REQUEST FOR PROPOSAL FOR BUILDING AUTOMATION SYSTEM ... · PDF filerequest for proposal for building automation system services ... ketter project management ... building automation

Ignacio School District Building Automation System Services RFP September 27, 2012 REVISED 10-18-2012

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REQUEST FOR PROPOSAL FOR

BUILDING AUTOMATION SYSTEM SERVICES

Ignacio School District 11-JT

September 28, 2012

REVISED 10-18-2012

The Ignacio School District 11-JT, hereinafter referred to as the “Owner” invites proposals for the

installation of Building Automation System (BAS) for the buildings listed below. Proposals will be

received by the Owner’s Representative via email until 3:00pm Thursday, October 26, 2012. Proposals

shall be submitted in accordance with the instructions provided herein.

Table of Contents

1.0 Project Profile 2.0 RFP Timeline 3.0 Owner Contact Info and Project Team 4.0 Project schedule 5.0 Scope of Work

o Ignacio Middle School o Ignacio Elementary School

6.0 Proposal Requirements 7.0 Selection Criteria 8.0 Appendix A - Definitions and Description of Task 2. Maintenance and Support. 9.0 Proposal Forms

1.0 PROJECT PROFILE The Ignacio School District 11-JT is soliciting proposals from qualified applicants interested in providing

Building Automation System Services for activities related to the Ignacio School District Master Plan Improvements. The Projects are located in Ignacio Colorado and currently consist of 5 distinct projects generally described as follows:

PROJECT HVAC System (Tentative) Size (Square Feet)

1 - Elementary School (Convert Intermediate School to K-5 Elementary) Heat Pump (ground source),

ERV

60,569

2 - New Middle School (Grades 6-8) Heat Pump (water source), ERV

52,070

3 - Renovate High School (Grades 9-12) Heat Pump (ground source or water source),

ERV

96,260

4 — Renovate Existing Fine Arts TBD 10,400

5 — Transportation Facility TBD 4,000

TOTAL 223,299

Additional information about each project is located in Appendix A.


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Work included in this request is limited to the Elementary School and Middle School with the potential for additional work in the remaining buildings at the School District’s option.

High Performance Buildings / LEED The Elementary School Project, funded in part by a Colorado Department of Education, Building Excellent Schools Today (BEST) grant, shall be designed and constructed through an integrated design process consistent with the Owner's requirements, all applicable Colorado Department of Education guidelines and standards, and the State of Colorado high performance building standards with a desired goal to achieve LEED-Gold rating designation within the Project budget and schedule parameters.

The Middle School and remaining projects will be designed and constructed utilizing similar high performance building and sustainability goals and strategies, although a determination on LEED certification has not yet been made at this time.

Building Automation System (BAS): The Owner intends to utilize the same building automation system (BAS) for all projects. The District also desires to employ a universal based system using BACnet, based protocols. The controls system and contractor will be assigned to, and under the direction of a General Contractor responsible for constructing the respective projects. Project delivery includes traditional Design/Bid/Build Contracts (Middle School) and Construction Manager/General Contractor Contract (Elementary and possibly subsequent projects.)

2.0 OVERVIEW OF GENERAL TIMELINE A. Task Dates

RFP Release September 28, 2012 Request for Clarifications Deadline Notification of Intent to Submit October 23, 2012 Responses to Clarifications Requests Issued October 11, 2012 Proposal Deadline October 18, 2012 (3:00 pm) – REVISED TO OCTOBER 26, 2012 (3:00 pm) Notification of Intent to Award October 30, 2012 – REVISED TO NOVEMBER 2, 2012 (3:00 pm)

3.0 PROJECT TEAM

The project team consists of the following:

A. Owner and Owner’s Representative. All correspondence regarding this solicitation, including technical questions, contractual terms and conditions, final submittals, etc. shall be submitted via email to the following individuals:

