CONTRA COSTA COMMUNITY COLLEGE DISTRICT 500 Court St, Martinez, CA 94553 REQUEST FOR PROPOSALS DIABLO VALLEY COLLEGE AND LOS MEDANOS COLLEGE MECHANICAL AND CONTROLS UPGRADES June 2014 PART 1 - INTRODUCTION The Contra Costa Community College District (District) is hereby soliciting proposals from firms experienced with mechanical engineering consulting services to convert buildings from pneumatic to digital controls, repair or replace HVAC economizers, optimize building automation systems, reconfigure boiler piping and controls, and convert constant hot and chilled water flow to variable flow. 1.1 DESCRIPTION Diablo Valley College has existing non functioning HVAC economizers, obsolete pneumatic controllers and unorganized building automation system sequence of operations. All of these elements tend to reduce the energy efficiency of the College and the District is seeking to upgrage these elements. Los Medanos College’s (LMC) existing Hot and Chilled Water systems are inefficiently configured and controlled. This project will seek to properly isolate existing boilers and install variable flow systems where possible. LMC will also install demand control ventilation on kitchen exhaust hoods. Responses to this RFP shall be due prior to 2:00 PM on July 10, 2014. Proposals may be submitted through electronic submittals via email attachments. Consultants may drop off one (1) original and one (1) electronic copy on a CD or USB Flash Drive addressed to: Purchasing Department Contra Costa Community College District 500 Court St, Martinez, CA 94553 Attn: Jovan Esprit, Contract Manager Email:
[email protected] Phone: (925) 229-6959 1.2 THE DISTRICT The Contra Costa Community College District (District) was founded by a public vote in December 1948 and first opened its doors in 1949. It is one of the largest multi-college community college districts in California. The District serves a population of 1,019,640 people, and its boundaries encompass all but 48 of the 734-square-mile land area of Contra Costa County. The District Office is located in historic downtown Martinez. The Contra Costa Community College District (CCCCD) has three main campuses: Contra Costa College, Diablo Valley College and Los Medanos College, and annually serves almost 55,000 students. PART 2 - SCOPE OF SERVICES: Provide mechanical engineering consulting services to design: Diablo Valley College repairs, refurbishments, or replacements of economizers on various Air Handling Units (AHUs) or package units in the buildings listed in Table 1;
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existing pneumatic controller conversions to Direct Digital Controllers (DDC) and dismantling and retiring existing air compressor and systems in buildings listed in Table 1; and optimization of building operating conditions. Review Andover Continuum settings and develop a plan to optimize building start and stop times, revise zone temperature dead-bands, and Supply Air Temperature (SAT) resets.
Los Medanos College installation of automated boiler isolation valves (between 4 to 6 boilers) and conversion of existing hot water constant volume flow distribution system to variable flow, if feasible; conversion of existing constant flow chilled water distribution system to variable flow, if feasible; and installation of demand control ventilation in kitchen exhaust hoods and balancing air supply and exhaust volumes between the air handling unit, exhaust fan and kitchen exhaust hoods (two hoods) All engineering work shall be in compliance with current District requirements. Document preparation will be in the formats required by District and adherence to deadlines is important so as not to impact the project schedule. Drawings will include piping layout, equipment layout, building automation systems (BAS) sequence of operations, detailed sketches, estimated costs and construction schedules. The District reserves the right to approve all sub-consultants. Proposals shall include the identity of all sub-consultants. The consultant is expected to lead the project from conceptual design through project close out. The consultant shall provide a written narrative with their proposal on how their services will be performed. The narrative shall also describe the teams’ experience, including both direct contract and work performed under subcontracts, with similar work. Itemize the work intended to be performed with your firms’ resources and or workforce as well as the work for which sub consultants are utilized. Consultant services shall include: existing system and condition evaluations; development of replacement recommendations; provision of drawings & specifications at 60%, 90% Construction Document Phase; provision of cost estimates at 60% & 90% Construction Document Phase; assistance with contractor bidding; provision of construction administration; equipment commissioning; and assistance with close-out phase. Scope of Design Work To provide complete and comprehensive professional services to perform the tasks below. 1. Conduct site visits, interviews with selected Building & Grounds (B&G) personnel, and field investigations to survey and document existing conditions. Three on site meetings minimum 2. Review existing documents on file knowing the accuracy of such documents is not guaranteed (two meeting minimum). It shall be the responsibility of the consultant to verify the contents and assume full responsibility for any determination or conclusion drawn from the material supplied by 4CD. If
