REQUEST FOR STATEMENT OF QUALIFICATIONS

INDEPENDENT HVAC COMMISSIONING SERVICES November 2016

Nicholas County Board of Education

Summersville, West Virginia

REQUEST FOR STATEMENT

OF

QUALIFICATIONS

Independent HVAC Commissioning Services

for a

Multiple New School Projects

These projects are individual and may be awarded individually or as a group.


TABLE OF CONTENTS

REQUEST FOR QUALIFICATIONS PAGE

Section I – Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Section II – Request for Qualifications . . . . . . . . . . . . . . . . . . . . . 1

Section III – Scope of Services . . . . . . . . . . . . . . . . . . . . . . . . . . 1-6

Section IV – Statement of Qualifications . . . . . . . . . . . . . . . . . . . 6-7

A. General Organization

B. K-12 Design Experience

C. Key Personnel Qualifications

D. Project Approach and Understanding

E. Project Reference

Section V – Submittal Requirements . . . . . . . . . . . . . . . . . . . . . . 8

Section VI – Selection Process and Tentative Schedule . . . . . . . 8-9

Section VII – General Information . . . . . . . . . . . . . . . . . . . . . . . 9-10

TABLE OF CONTENTS


Page 1

SECTION I – INTRODUCTION

The Nicholas County Board of Education (NCBOE) is inviting qualified firms to submit a

Statement of Qualifications (SOQ) for providing Independent HVAC Commissioning Services for

a multiple new school projects, located in Nicholas County, West Virginia. The Board of

Education considers the design and construction of these new schools as separate projects, and

through the qualification process reserve their right to award to separate firms or as a group of

projects to one firm.

SECTION II – REQUEST FOR QUALIFICATIONS

Qualified firms may submit a statement of qualifications to provide consulting services for the

above referenced project(s). These services will include field observations, inspections and testing

is accordance with ASTM, ASHRAE, and / or LEED standards and other applicable testing

standards specified in the Contract Documents and/or requested by Nicholas County Board of

Education. The county board of education will be using the process as required in West Virginia

Code 5G-1-3. Submitting firms must follow the instructions as provided in Section IV of this

document. All firms submitting proposals will be considered and the firm considered most

qualified will be considered for contract negotiation.

SECTION III – SCOPE OF SERVICES

Independent HVAC Commissioning Services shall include services related, but not limited, field

observations, inspections and testing, etc. The scope of services shall consist of a new high school

and new elementary. These projects are not intended to be LEED projects.

These services shall include the following provisions (at a minimum):

Item 1 – GENERAL

A. All services will be performed by qualified professionals in collaboration with the

county administrative staff, the SBA and the Construction Manager assigned to the

project.

B. Professional personnel (engineers, project managers / supervisors, technicians, etc.)

performing the duties described in this proposal shall be properly educated and

trained to provide the services. All personnel performing commissioning duties

shall be certified and/or licensed to perform their duties.

C. The Consultant shall coordinate their activities with the Construction Manager.

D. Provide proof of coverage for Professional Liability coverage and Commercial

Automobile Liability Insurance coverage. The Owner, Architect and Construction

Manager shall be named as additional insured’s. The minimum coverages shall be

those required by the School Building Authority of WV.

E. All reports shall be provided to the Board of Education and/or a designated

representative.


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Item 2 – OVERVIEW OF COMMISSIONING SERVICES

The Board of Education is seeking the services of a qualified and independent third

party commissioning agent for single or multiple projects. The projects are currently in

pre-design phase.

The objective of the hvac commissioning agent is to provide documented confirmation

that a facility fulfills the functional and performance requirements of the building owner,

occupants, and operators. To reach this goal, it is necessary for the commissioning

process to establish and document the Owner’s Project Requirements (OPR) which

includes criteria for system function, performance, and maintainability; as well as, to

verify and document compliance with these criteria throughout design, construction,

start-up, and the initial period of operation. In addition, verify operation and maintenance

(O&M) manuals, as well as training on system operation, are provided to the building

operators to ensure the building continues to operate as intended.