Jim Ketter, Owner’s Representative (Elementary School Only), KPM LLC, [email protected] Dr. Rocco Fuschetto, Superintendent - Ignacio School District, ([email protected]) Subject line labeled "IGNACIO SCHOOL DISTRICT BUILDING AUTOMATION SYSTEM SERVICES— (YOUR

COMPANY NAME)

1. Technical questions related to the proposal should be copied to: [email protected] [email protected]

B. Designer Team: Architect: RTA Architect Inc. Owner’s Representative (elementary school only): Ketter Project Management LEED Consultant: RTA Architects Inc.

mailto:[email protected]





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MEP Engineer: ME&E Engineering Commissioning Agent: PCD Engineering Services, Inc. General Contractor: FCI Constructors-Middle School Okland Construction-Elementary School

4.0 PROJECT SCHEDULE The estimated milestone design and construction schedule for each of the projects is as follows:

PROJECT Design Construction

1 - Elementary School (Convert Intermediate School to K-5 Elementary)

April 2012 - Dec 2012 March 2013 - December 2013

2 - New Middle School (Grades 6-8) Mar 2012 - Sep 2012 Sep 2012 – August 2013

3 — Renovate High School (Grades 9-12) August 2012 - April 2013

June 2013 — Dec 2014

4 - Renovate Existing Fine Arts 2013 2014

5 - Transportation Facility 2013 2014

A. Project 1 (Elementary School) is currently in design with Project Mechanical and Controls Plans and

Specifications completed to approximately 50% Construction Document Level. B. Project 2 (Middle School) has been bid and is in the award/evaluation stage. Plans and Specifications are

complete for this project. 5.0 SCOPE OF WORK The scope of work for this RFP includes the following:

• Building Automation System - HVAC (all buildings) - Lighting Controls (possible at elementary school) -Miscellaneous Architectural Items (i.e. motorized windows, motorized shades, etc.) (all buildings)

A. Services:

A. The BAS system shall be designed, installed, commissioned and serviced by factory trained or authorized personnel.

The installer shall provide experienced project manager for this work, responsible for direct supervision of the design, installation start up and commissioning of the BAS system(indicate level/amount of on-site supervision during installation, start up and commissioning).

The Bidder shall be regularly engaged in the installation and maintenance of BAS systems and shall have demonstrated technical expertise and experience in the manufacture, installation and maintenance of BAS systems similar in size and complexity to this project. Bidders shall provide a list of at least 5 projects, similar in size and scope to this project completed within the past 3 years.

B. The BAS system installer must have a Dealer or Customer Support call-in Center located at the corporate headquarters or corporate manufacturing facilities. The Customer Support call-in Center will be staffed by fully trained and certified technicians.

C. Materials and equipment shall be the catalogued products of manufacturers regularly engaged in production and installation of automatic temperature control systems and shall be


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manufacturer's latest standard design that complies with the specification requirements.

D. All BAS peer-to-peer network controllers, central system controllers and local user displays shall be UL Listed under Standard UL 916, category PAZX.

E. All electronic equipment shall conform to the requirements of FCC Regulation, Part 15, Governing Radio Frequency Electromagnetic Interference and be so labeled.

F. Control system shall be engineered, programmed and supported completely by installers local office within 400 miles from the project site.

G. BAS system installer will provide maintenance and support of the BAS system for a period of 2

years after expiration of one year warranty on installed equipment. I. Future Design Coordination, Estimating, Construction: The successful contractor will enter into

negotiations with the Owner to establish a contract with the Owner for the remaining school district projects in a format and method established jointly by the Owner and bidder. Services will include design interface and estimating with the design team, continuing on to establishment of the final controls budget, construction, maintenance and warranty for the remaining school district projects. The Owner and the Owner's legal counsel will review the agreement and negotiate terms prior to commencement of work.