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the information provided is insufficient, the consultant shall take the appropriate actions necessary to obtain the additional information required for the project at no additional cost to District. 3. Determine the most practical and cost effective method to perform the following work: A. Economizers Examination of existing Air Handling Units and package units on buildings listed in Table 1 and remove, repair or replace economizers. Upgrading replacements with technologically current equipment. Ensuring economizers have proper communication with and failure alarms to the college Andover Continuum system. Commissioning new equipment. B. Pneumatic controllers Confirm PG&E review findings to confirm quantity and location of pneumatic controllers in the list of buildings provided. Review District mechanical schedules and plans to verify location of equipment. Recommendation of pneumatic to direct digital control (DDC) controller conversion by installing latest technology DDC controllers, wiring, sensors, Remote Terminal Units (if applicable), and connecting devices and systems to Andover Continuum Building Automation Systems. Remove existing pneumatic devices and air compressor as necessary. Retrofit temperature sensors, actuators, dampers, and VAV mechanisms as necessary. Install communication wiring as necessary for Andover Continuum communication through stand-alone wiring, wireless communication or local area Ethernet networks. Commissioning new equipment. C. Building Automation Systems Provision of communication connections, wired, wireless, or Ethernet, for all mechanical and direct digital controls to the Andover Continuum System. Optimization of building heating or cooling starting and stopping times. Recommendations on how to prevent simultaneous cooling and heating and installing prevention devices or software to accomplish task. Development of algorithms for Supply Air Temperature resets. Commissioning of Building Automation Systems. D. Hot water distribution system Research hot water loop to determine variable flow viability. Automated isolation valve installation and connection to Building Automation System. Installation of variable speed drives and connection to Building Automation System. Commission operation. R:\JOVAN-DO PROJECTS\CCCCD-Rfps PROPOSITION 39 PROJECTS\RFP-Dvcandlmcmechcontupgr(Rev.6-2314Final).Docx
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E. Chilled water distribution system Research chilled water loop to determine variable flow viability. Installation of variable speed drives with connection to Building Automation System. Commission operation. F. Demand control ventilation on kitchen exhaust hoods Install demand control ventilation on two kitchen exhaust hoods. Perform air balance for the zone between the air handler, exhaust fan and hood exhaust fans. Install feedback loop to Building Automation System if feasible. Commission operation. 4. Assist District with identifying and selecting any proper repair solutions or upgrades necessary to integrate new materials and equipment into existing building structure and systems (e.g. structural, roofing, piping, and ducting). 5. Evaluate the feasibility and cost of the solutions proposed and assist with project delivery methods (Design Bid Build or Design Build) to best meet project schedule and construction completion date. 6. Produce all contract documents to include detailed drawings and specifications necessary to construct the project reflective of the selected delivery method. This may include temporary services for campus operations, such as cooling, needed during construction. 7. Develop commissioning plan. 8. Allow for four (4) on site two hour meetings during the design to be jointly agreed between District and consultant. Scope of Services Construction Administration 1. Assist District during the bidding process to include answering bid questions and preparing addendum for District distribution. 2. Review contractor submittals, shop drawings, requests for information, as-built drawings, and other contractor initiated contract documents. 3. Issue supplemental drawings, specifications, or instructions as appropriate under the standard of care for these SERVICES. 4. Review contractor pay applications 5. Attend and participate in weekly construction meetings and perform weekly inspections of work in progress and submit written report 6. Review change orders 7. Review and verification of contractor’s progress payments, 8. Oversee commissioning plan and services to ensure system operates in conformity with the design intent and sign off when complete 9. Ensure that O&M manuals and all other relevant documentation including warranty information is complete and left with appropriate District representatives 10. Review of As-built drawings on CAD. Consultant to transfer information from contractor’s marked up record set 11. Preparation of deficiency lists R:\JOVAN-DO PROJECTS\CCCCD-Rfps PROPOSITION 39 PROJECTS\RFP-Dvcandlmcmechcontupgr(Rev.6-2314Final).Docx
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12. Certification at project completion confirming work to be in general conformance with the contract documents.
