RFP Example.pdf

RDK Engineers, Inc. 1 of 9 Commissioning RFP – SAMPLE CX & TAB SEMINAR – October 13, 2006

NAME OF FACILITY, BUSINESS OR INSTITUTION

REQUEST FOR PROPOSAL

BUILDING SYSTEMS COMMISSIONING SERVICES

(INSERT NAME OF PROJECT)

Owner, Owner’s Rep or Building Committee List Advertising Dates Name of Company/ Committee Address City, State Zip Telephone Email

List RFP Due Date and Time


Insert Proposal Date Insert Name Insert Company Insert Address Subject: Commissioning Services

Insert Project Name, Subject & Address

PROJECT DESCRIPTION ____________ is seeking the services of a qualified commissioning provider/firm for a new/renovation construction project. The project consists of ____________ buildings located in ___________ with a construction budget of approximately $_____ million.

Project Details Examples 1. The Project Facility Size in Square Feet Is (i.e. 200,000 sf) 2. There are _________Floor (s) (i.e. 6 Floors) 3. The Building Type Is ___________. (i.e. Office, Hospital, Lab, Mixed Use) 4. The Building Use is ________________. (i.e. New, Renovation, Addition-

Renovation) 5. The Project will be phased in _____parts. (i.e. (3) Parts) 6. The Design Phase shall be From _____To______.

(i.e. From 11-1-06 to 12-1-07)

7. The Construction Phase is From _____ To _____. 8. Phased Construction Shall Be: PH-1 From _____To _____. PH-2 From _____ To _____.

(i.e. 12-2-07 to 6-2-09) (i.e. 12-2-07 to 1-1-08) (i.e. 6-1-08 to 6-2-09)

Objectives The objective of commissioning is to provide facilitate, document, and assure that the building systems noted herein 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 criteria for system function, performance and maintainability, and to also verify and document compliance with these criteria throughout design, construction, start-up and the initial period of operation. In addition, complete operation and maintenance (O&M) manuals, as well as training on system operation, should be provided to the building operators to ensure building continues to operate as intended. The commissioning firm shall be involved beginning in the design phase and extending through the warranty phase of the project. The primary role of the Commissioning Firm during the overall design phase is to develop detailed commissioning specifications and review the design to ensure it meets (Insert Project Name or Owner) objectives. During construction, the Commissioning Firm develops and coordinates the execution of a testing plan, which includes observing and documenting all systems’ performance to ensure that the systems are functioning in accordance with the contract documents.


The Commissioning Firm shall also hire a third party Testing and Balancing Firm (TAB) who will perform the contract specifications in Section 19 – 3rd Party Testing, Adjusting, & Balancing of the contract documents. The commissioning firm 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. Proposal The proposal shall include all of the information outlined and samples requested herein and shall be submitted in triplicate with each signed by an authorized representative of the firm. Facsimiles will not be accepted. Proposals must be submitted to arrive no later than close of business, ___ p.m. on _____, 2006 to: . (Tel .) Bid will be awarded on (DATE) . PROVIDE THE FOLLOWING: LETTER OF INTRODUCTION & COMPANY HISTORY

1. Insert Letter of Introduction With Company Philosophy 2. Insert Company History Summary (Include Years Incorporated)

PROFESSIONAL REFERENCES Provide A Minimum Of (3) Professional References. Include:

• Project Name • Project Location • Owner or Owner’s Representative Contact Info • Construction Firm • Building Square Footage • Total Construction Cost

RELEVANT COMMISSIONING & FIRM EXPERIENCE Provide A Minimum of (5) Relevant Commissioning & Firm Experience Pertaining To This Scope Type. Include:

• Project Name • Project Location • Job Description • Systems Commissioned • Construction Firm • Building Square Footage • Total Construction Cost • Commissioning Fee

INTRODUCTION TO THE PROJECT TEAM Provide Commissioning Project Chart & Team Resumes. Include:

• Provide Commissioning Project Chart & Team Staffing • Provide Commissioning Team Company Experience Resumes

(List Minimum Of 5 Previous Project Experiences For Each Member) • Individual experience should include most of the following skills:

o Registered Professional Engineer (preferred) o Certified Plant Engineer (preferred) o Project Management


o Design Engineering o Air & Water Balancing o Trouble-Shooting o Energy Management o Facility Management o Public Speaking