J. It is understood by all parties that this solicitation is based on Design Development (DD) Plans and Specifications. Although substantial changes to the BAS system are not anticipated, it is further understood by all parties that some changes may be necessary to achieve 100% CD documents. Bidders are expected to enter into good faith negotiations before work commences if the scope of work materially changes. Furthermore, as part of this solicitation, bidders are expected to identify any gaps in the DD documents to achieve a fully functional system and/or clearly list assumptions when necessary. k. Proposers acknowledge that the owner currently intends to award the future senior/junior high project through a change order to the middle school project or new contract. As a condition of this solicitation, all bidders must certify their intent of diligently pursuing that work. Bidders are expected to enter into good faith negotiations for that work based on pricing and scope consistent with this solicitation.

6.0 PROPOSAL REQUIREMENTS A. Each responding firm will be required to submit the following documentation. Firms should submit their

Qualifications Submittal in a format that clearly demonstrates their responses to the submittal requirements. The submittal should be succinct and organized in the order listed in the submittal requirements. All proposals must be received by the party above no later than the noted due date and time. Late proposals will not be accepted.

B. Each Proposal shall be typed and provide the following information:

1. Cover Letter (on company letter head with signature)

2. Description of the Firm

a. Business history b. Key personnel (primary owner contact, project manager, lead technician, technical support

contact, etc.) c. Contact information for key personnel d. Location of installing office e. Location of nearest qualified service technician (name, contact information, resume) f. Basic services provided by the firm


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i. Installation, start up, commissioning, scope of on- site training, off site training (if appropriate), quarterly site visits for first two years, and other services per the recommendation of the bidder

3. Relevant Experience and Qualifications (firm and key individuals)

a. Experience with similar projects (rural CO school projects / multi-building / multi- phase projects, work on state funding and/or CDE projects, etc.)

b. Details on five educational or institutional projects completed within the past 3 years 4. Costs

a. Task 1. Construction- Provide a lump sum fee proposal for purchase, installation and

programming of all BAS controls at the Elementary School and Middle School per the attached Proposal Form. EACH PROJECT TO HAVE INDIVIDUAL AND SEPARATE PROPOSAL.

a. Any front district wide equipment or installation cost shall be clearly identified as a separate line item in the Middle School Proposal. None of the district wide cost shall be included in the elementary school project.

b. Task 2. Maintenance and Support: -Provide a complete description and proposed annual costs

for maintenance and support of the BAS system for an initial two year period subsequent to the completion of the warranty period for the Elementary School and Middle School per the attached Proposal Form.

i. Following determination of award, the first choice firm shall submit the following information for owner review:

1. open book pricing for installation and service to District for review and negotiation to develop an open book pricing contract. District is willing to sign non-disclosure agreement for this information. Upon receipt of detailed pricing and additional information, if negotiations are unsuccessful, District shall enter negotiations with next highest ranked firm.

2. Labor rates for various types of labor; i.e. technician versus engineer 3. Range of hours for typical tasks, such as installing a temperature sensor. 4. Escalation rates for labor for both a two and five year agreement.

5. Insurance certificate(see minimum requirements below)

a. Provide the names of the firm's insurance company/companies b. Provide a sample certificate of insurance showing the firm’s current insurance limits

6. References (firm and individual)

7. Scope Requirements: Assumptions, expectation and documents from the client and the project team to support scope activities

8. Appendix A- “Open book” Unit cost for installation and replacement of equipment being controlled as indicated in the point list provided for each project. GSA Pricing agreements, State Pricing agreements or other “book” method are acceptable. Pricing should include equipment, materials and labor but exclude travel and per diem costs. Provide separate line item estimate for travel and per diem per service trip.