Quality of Consulting Work The Consultant shall render services to the client “in a timely manner” with that degree of care, skill and diligence normally provided in the performance of services with respect to projects of a similar nature to that contemplated herein. All significant recommendations, estimated costs, and design decisions shall receive the approval of District prior to inclusion in any documents. Cost estimate is defined as a detailed estimate based on quantity take-offs from drawings and specifications at the 60% & 95% completion phase of bid documents. An estimate within ±15% to actual costs is sought. Responses to this Request for Proposal (RFP) are due prior to 2:00 PM on July 10, 2014. Send your responses to my information below via email message and attachments or drop off at the Contra Costa Community College District, 500 Court St, Martinez, CA 94553. Questions regarding this Request for Proposal shall be in writing directed to my information below: David Vasnaik, Energy Manager Contra Costa Community College District 500 Court St, Martinez, CA 94553 Email:
[email protected] Phone: (925) 229-6846 PART 3 - INFORMATION AVAILABILITY The following drawings are available in Adobe format*: Mechanical Floor Plans Mechanical Schedules, Diagrams & Details Mechanical Floor Plans & Details *The information contained in the available drawings may have been accurate at the time they were produced, however, they are currently considered outdated and inaccurate. Proposers desiring to evaluate the documentation available for research should contact the District Project Controls Specialist at (925)229-6847 to schedule an appointment to review documents. PART 4 - SCHEDULE The following tentative schedule is subject to change: June 24, 2014 July 1, 2014 July 8, 2014 July 10, 2014 July 15, 2014 July 22, 2014
Issuance of Request for Proposal Deadline for questions/requests for clarification Questions/clarifications addendum issued RFP Submittals Due prior to 2:00 PM Consultant Interview Contract Award
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Please submit all questions in writing, via email or in accordance with the deadline noted above. Resulting addenda will be in the question/answer format posted to the District website. PART 5 - SUBMISSION REQUIREMENTS 5.1 Submittals Responses to this Request for Proposal (RFP) are due by July 10, 2014 prior to 2:00 PM. Send your responses to my information below via email message and attachments or drop off at the Contra Costa Community College District, 500 Court St, Martinez, CA 94553. The outside of the package or the email should indicate that it contains “Proposal – Occupancy Sensor and Lighting Retrofits.” Questions regarding this Request for Proposal shall be in writing directed to my information. The entire package shall be sealed. The name and address of the respondent shall appear on the outside of the package and it shall be addressed as indicated above. The outside of the package should also indicate that it contains “Proposal- DVC and LMC Mechanical and Controls Upgrades” Each respondent is solely responsible for the timely delivery of its package by the deadline prescribed. The District will not be responsible for delays regardless of the reason. Failure to meet the submission deadline may [or shall] result in disqualification from consideration. 5.2 Submission Format Proposal submissions should be in the format prescribed below. The information presented under each heading should conform to the information requested. Each submission package will be reviewed to determine its completeness prior to actual evaluation. If a respondent does not respond to all categories requested, the respondent may be disqualified from further consideration. Cover Letter Provide a cover letter with the name of the firm making the submission indicating your interest in working with the District. Include a brief description of why your firm is well suited for, and can meet the District’s needs. The letter shall be signed by the individual authorized to bind the respondent to all statements and representations made therein and to represent the authenticity of the information presented. Tab 1 – Firm’s History and Relevant Experience - Provide a brief description and history of the firm, including a brief summary of qualifications and specialized abilities. Provide detailed experience information per following requirements: 1. Provide list of at least three (3) similar-sized projects performed in the past five (5) years 2. For each project submitted to support item 1 above, provide the following information: a. Name and location of the project b. Approximate size or scope of the project c. Initial fee for the work, and final fee for the work d. System owner, including a point of contact and contact information* e. Description of the scope of services provided *These personnel may be contacted as references.