The commissioning agent will be involved throughout the project from the design

through the warranty phases. The primary role of the commissioning agent during the

design phase is to develop a commissioning plan, perform focused reviews of the design,

drawings and specifications at various stages of development, develop detailed

commissioning specifications and review the design to ensure it meets the Owner’s

project requirements. During construction, the commissioning agent attends regularly

schedules meetings, reviews submittals (concurrent to the Architect/Engineer’s review),

develops checklists for systems commissioned and works with the construction manager

and contractors in tracking of checklist completion, develops and coordinates the

execution of a testing plan which includes observing and documenting all system’s

performance to ensure that systems are functioning in accordance with the Owner’s

project requirements. The commissioning agent is not responsible for design or general

construction scheduling, cost estimating, or construction management, but may assist

with problem-solving or resolving non-conformance issues or deficiencies.

Item 3 – SCOPE OF BASIC COMMISSIONING SERVICES

A. Assist in preparation and review of Owner’s Project Requirements (OPR) and, basis

of design documents (BoD) for the Mechanical, Electrical, and Plumbing systems.

Review contract design and construction documents as needed to be familiar with

the commissioned systems design intent, installation, and operations.

B. Review of construction documents to ensure compliance with the commissioning

requirements and basis of design.

C. Develop commissioning specifications sections and requirements for inclusion in

the contract documents, assigning the commissioning responsibilities of the various

participants during construction through the completion and acceptance of the

project by the County.

D. Coordinate the commissioning work with the contractor(s) and construction

manager and verify that commissioning activities are being scheduled into the

master project schedule.


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E. Develop pre-functional commissioning checklists and performance verification

forms. Samples of the check lists and forms shall be included in the project

specifications for bidding purposes; final check lists and performance verification

forms shall be prepared after all shop drawings have been approved.

F. Prepare written commissioning plan establishing commissioning agent (Cx)

authority and identifying responsibilities of each trade affected by the

commissioning process, outlining all systems to be commissioned and associated

tests to be performed. The plan shall address commissioning activities during each

construction phase outlining all systems to be commissioned and associated tests to

be performed, subsequent deferred or seasonal testing, and warranty period follow

up. Plan shall be presented at pre commissioning meeting that will be scheduled

and chaired by the commissioning agent.

G. Review written incident reports for events that result in major equipment damage.

H. Attend pre bid meeting to answer commissioning related questions.

I. Plan and conduct a commissioning scoping meeting where the commissioning

process is reviewed with the County, Construction Manager, Mechanical, Plumbing

and Electrical contractors. Attend selected meetings to obtain information on the

construction process.

J. Attend the contractor’s pre construction meeting to answer commissioning related

questions. Commissioning agent shall plan and conduct a separate and independent

pre construction and / or pre installation meeting to review the commissioning

process and systems to be commissioned with the contractors.

K. Review approved shop drawings for commissioned equipment/systems.

Commissioning agent review does not supersede the review and approval of the

design engineer, but are primarily used to aid the commissioning agent to be aware

of what has been approved for installation on the project and to assist in preparation

for commissioning.

L. Review construction correspondence (RFIs, responses, change orders, project

schedule) pertinent to commissioned equipment/systems to be aware any changes

or clarifications made during construction process.

M. Review equipment submittals and O&M manuals.

N. Review equipment start-up plans and start-up documentations to verify that the

check lists and start ups are completed according to the approved plans.

O. Write and distribute pre-functional tests and check lists to be reviewed by all parties

and performed by the Contractor during the start-up process.

P. Perform unscheduled walks through the building to observe and keep abreast of

commissioned systems installation progress and attend selected progress meetings.

Q. Observe representative piping system pressure tests, flushing, cleaning, and

chemical treatment.

R. Commissioning agent is to review specified control sequences and interlocks and

work with the contractors and design engineers until sufficient clarity has been

obtained in writing to be able to write detailed testing procedures.


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S. Observe representative duct pressure testing and sampling of duct systems,

plenums, coils, and filters for cleanliness, damage, or leakage.