Please be concise in your submittal. We expect quality rather than quantity. Limit to 25-30 pages maximum

C. EXAMINATION OF DOCUMENTS

Each bidder shall review the proposed scope of work and shall completely inform himself/herself relative to all conditions and factors, local and otherwise, which would affect completion of the work and its cost. The following documents are available at the following link:


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Controls FTP Account FTP Site: ftp2.rtaarchitects.com Username: isdcontrols Password: controls All-In-One Link: ftp://isdcontrols:[email protected] FTP Tips: 1) To download files, just click on the above All-In-One link or copy & paste into

Internet Explorer’s address bar. 2) To upload files, copy and paste the above All-In-One link into Windows Explorer’s address bar.

3) If you don’t see the files you are looking for, refresh the view by hitting the F5 key once logged in.

1. Elementary School Design Development Mechanical Plans (M101,

M111,M112,M113,M114,M121,M122,M123,M124,M125,M501,M601)

2. Middle School Construction Documents (M111, M112, M113, M114, M115, M116, M401, M501, M600, M601)

3. Middle School Specification Section 23 09 23 DDC Building Controls. (To be used for

both projects.) By submitting a proposal, the contractor warrants he/she has reviewed the documents listed above and understands the requirements of the proposal. Requests for Clarification related to any of the above documents must be submitted in writing to the Owner’s Representative not less than 10 days prior to proposal submittal. Clarifications, if necessary, will be issued to all proposers not less than 4 days prior to proposal due date.

D. PREPARATION OF PROPOSALS

All proposals must be prepared in single compiled PDF file not to exceed 50 pages and be subject to all requirements of the contract and exhibits provided. Please ensure that the file size does not exceed 10 MB. If necessary, break the file into multiple files and transmit in batches of less than 10 MB. Files shall be named as follows: Ignacio Schools BAS Submittal – COMPANY NAME-File 1 of X (x = number of files).

No alteration in any proposal, or in the form on which it is submitted, shall be made after the proposal has been submitted.

It will be the responsibility of all potential firms to secure any and all clarifications from the Owner and Owner’s Representative prior to submission of proposals. Owner reserves the right to reject any proposal which is received which has not been based upon the information requested.

No firm may submit more than one proposal.

E. SUBMISSION OF PROPOSAL

Documents shall be submitted via email to the entities stated above by the time and date stated above. Proposals received after the specified time noted will not be accepted.

F. WITHDRAWAL OF PROPOSALS

Proposals maybe withdraw if written request for withdrawal signed in the same manner and by the same person who signed the proposal form is received by the Owner and Owner’s Representative within 48 hours of submission.

G. MODIFICATIONS TO THE PROPOSAL

ftp://ftp2.rtaarchitects.com/

ftp://isdcontrols:[email protected]/


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No oral or telephone modifications will be considered. Any bidder may modify his/her bid at any time prior to the scheduled closing time, provided such modification is in written form, signed by the same person who signed the proposal form, and submitted in a sealed envelope in accordance with the instructions set forth in this document.

H. ACCEPTANCE OF PROPOSAL

The Owner reserves the right to accept the proposal which in its judgment is the most qualified proposal or to reject any and all proposals and to waive or disregard irregularities or informalities in any proposal as it may deem to be in the best interest of the School District. The Board of Education may consider as irregular any proposal on which there is an alteration of, or departure from, the proposal instructions provided hereto attached. Final determination of compliance with the proposal requirements will rest with the Owner.

The District intends to award the work outlined in this solicitation under multiple contracts. The District shall award work associated with the Elementary School Project (funded in part by the CDE BEST program) under a separate stand-alone contract. The District shall award the remaining work under separate contract or contracts.

I. DISTRICTS RIGHT TO ADJUST SELECTION PROCESS:

The Owner reserves the right to: • Reject any and all submittals at any time; • Waive any irregularities, informalities, or omissions in submittals at any time; • Award based on an acceptance of terms other than low price • Award based on initial offers received with requesting best and final offers • Award based on negotiated fees with the most qualified firm • Award to multiple firms (The District intends to award to a single firm unless that is not in the best

interest of the District) • Award no contract if they so choose • Reserve the right to re-advertise when it is in the best interest of the Owner; • Terminate, suspend, or modify the solicitation profess or any contract negotiations entered into

pursuant to the process at any time.