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. SCOPE OF SERVICES TO BE PROVIDED The proposal is divided, detailed & priced for the stages of the project. Project Background Information

A. Cx Services Performed In The Design Phase B. Cx Services Performed In The Construction Phase C. Cx Services Performed In The Warranty Phase D. Cx Services Performed For The LEED 2.2 Pre-Requisite Fundamental Cx Phase E. Cx Services Performed For The LEED 2.2 Enhanced Cx Phase

THE COMMISSIONING PROCESS The proposal shall outline the Commissioning Process. The services are outlined as follows:

A. Insert Company Flow Chart Describing Process Graphically

B. Cx Services Performed In The Design Phase

1. Kick Off Meeting With Owner (Reps) and Design Team To Discuss Commissioning Process & Plan. Deliver Meeting Minutes To Attendees

2. Facilitate (##) Design Cx Coordination Meetings with design team to discuss the results of design reviews and to develop and review status of commissioning specification/plan, each member’s tasks and commissioning project deliverables during design phase. Meeting minutes to attendees

3. Draft Commissioning Plan

4. Draft Division 18000 Commissioning Specification for all commissioned systems. Coordinate this document with the architect and engineers and integrate the commissioning specification into the overall project specification package. This document will include a detailed description of the responsibilities of all parties, details of the commissioning process; reporting and documentation requirements, including formats; alerts to coordination issues, deficiency resolution; start-up requirements; functional testing process; specific functional test requirements, including testing conditions and acceptance criteria for each piece of equipment being commissioned.

5. Coordinate a controls integration meeting where the electrical and mechanical engineers, Owner’s Rep and the Commissioning Firm discuss integration issues between equipment, systems and disciplines to ensure the integration issues and responsibilities are clearly described in the specifications.

6. Perform A Design Review


7. Perform Basis of Design (Design Intent Document) Review from the Design Engineer.

8. Draft Preliminary PFPT (prefunctional performance test) system readiness checklists

9. Draft Preliminary FPT (functional performance test) narratives

10. Draft list of system trends to be completed beginning 1-week before FPT system demonstrations

11. Make suggested commissioning reference inserts into Documents, Division 1, 15, 16, & 17

12. Provide air & water balancing specification review.

13. Provide LEED 2.2 Required Documentation (If Applicable LEED Project)

C. Cx Services Performed In The Construction Phase

1. Kick Off Meeting With Owner (Reps), Design Team & Contractor To Discuss Commissioning Process & Plan Deliver Meeting Minutes To Attendees.

2. Facilitate (##) Cx Meetings Throughout Construction & deliver Meeting Minutes to attendees.

3. Review RFI’s, addendums, and change order proposals

4. Review air & water balancing plan

5. Coordinate and direct commissioning activities using consistent protocols and forms, regular communications, consultations with all necessary parties and schedule updates.

6. Work with Owner and Contractor in maintaining commissioning plan and project timeline

7. Review Contractors PFPT updates

8. Review Equipment submittals in sync with the design team for equipment being commissioned.

9. Review O & M submittals in sync with the design team for equipment being commissioned

10. Review and update FPT’s based on Contractor feedback

11. Deliver FPT’s for Contractor use in completing system FPT dry-run

12. Commissioning Firm shall review contractor/manufacturer supplied equipment start-up forms prior to start-up.

13. Commissioning Firm shall observe random contractor & manufacturer’s equipment startup procedures on systems being commissioned based on (##) field visits.

14. Review Contractors’ equipment and system training plans, timeline, and training documents

15. Perform (##) Site visits and document System Readiness Installation Observations, Progress Photos, & distribute Field Reports

16. Develop & Update Field Notes, PFPT Corrective Action Log & Pending Issues Log Throughout Project

17. Review Preliminary & Final Balancing Report

18. Facilitate FPT demonstration with Owner (Reps) & Contractors.

19. Collect BAS Printouts during FPT demonstration

20. Collect BAS Trending printouts

21. Maintain FPT Corrective Action Log

22. Facilitate seasonal deferred FPT demonstration


23. Facilitate 10-month warranty meeting with facility staff and review commissioning plan and lessons learned

24. Project Closeout & Deliver Final Cx Report To The Owner (Includes Paper & CD Copy Of Final Report)

25. Provide LEED 2.2 Required Documentation (If Applicable LEED Project) or MA-CHPS Compliance documentation for schools.