T. Be present to observe representative start-up of equipment that is to be supervised

and certified by the equipment manufacturer’s authorized agent such as roof top

equipment, chillers, boilers, AHUs, VFDs, etc. Witness and document the

functional performance test procedures as executed by contractors.

U. Review the submittals for testing, adjusting, and balancing (TAB) agency for

personnel qualifications, instrumentations calibrations, and the TAB strategies and

procedures plan. Periodically observe and verify actual on site testing, adjusting,

and balancing of the air and water systems. Review the certified report submitted

by the TAB agency. Provide recommendations as required.

V. Observe installation and operation of the HVAC controls and Direct Digital Control

Systems. In addition to diagnostics achieved via review of automation systems

trends, Commissioning agent will physically verify calibration of a representative

sampling of temperature, humidity, air and water pressure sensing devices and

verify operations of automation system’s building and energy management

routines.

W. Observe the operation, performance, controlling sequences and safety systems for

the following. The systems listed below are listed as an example and do not

represent all or partial systems that may be designed and specified for future County

facilities:

a. All HVAC systems and controls.

b. Building Automation systems.

c. A representative sampling of HVAC and plumbing equipment in all areas of

the building; a representative sampling shall be minimum of 25% the total

quantity installed.

d. Geothermal or VRF systems, as applicable.

e. Central plant equipment such as but not limited to (boilers, chillers, heat pumps,

pumping systems, ground source loop, etc.) as applicable.

f. Verification of outside air to each building within the scope of design.

g. Domestic water system.

h. Energy related plumbing systems including domestic hot water generation.

i. Interior buildings lighting control system including occupancy sensors.

j. Site lighting and control systems.

X. Review contractor prepared Operating and Maintenance Manuals, as-built

drawings, and all certifications require for submission by project specifications.

Recommendation of approval when appropriate shall be forwarded to the

construction manger and project architect / engineer for inclusion in their final

submission of project close out documentation to the County.

Y. Review training procedures and materials and attendance of training sessions

regarding operations and maintenance of the commissioned systems.


Page 5

Z. Maintain a master deficiency and resolution log and a separate testing record and

provide to construction manager written progress reports and test results with

recommended action.

AA. Incorporate one set of review comments and distribute final testing documents.

BB. Furnish interim written reports of commissioning agent observations including

issues tracking log, and provide a final written report to recommend acceptance of

the commissioned systems upon satisfactorily completing the commissioning

process.

CC. Compile and maintain a commissioning record, which shall include: Description of

the County’s project requirements, project specifications, verification of

installation through construction check lists disposition, functional performance

testing results and forms, O&M documentation review, value of commissioning

process, and a list of outstanding issues.

DD. Commissioning shall be performed while the building is in heating mode and when

in cooling mode. Each seasonal commissioning will involve reviewing a complete

set of automation system trends and on-site performance verification.

EE. Comply with all LEED commissioning requirements and perform all tasks and

functions required for the project to achieve the LEED Commissioning

Prerequisites including uploading all necessary documents to USGBC website (as

applicable).

FF. Review equipment warranties and verify that the County’s responsibilities are

clearly defined.

GG. Provide a final commissioning report. The report shall include an executive

summary, list of participants and roles, brief building description of testing and

verification methods. All outstanding non-compliance items shall be specifically

listed. Recommendations for improvements to equipment or operations, future

actions, commissioning process changes, etc. shall also be listed. Each non-

compliance issue shall be referenced to the specific functional test, inspection, trend

log, etc., where the deficiency is documented. Ensure client is provided proper and

complete training of systems and components, and verify the training provided by

the contractors to achieve the Owner’s project requirements.

HH. Attend a minimum of ten (10) progress commissioning meetings in addition to all

required tasks and meetings of the commissioning process. Arrange meetings to

coincide with site visits as much as possible.

II. Observe functional performance test and up to one (1) retest on all equipment until

satisfactory performance is achieved.

JJ. Coordinate a controls integration meeting where the electrical and mechanical

engineers discuss integration issues between equipment, systems, and disciplines.

KK. Perform commissioning services responsive to the construction schedule.

LL. Interim site visits to observe the work in progress and to perform pre-functional

checks shall occur as work is performed and completed.