This RFP does not commit the Owner to award a contract nor pay any cost incurred in the preparation of the RFQ submittal.

DEFINITIONS AND SCOPE OF TASK 1. Coordination and Construction, the successful contractor will be required to enter into a Construction Contract with the General Contractor for the Middle School project in a format and method provided the General Contractor.

For Task 2. Maintenance and Support. The successful contractor will be responsible for submitting a draft agreement to be used for the master service agreement. . The Owner and the Owner's legal counsel will review the agreement and negotiate terms prior to completion of construction of the middle school. J. ADDITIONAL COMMUNICATIONS OR ADDENDA:

The Owner reserves the right to issue additional addenda to this RFO. /RFP. All proposers who register with the Owner's Representative are considered to be registered and will receive any addenda, clarifications, or additional communications regarding this RFQ/RFP.

K. EVIDENCE OF COMPETENCY ` In determining the proposer’s qualifications, the following factors will be considered:


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1. Experience in the testing, design, specification, or installation of commercial/educational buildings mechanical and control systems and other systems being controlled.

2. Experience working with project teams, project management; good team—building skills; strong communication skills, especially documentation.

3. Experience with multi-building, multi-phase projects with wide area network integration.

4. Location of Company and individuals responding to field service calls.

5. Qualified and Complete Price for Services including reimbursable expenses.

Failure to address the above mentioned items will result in the rejection of consideration of such proposal. The right is reserved to reject any proposal where an investigation of the evidence or information submitted by such firm does not demonstrate fully that the firm is qualified to carry out properly the terms of the Contract.

The selected firm will be required to indicate if he/she has any claims pending against building automation system services work performed in the last ten years.

L. INSURANCE

Throughout the completion of construction of each project, the selected firm will be required to carry the types and amounts of insurance set forth in the contract and to keep on file with the Owner current certificates evidencing such coverage. The selected firm will be required to maintain in full force and effect, at its own cost and expense, the following insurance:

1. General Liability Insurance - Minimum limits General Aggregate $2,000,000;

2. Products/Completed Operations Aggregate $2,000,000; Each Occurrences $1,000,000

3. Automobile Liability Insurance - Minimum limits: Combined Single Limit $1,000,000

4. Worker’s Compensation Insurance — Minimum limits: Each Accident $500,000;

5. Each Occupational Disease $500,000; Occupation Disease Aggregate $500,000

M. REQUIRED FORMS

The selected firm agent shall be required to submit within ten (10) days of Notice of Award: The completed; Insurance Certificate; and signed Agreement.

The selected firm shall be required to submit as soon as possible after the Notice to proceed: a preliminary task plan / schedule meeting the dates detailing the scope of work and milestone dates.

N. APPLICABLE LAWS AND REGULATIONS

Each selected firm shall familiarize himself/herself with all state and local laws, codes, ordinances, and regulations which might in any manner affect the work to be done; the materials to be supplied; the taxes, permits, and fees to be paid; or the labor to be employed in and about the work. All state and local laws, codes and ordinances and regulations which are applicable shall be complied with including but not limited to those specified in the contract.

7.0 SELECTION CRITERIA

Proposal Evaluation Criteria Potential Points

1. Team Member Qualifications and Experience 15

2. Firm Similar Project Experience (Schools, Multi-phase, rural, etc.) 10

3. Location of Field Support Office 15


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4. Projects Completed within a 100 Mile Radius of Project Site 20

5. Cost-of Construction 20

6. Cost-Maintenance and Support 20

6. Total 100

A decision memorandum and scoring matrix will constitute the basis for decisions, it will be provided to all respondents who provide a complete RFP response. 8.0 DEFINITIONS AND SCOPE OF TASK 2. MAINTENANCE AND SUPPORT REQUIREMENTS. A. PROPOSED MAINTENANCE COSTS AND SCOPE.