D. Cx Services Performed In The Warranty Phase

1. Facilitate seasonal deferred FPT demonstration

2. Maintain FPT Corrective Action Log

3. Facilitate 10-month warranty meeting with facility staff and review commissioning plan and lessons learned

4. Project Closeout & Deliver Final Cx Report To The Owner (Includes Paper & CD Copy Of Final Report)

5. Provide LEED 2.2 Required Documentation (If Applicable LEED Project) or MA-CHPS Compliance documentation for schools.

E. Cx Services Performed For The LEED 2.2 Pre-Requisite Fundamental Cx Phase (Note: Refer To LEED 2.2 Reference Guide For Complete Details)

1. Selection Of Cx Authority (Must Meet LEED Required Cx Independent Of Design Staff and Construction Staff & Meet Minimum Experience Requirements)

2. Perform Design Review

3. Develop & Incorporate The Commissioning Requirements Into The Construction Documents

4. Develop & Implement A Commissioning Plan

5. Verify The Installation & Performance Of The Systems To Be Commissioned.

6. Complete A Summary Commissioning Report

7. Complete The Minimum Required LEED 2.2 Systems Review E. Cx Services Performed For The LEED 2.2 Enhanced Cx Phase (Note: Refer To LEED 2.2 Reference Guide For Complete Details)

1. Complete Cx Services Performed For The LEED 2.2 Pre-Requisite Fundamental Cx Phase.

2. Selection Of Cx Authority (Must Meet LEED Required Cx Independent Of Design Staff and Construction Staff & Meet Minimum Experience Requirements)

3. Review Of All Architectural, Design & Contractor Submittals Applicable To Systems And Equipment Being Commissioned. Submit Findings To Owner, & Design Team.

4. Develop A Systems Manual That Provides Future Operational Staff To Understand & Optimally Operate Commissioned Systems.

5. Verify Training Requirements of Operational Personnel and Building Occupants Has Been Completed.

6. Include The Involvement Of The Prerequisite Commissioning Authority In Reviewing The Building Operation Within 10 Months After Substantial Completion With The O&M Staff & Occupants. Included Will Be A Plan For Resolution Of Outstanding Commissioning Related Issues.


SYSTEMS TO BE COMMISSIONED HVAC List Systems, Quantities of equipment, and drawings (if drawings are available) (List Must Meet LEED 2.2 Minimum Requirements For LEED Projects) Example

• Hot Water System (Includes (3) Boilers B-1-2-3, (4) Pumps P-1-2-3-4) • Chilled Water System (Includes (2) Chillers CH-1-2, (4) Pumps P-5-6-7-8) • (5) AHU’s, AHU-1-2-3-4-5 • (20) Radiant Panels, RP-1 Thru RP-20 • Witness Bldg Envelope Testing (Includes Leak Testing, Exterior Walls, Windows, Roofs…etc…)

ELECTRICAL List Systems, Quantities of equipment, and drawings (if drawings are available) (List Must Meet LEED 2.2 Minimum Requirements For LEED Projects) Example

• Emergency Generator System (Includes (1) Generator EMG-1, (1) Automatic Transfer Switch ATS-1 & (4) Emergency Panels EMP-1-2-3-4 )

• (2) Standby Generators (Includes (2) Generator STBG-1-2, (2) Automatic Transfer Switch ATS-2-3 & (5) STBG Panels STBP-1-2-3-4-5)

• Fire Alarm & Sprinkler System (Includes (1) FACP, (30) Smoke Detectors SD-1 Thru 20, (20) Sprinkler Tamper & Flow Switches)

• Elevator Recall System (Includes Witnessing (3) Elevators ELEV-1-2-3) • Stage Dimming System (Includes (1) Dimming System & Controls DM-1) • Occupancy Sensors (Includes (30) Occupancy Sensors OC-1 Thru OC-30)

PLUMBING List Systems, Quantities of equipment, and drawings (if drawings are available) (List Must Meet LEED 2.2 Minimum Requirements For LEED Projects) Example

• Domestic Water Heater System (Includes (2) Domestic Water Heaters DWH-1-2, (4) Circulator Pumps CP-1-2-3-4 & (1) Combustion Air Fan CAF-1 & (1) Power Exhaust Fan EF-1)

• Sanitary System (Includes (2) Sewer Ejector Pumps SEP-1-2, (20) Water Closets, (10) Urinals) COMMISSIONING FEE FOR SERVICES RENDERED Complete breakdown of the fees required for services rendered by Phases.