Page 6

MM. Commissioning agent performance verifications are to be done when systems are

completely installed, balanced, and under automatic control.

NN. Review all air and water testing and balancing reports and automation systems

trends for equipment and systems performance verifications.

Note the final scope of services shall be reviewed with the Owner and Owner’s representatives

and will be determined based on the needs of each project.

SECTION IV – STATEMENT OF QUALIFICATIONS

The Commissioning Agent will be selected through a qualifications-based selection process.

Firms interested in providing consulting services must submit a Statement of Qualifications (SOQ)

that addresses the following issues:

A. General Information (10 points)

1. Provide a general description of the firm that is proposing to provide services.

Explain the legal organization of the proposed firm.

2. Provide an organizational chart showing numbers and types of key personnel that will

be providing services for this project.

3. Provide a list of sub-consultants along with their experience and qualifications.

B. Project Experience (25 points)

1. Identify at least three (3) comparable projects in which the firm served as the

commissioning agent for the projects. For each comparable project identified, provide

the following information using the outline provided:

a. Description of Project

b. Specify Services Provided

c. Project Owner

d. Reference Information

(Names and Telephone Numbers of Contacts for each Project)

2. List all K-12 Projects the firm has provided the requested commissioning services on

over the past five (5) years.

3. Describe experience with School Building Authority (SBA) projects.

C. Experience of Key Personnel to be Assigned to this Project (30 points)

1. Provide a list of all key personnel that will be assigned to this project(s) and describe

the roll each key personnel will be playing in the project(s) assigned.

2. Provide key personnel related education and certifications / qualifications, including but

not limited to mechanical or electrical engineering degree, professional engineering

certification, certified commissioning professional, and/or other technical training,

commissioning and/or field experience.

3. List any proposed consultants, including key staff names and the experience and

qualifications of these individuals or firms.


Page 7

4. Provide key personnel’s experience with the following, but not limited to:

a. Acting as principal commissioning agent, including field experience.

b. Experience with building operations and troubleshooting HVAC and automatic

controls systems.

c. Knowledge of building operation & maintenance and training.

d. Knowledge of testing and balancing of both air and water systems.

e. Experience in monitoring and analyzing system operation, control system

trending and stand-alone data logging equipment.

D. Project Approach and Understanding (25 points)

1. Describe your team’s technical approach, standards and / or procedures related to

ensuring the Owner’s requirements are achieved including but not limited to system

selection, design reviews, functional testing, trouble-shooting and reporting. Please

address the design and construction phases separately.

2. Describe systems used for tracking and managing issues discovered during the design,

construction, testing, and warranty phases of the project.

3. Describe examples where your firm’s services brought benefit and value to the owner on

previous similar projects.

E. Project References (10 points)

Provide reference letters from previous projects from the Owner, or Owner’s

representative, directly responsible for oversight of the project. Describe the project

and services provided for these references. Attach the references to the SOQ Tabbed as

Section E.

The Review Committee will provide overall evaluations of the firm and its perceived

ability to provide the services required. The Review Committee will review the

individual evaluation scores and establish a consensus score for each firm. The firms

with the highest consensus scores will be considered for contract negotiation.


Page 8

SECTION V – SUBMITTAL REQUIREMENTS

A. Firms Interested In The Above Project(s) Shall Submit:

1. A Cover Letter expressing interest in Performing Services described within the SOQ.

2. A Statement of Qualifications following the outline describing the content of the SOQ

(Section IV, A-E), which is a maximum of twenty (20) sheets [one sheet included both

front and back] of at least twelve (12) point font to address the SOQ Criteria (excluding

cover letter and resumes, but including the organizational chart).

3. Resumes for each Key Team Member (limited to a maximum length of two pages

each) and attached as an Appendix to the SOQ.

4. Certifications and attached as an Appendix to the SOQ.

5. Previous Project Reference Letters attached as an Appendix to the SOQ.

Please provide: one (1) original, four (4) copies and an electronic copy (via compact disk or

flash drive); on or before the time and date listed below in the schedule under SECTION VI

of this SOQ.