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Tab 2 – Staffing Plan and Resumes - – the experience, skills, and education of the key members proposed to perform the assessment, including first level field project support and management oversight of field staff, if any. Tab 3 – Fee Proposal – Provide a negotiable, detailed fixed-fee proposal. Subtotal and total like elements of work and total for the entire work. Identify work or deliverables that should be considered optional, or “as needed”, with those elements separated from the fixed fee elements of the proposal. PART 6 - SELECTION CRITERIA A Selection Committee will evaluate all Proposals submitted. Upon review of the initial submittals, the District may hold a meeting of mutual understanding with each proposer to discuss potential refinements in the proposals, the scopes of work, and to provide additional clarity regarding the District’s challenges, goals and expectations for this effort. This meeting, if held, will include a discussion of the overall strengths and weaknesses in both the technical and fee elements of the proposals. Following this mutual understanding meeting, if held, proposers will be provided the opportunity to revise any part of their proposals, including the technical, staffing, and fee elements of the submittal. However, if following the meeting, a proposer stands by the original submission, no changes will be required in order to remain competitive. Following resubmittal, if any, the District will review the technical elements (History and Relative Experience, Scope of Work and Proposed Deliverables, Staffing Plan, and Fee Proposal. After the Selection Committee identifies the firm/team that may provide the greatest overall benefit or value, the District intends to negotiate to obtain the best value for a given mutually agreeable scope and cost. Should the District be unsuccessful in negotiations with the firm with the highest rating, the firm with the second highest rating will be extended the opportunity to negotiate a contract.. The Technical factor will be weighted slightly higher than the price evaluation. 6.1 Technical Evaluation Factors Technical evaluations will consist of the following equally important evaluation factors: Factor I: Firm’s history and relevant experience on similar projects Factor II: Staffing Plan 6.2 Price Evaluation Factor Price evaluation will consist of the following factor: Factor I: Fee Proposal Price evaluation will consist of review of fee estimate projections based on proposed staffing and on the hourly rates, and will not be based solely on the total proposed cost estimate. Proposals which contain unreasonably low or unreasonably high staffing levels may both be negatively evaluated.
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PART 7 - GENERAL PROVISIONS 7.1 Additional Services The District may elect at any time, to amend any contract awarded hereunder to require the selected firm to provide additional services. In this case, the selected firm and the District will agree mutually on the scope and fees associated with any additional services. 7.2 Addenda The District may modify this RFP or any of its deadline dates set forth in the RFP prior to the date fixed for submission of qualifications by issuance of an addendum. 7.3 Withdrawal of RFQ The proposers may withdraw its RFP by submitting a written or facsimile request signed by the proposer’s authorized representative, prior to the time and date specified for proposal submission. A withdrawal or modification offered in any other manner will not be accepted. 7.4 Right of Cancellation The District reserves the right to cancel this RFP at any time prior to contract award without obligation in any manner for proposal preparation, interview, fee negotiation or other marketing costs associated with this RFP. The District may reject any or all submittals and may waive any immaterial deviation from the RFP. The District’s waiver of an immaterial defect shall in no way modify the RFP documents or excuse the proposer from compliance with other provisions of the RFP. 7.5 Disposition of Submittals Submittals become the property of the District and may be returned only at the District’s option and at the proposer’s expense. Information, excluding proposer’s financial information, contained therein shall become public documents subject to the Public Records Act 7.6 Non Discrimination The District does not discriminate on the basis of race, color, national origin, ancestry, sex, age, religion, marital status, disability or sexual orientation in any of its policies, procedures or practices. 7.7 Evaluation of Proposal The District’s evaluation is solely for the purpose of determining which consultants are deemed best qualified. Proposals will be reviewed and a determination made by the District based upon the submitted information and any other information available to the District. The District may request a Consultant submit additional information pertinent to the Submittal. The District also reserves the right to investigate other available sources in addition to any documents or information submitted by the Consultant. If the Consultant disagrees with the determination regarding their status, a written request for hearing is required within 14 days from the date of receipt of notice from the District. Written requests are to be submitted to Jovan Esprit at the address listed herein. 7.8 Restrictions on Lobbying and Contacts From the period beginning on the date of the issuance of this RFP and ending on the date of the award of the contract, no person, or entity submitting in response to this RFP, nor any officer, employee, representative, agent, or consultant representing such a person or entity shall contact through any means or engage in any discussion regarding this RFP, the evaluation or selection process/or the award of the contract with any member of the District, College, Governing Board, selection members, or any member of the Citizens' Oversight Committee. Any such contact may be grounds for the disqualification of the proposer. R:\JOVAN-DO PROJECTS\CCCCD-Rfps PROPOSITION 39 PROJECTS\RFP-Dvcandlmcmechcontupgr(Rev.6-2314Final).Docx
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7.9 Conflict of Interest These RFP procedures prohibit the practices which might result in unlawful activity including, but not limited to, rebates, kickbacks, or other unlawful considerations, and prohibit District employees from participating in the selection process when such employee or employees have a relationship with a person or business entity seeking an agreement under this RFP that would create a conflict of interest.
Table 1 Diablo Valley College Building Number DVC57 DVC23 DVC94 DVC61 DVC90 DVC91
Building Name Library Performing Arts Center (PAC) Business Foreign Language (BFL) Learning Center (LC) Student Union (SU) Math (MA) END OF DOCUMENT
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