Project Phases Example

Hours Example Cost

A. Cx Services Performed In The Design Phase 100 $ 10,000 B. Cx Services Performed In The Construction Phase 650 $ 65,000 C. Cx Services Performed In Warranty Phase 40 $ 4,000 D. Cx Services For The LEED 2.2 Pre-Requisite Fundamental Cx Phase 450 $ 45,000 E. Cx Services Performed For The LEED 2.2 Enhanced Cx Phase 100 $ 10,000

Total Cost $134,000 Note 1. Costs Are Valid For 90 Days From Initial Proposal Date Listed At The Beginning Of This Document. Note 2. Costs Can Be Based On Lump Sum Or Time & Material With A Not To Exceed Value.


Check Off & Initial One Of The Two Cost & Billing Structure Methods Below: Check Here Lump Sum Payment: ______________Initial Here Check Here T&M With Not To Exceed Payment:___________ Initial Here ASSUMPTIONS

1. Client Will Provide Specialized Lifts, For Equipment To Be Commissioned That Is Installed In High Ceilings.

2. Client Will Provide Access To And Parking (Including Permits) For The Commissioning Firm On Or Near All Construction Sites.

3. Verbal Requests For Additional Services And Scope Will Require Written Approval Before Work Will Proceed.

4. The Commissioning Firm Is An Independent Observer And Will Require Additional Personnel During The Commissioning Process Including, But Not Limited To:

• Client, Owner And/Or Owners Representatives

• Facilities Personnel

• Associated Installing Mechanical and electrical Trade Contractors

• Controls Contractors

• Manufacture’s Representatives And/Or Startup And Service Technicians The Client Is Responsible For Covering All Costs Associated With The Required Presence Of These Other Parties.

REIMBURSABLE EXPENSES Reimbursable Expenses Include, But Are Not Limited To Specialized Tools, Travel, Overnight Stay Meals At A Limited Rate, Parking, Towing, Printing, Plotting, Shipping And Courier Services Will Be Invoiced At Cost Plus 5%. ADDITIONAL SERVICES Additional Services, Beyond This Described Scope, (i.e. Additional Commissioning & Retesting Of Systems) Will Be Billed At A Daily (8 Hour Day), Time & Material Rate Of Insert Rate/Day During Industry Standard Normal Business Hours Between 8am-5pm. Off Hours Will Be Billed At A Premium 20% Above Normal Business Hour Charges. Additional Services Require Prior Written (i.e. Email And/Or Contract) Approval And Authorization Between The Client And The Commissioning Firm. If Insert Company Name Is Requested To Provide Additional Services; Insert Company Name Will Prepare And Submit An Additional Service Authorization Form Which Will Contain The Proposed Scope And Fee For The Additional Service.


ADDED VALUE & OPTIONAL SERVICES Insert Company Name Also Offers The Following Optional Services below. Please Contact Us For Additional Detail. Option 1. Commissioning Of Facility Management, CMMS (Computerized Maintenance Management) Option 2. Facilitate 3rd Party TAB (Testing Adjusting & Balancing) If Insert Company Name Is Requested To Provide Optional Services; Insert Company Name Will Prepare And Submit An Optional Service Authorization Form Which Will Contain The Proposed Scope And Fee For The Optional Service. SAMPLE FORMS Provide As A Minimum, the following Documentation Sample Forms For The Commissioning Process Including:

• Sample Of A Commissioning Plan • Sample Of A Commissioning Specification • A Sample Of A Design Review Report • Sample Of A System Functional Performance Test Narrative • A TAB Review Report • Commissioning Process Test Plan & Schedule