On the submittal package Display: Firm Name and Project Title: “Nicholas County Board of

Education – Statement of Qualification for Independent HVAC Commissioning Services for

New High School and New Elementary School.

In the introduction letter, please indicate which project or projects your firm is interested in

providing these services. If you are interested in both projects, please only submit one (1)

set of qualifications.

Interested firms may submit their hard copy qualification to Mr. Kevin Hess in a bound format

tabbed with individual sections of the proposal matching the outline of the SOQ. Submit proposals

to:

Mr. Kevin Hess, Treasurer


400 Old Main Dr.

Summersville, WV 26651

Phone: 304-872-3611, Ext. 231

Email Address: [email protected]

Please be advised that failure to comply with the following criteria will be grounds for

disqualification and will be strictly enforced:

Receipt of submittal after the specified cut-off date; time and place

Failure to provide the minimum number of originals and/or copies of the submittal

specified.

Submission of electronic copies via e-mail will not be accepted.

Failure to submit the SOQ in the format requested in Section V of the document.

mailto:[email protected]


Page 9

Adherence to the maximum page criterion is critical; each page side (maximum of 8½”X11”) with

criteria information will be counted. Pages that have project photos, charts, and graphs will be

counted towards maximum number of sheets, twenty (20). The Raleigh County Board of

Education reserves the right to accept or reject SOQs that exceed the maximum 20 sheet limit.

SECTION VI – TENTATIVE SCHEDULE AND FEE NEGOTIATIONS

A Selection Committee will evaluate each SOQ according to the above criteria. The following

tentative schedule has been prepared for this evaluation and selection process:

ANTICIPATED SCHEDULE

Solicitation / Advertisement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . December 13, 2016

Statement of Qualifications Due . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . January 10, 2016

Selection of Firm(s) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . January 24, 2017

Execution of Contract . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . January 31, 2017

The Board of Education will enter into negotiations with the most qualified firm and execute a

contract upon completion of negotiation of fees and contract terms. If the Board of Education is

unsuccessful in negotiating a contract with the committee selected most-qualified firm, the Board

of Education will then negotiate with the next most qualified firm in sequence with the evaluation

matrix scoring until an agreement is reached or a determination is made to reject all firms on the

final list. Once negotiations reach an impasse with a firm the owner will terminate the fee

negotiations with that firm and will not return to that firm for any renegotiations.

SECTION VII – GENERAL INFORMATION

Instructions: The Board of Education shall not be held responsible for any oral instructions. Any

changes to this Statement of Qualifications will be in the form of an addendum, which will be

furnished to all registered Request for Qualifications holders.

Contract: The Board of Education shall provide a contract to the firm(s) finally selected, which

shall constitute the entire agreement between the two (2) parties.

Cost incurred in Responding:

All costs directly or indirectly related to preparation of a response to the Request for Proposal or

any oral presentation required to supplement and/or clarify the submittal which may be required

by the Board of Education or the SBA or other designated representatives shall be the sole

responsibility of and be borne by the offeror. Each firm, by submitting its Proposal, waives any

claim for liability against Board of Education or the SBA or other designated representatives as to

loss, injury and costs or expenses which may be incurred as a consequence of its response to this

document.

Contact with Owner’s Employees: All firms interested in this project, (including the firm’s

employees, representatives, agents, lobbyists, attorneys and sub-consultants), will refrain under

penalty of disqualification, from direct or indirect contact for the purpose of influencing the


Page 10

selection or creating bias in the selection process, with any person who may play a part in the

selection process, including but not limited to, the evaluation panel, the Board of Education and

other county staff. This policy is intended to create a level playing field for all potential firms,

assure that contract decisions are made in public and to protect the integrity of the selection

process. All contact during this selection process must be addressed to the authorized

representative identified below:

Mr. Kevin Hess, Treasurer


400 Old Main Dr.

Summersville, WV 26651

Phone: 304-872-3611, Ext. 231

Email Address: [email protected]

This concludes the Statement of Qualifications for the

Independent HVAC Commissioning Services.

mailto:[email protected]