commissioning Plan with a list of all equipment to be commissioned,
delineation of roles, and details on scope, timeline and deliverables through the process for review
by the Owner and Design Team. 4. CA shall develop outline of O&M Manual Requirements, outline of Owner Training
Requirements, and outline of Construction Verification Checklists for review by Owner and
Design Team.
5. CA shall develop Commissioning Issues and Tracking Log for use by Owner, Design Team and
CA. 6. CA shall review and comment on DD Documents by the Design Team to evaluate if Documents
meet the intent of the OPR, comply with the design goals, and incorporate CA’s BOD comments.
7. CA shall attend Design Team coordination meetings as required to implement commissioning
process.
8. CA shall prepare DD Commissioning Process Report for review and use by Owner and Design Team.
Construction Documents (CD) Phases:
1. CA shall develop detailed Commissioning Requirements Specifications for incorporation as a separate Section in to CD Specifications by the Design Team. Commissioning Requirements shall
include review comments by Owner and Design Team on the Commissioning Plan, O&M Manual
Request for Proposals for Commissioning Services
Police and Municipal Courts Facility
City of Bozeman
City of Bozeman Police and Municipal Courts Building Page 6 of 9
Requirements, Owner Training Requirements, and Construction Verification Checklists submitted
by the CA during the DD Phase.
2. CA shall review and comment on CDs by the Design Team to evaluate if CDs meet the intent of
the OPR, comply with the adopted standards, incorporate CA’s DD Documents review comments, and include references to CA’s Commissioning Requirements.
3. CA shall update Commissioning Issues and Tracking Log for use by Owner, Design Team and
CA.
4. CA shall attend Design Team coordination meetings as required to implement commissioning
process. 5. CA shall prepare CD Commissioning Process Report for review and use by Owner and Design
Team.
Construction Administration (CAdmin) Phase:
1. CA shall review and comment on Contractor submittals for systems covered in Commissioning Plan. CA shall review Submittals for compliance with CDs. CA’s review shall preceed and be
superseded by Design Team reviews. Contractor Submittals may include project data, system
layouts, Contractor’s Coordination Plans, and system O&M Manuals.
2. CA shall visit the site at intervals appropriate to the stage of the Contractor’s operations for
systems being commissioned to determine, in general if the Work is being performed in accordance with CDs.
3. CA shall oversee Contractor’s balancing of air and water systems by observing testing of selected
areas, reviewing completed balancing reports, and by random spot testing other areas to
verify/document results. CA shall coordinate re-testing as necessary until performance is in
satisfactory compliance with the CDs. 4. CA shall field check and document completion of Contractors Construction Verification
Checklists.
5. CA shall establish sampling protocol for Fuctional Performance Testing by Contractor and
document definicencies. CA shall coordinate HVAC systems optimization and re-testing as
necessary until performance is in satisfactory compliance with designed performance goals defined in CDs.
6. CA shall oversee the Owner’s training sessions by Contractors, document training, and evaluate
adequacy of training. CA shall coordinate additional training as necessary until personnel are
adequately trained.
7. CA shall maintain Commissioning Issues and Tracking Log including testing and balancing issues, deficiencies, and non-conformance items for use by Owner, Design Team, Contractors, and
CA.
8. CA will assist design team in all LEED specific documentation required for final certification
process.
9. CA shall attend Construction Progress meetings as required to implement commissioning process. 10. CA shall prepare CA Commissioning Process Report for review and use by Owner and Design
Team at Substantial Completion, which is when all significant construction commissioning issues
shall be resolved.
Request for Proposals for Commissioning Services
Police and Municipal Courts Facility
City of Bozeman
City of Bozeman Police and Municipal Courts Building Page 7 of 9
Occupancy and Post-Occupancy Operational Warranty Phases:
1. CA shall oversee and document deferred seasonal testing by the Contractors that could not be
done earlier. CA shall coordinate corrections and re-testing as necessary until performance is in
compliance with the CDs. 2. CA shall consult with Owner’s operational personnel at appropriate intervals to determine that
commissioned systems are operating properly and evaluate if additional personnel may be
required.
3. Threee (3) months prior to warranty expiration CA shall perform post-occupancy functional
performance testing of HVAC systems included in the Commissioning Plan to evaluate and document post-occupancy energy and operational performance as compared to designed
performance goals defined in CDs.