Proposals to include maintenance and support of installed BAS systems as identified in Section 6B-3b above as follows:

1. Quarterly Preventative Maintenance Inspection: Provide a per inspection cost to complete an on- site quarterly inspection of installed BAS systems to include: - Checking software schedules against occupancy schedules

- Inspecting hardware operator - machine interface and field panels for proper operation. - Review false alarm activity - Review trend logs - Random sampling of 10% of temperature sensors to identify need to calibrate -Review of owner generated alarm reports -Provide written report of deficiencies and corrective action. -Coordination and Question and Answer support with Owner’s designated staff

2. Routine Non-Scheduled Maintenance: Provide a per day cost for routine maintenance requests generated by owner. “Routine” is defined as problem areas that are not critical in nature but require on-site attention within a 3 week period. Include costs for travel, per diem, technician labor. Unit costs for materials and equipment to be included in Appendix A. (See Section 6B-9 above.)

3. Emergency Non-Scheduled Maintenance: Provide a per day cost for emergency maintenance requests generated by owner. “Emergency” is defined as problem areas that are critical in nature and require on-site attention within 48 hours. . Include costs for travel, per diem, technician labor rate. Unit costs for materials and equipment to be included in Appendix A. (See Section 6B-9 above.) 4. Hourly On Line Support. Provide per hour costs for on line or voice communication assistance provided to owner personnel from remote location.

FOOTNOTE: Items listed in green were a part of Addendum 01 issued on 10.04.2012 Items listed in red are a part of Addendum 02 issued on 10.18.2012.


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Proposal

BUILDING AUTOMATION SYSTEM SERVICES October 18, 2012

The undersigned agrees:

1. To complete all the work set forth in the Bid Documents and Contract documents of the project designated as

BUILDING AUTOMATION SYSTEM SERVICES: Ignacio School District 11-JT in accordance with the Bid

Documents and Contract Documents, for the consideration hereinafter set forth.

2. To hold this proposal open for thirty (30) days after the opening of the proposals.

3. To enter into and execute a contract, if awarded, on the basis of this Bid with the general contractor associated with the Elementary School and Middle School for Construction Contracts and with Ignacio School District for Maintenance and Support.

Task 1. Construction of Building Automation Systems

LUMP SUM BID AMOUNT – Ignacio Elementary School BAS Construction. The undersigned hereby

proposes and agrees to perform the foregoing for the Lump Sum of: ______________________________________________________________ dollars ($ _____________________). (Note: Proposed cost is based on the elementary school Design Development Plans dated Sept. 20, 2012. Proposer and Owner agree to review and adjust proposed costs based on final contract documents for the elementary school.)

LUMP SUM BID AMOUNT – Ignacio Middle School BAS Construction. The undersigned hereby proposes

and agrees to perform the foregoing for the Lump Sum of: ______________________________________________________________ Dollars ($ _____________________). Task 2. Maintenance and Support

Task 1. Elementary School 2. Middle School

1.Quarterly Preventative Maintenance Inspection

2. Routine Non-Scheduled Maintenance

3. Emergency Non-Scheduled Maintenance per day

4. Hourly On Line Support

The undersigned acknowledges receipt of Addenda No. _______ through _______. In submitting this Bid, it is understood that the Owner reserves the right to reject any and all bids and to waive irregularities in the Bidding and to Award the Contract to the Low bidder, as determined by the Base Bid and any Alternates accepted.


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Dated this _______ day of _______________________________, 2012. ____________________________________________________________________________________ Contractor Name ____________________________________________________________________________________ If a corporation, indicate the state of incorporation. ____________________________________________________________________________________ ____________________________________________________________________________________ Contractor Address ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ Contractor Authorized Officer (Printed Name) ____________________________________________________________________________________ Signature of Contractor Authorized Officer __________________________ _______________________________________ Area Code/Telephone Number Fax Number