4. CA shall oversee resolution of any warranty issues on commissioned systems during the warranty
period.
5. CA shall prepare Final Commissioning Process Report for use by Owner and Design Team at end of warranty period. Final Commisioning Report shall incorporate review comments by Owner
and Design Team on CAdmin Commissioning Report, the results of all post-occupancy testing
and evaluations, and document resolutions to all items on the Commissioning Issues and Tracking
Log.
V. SELECTION PROCEDURE
Under this RFP, the selection procedure is intended to evaluate the capabilities of interested CA firms to
provide services to the Owner for this project. The responses to this RFP will be evaluated by the
selection committee in accordance with the criteria listed below. The CA will be selected based on the overall merit of its proposal, information contained in RFP responses, references, interviews, and
information obtained from any other reliable source.
The following constitute the criteria for the selection committee to evaluate proposals.
1. Firm Information (20 Points)
a. Firm Background
Describe your firm’s history. Identify your senior management organization. Include information identifying the firm’s annual volume of business, financial/bonding capacities, and speak to the firm’s stability in the market place. Information identifying the firm’s strengths and weaknesses along with
special capabilities that may be appropriate to this Project will assist in the evaluation.
b. Firm Workload
Provide the status for current and anticipated work within the firm in terms of time and magnitude for the time anticipated for this project, as it relates to availability of key personnel and your firm. Especially in view of the time constraints during both pre-construction and construction phases identified for this
project.
c. Firm Experience
Descriptions of at least three (3) relevant projects similar or larger to this Project including systems commissioned, construction costs, date of completion, and a client contact with title and phone number.
Request for Proposals for Commissioning Services
Police and Municipal Courts Facility
City of Bozeman
City of Bozeman Police and Municipal Courts Building Page 8 of 9
2. The Project Team (25 Points)
a. Resume of lead person designated as the commissioning authority including documentation
that demonstrates the lead person meets or exceeds the minimum qualifications listed above.
b. Resumes of other staff designated for roles on this project and statement of staff’s availability for project.
3. Project Approach (20 Points)
a. Narrative of the CA’s proposed approach to this project by phase including a description of all
activities the CA will implement to verify and document that all designed systems and
assemblies are planned, designed, installed, tested, operated and maintained through the warranty period to meet the Owner’s project requirements and other performance requirements
set out in the Construction Documents.
VI. SUBMITTAL OF INFORMATION Three (3) copies of the written response to this RFP must be received at:
City of Bozeman
Office of the City Clerk
P.O. Box 1230
121 North Rouse Ave Bozeman, MT 59771-1230
By April 25, 2014; 5:00 p.m. MDT.
ALL QUESTIONS AND CONTACTS REGARDING THIS RFP MUST BE SUBMITTED IN WRITING TO:
Chuck Winn, Assistant City Manager
PO Box 1230
Bozeman, MT 59771-1230 (406) 582-2350
cwinn@bozeman.net
VII. INSTRUCTIONS TO SUBMITTERS
Proposals must:
1. Follow the format outlined in the Selection Procedure, above.
2. Be signed by an officer or principal of your firm.
3. Be contained in a document not to exceed 10 pages total (single or double-sided pages) including
whatever pictures, charts, graphs, tables, and text the firm deems appropriate to be part of the review of the firm's qualifications. A separate transmittal letter, cover page, cover sheets, and dividers are
exempted from the page limit. Page size is limited to 8-l/2 x 11 inches, with basic text information no
smaller than 12-point type.
4. A copy of responses should be provided electronically in pdf format.
Request for Proposals for Commissioning Services
Police and Municipal Courts Facility
City of Bozeman
City of Bozeman Police and Municipal Courts Building Page 9 of 9
IX. FORM OF AGREEMENT
It is the intention of the Owner to enter into a CA Contract with the selected CA. The initial scope of the
CA Contract will be limited to preconstruction activities only. However, the proposed CA Fee submitted in this Proposal will be applied to any subsequent services added to the contract by amendment. The
preconstruction activities will include services described in Design Services above.
If the Owner chooses not to continue the CA Contract beyond the completion of preconstruction
activities, the CA’s compensation shall be limited to the preconstruction services maximum, not-to-exceed amount stated in the CA Contract.
END OF COMMISSIONING RFP