RFQ – Commissioning Services – EEDC

October 5, 2018 Advertisements for Bids, Capital Construction

REQUEST FOR QUALIFICATIONS FOR COMMISSIONING SERVICES
ENGINEERING EDUCATION & DESIGN cENTER

October 6, 2018

SECTION I:  GENERAL INFORMATION

The University of Maine, located in Orono, Maine, desires to procure Commissioning Agent (CxA) services for the ENGINEERING EDUCATION & DESIGN CENTER (EEDC) project.  The project consists of the construction of an education and research building for the College of Engineering. The selected firm will provide commissioning agent (CxA) services on a project team in support of design, construction and project close-out as managed by the Office of Facilities Management (FM).  This Request for Qualifications (RFQ) seeks qualified firms to submit proposals with the intention of providing CxA services for the duration of the project from Fall 2018 to its anticipated completion in 2022.

SECTION II:  BACKGROUND

General
As part of Maine’s land-grant university, the mission of the University of Maine’s College of Engineering is to produce the graduates and new technologies needed to move Maine’s economy forward.  As a UMaine signature area, the College of Engineering continues to play a vital role in Maine and beyond to prepare an educated workforce, conduct research that turns knowledge into innovative solutions, and provide outreach that includes science, technology, engineering, and math (STEM) initiatives.  The EEDC will be a new facility to improve these services and will be located on the Orono campus.

Conceptual Project Description
The Engineering Education and Design Center (EEDC) will be a multi-use academic and laboratory building intended to become the heart of the undergraduate engineering education at the University of Maine.  The building uses will include education, design and limited research in various classrooms, laboratories, collaborative spaces, and common public spaces.  The focal point of the EEDC will be hands-on, team-based laboratories for senior capstone design projects where students from multiple engineering disciplines will be brought together to collaborate.  The intent of the lab design is to be flexible so they may be used by the various engineering disciplines.  There will be informal collaboration spaces for students to work in small groups on projects and homework assignments.  Classrooms will likely range in size and be flexible to accommodate group learning.  There will also likely be specialized classrooms for engineering demonstrations and distance learning.  The latter will allow select engineering courses originating at UMaine to be shared with other University of Maine System campuses and facilities.  While multiple departments will utilize the building, the EEDC is intended to specifically house the Department of Mechanical Engineering and the biomedical engineering portion of the Department of Chemical and Biomedical Engineering.

The primary firms of the design team are WBRC Architects/Engineers of Bangor, ME and Ellenzweig Architecture of Boston, MA.  Pre-Design was completed in April 2018 resulting in a report describing the proposed building programming and site selection process.  Schematic Design will be completed by October 2018.  The proposed EEDC building is anticipated to be a 4-story structure with an approximate footprint of 35,000sf, and a total floor area of 115,000 sf including penthouse mechanical and basement areas.  The existing Machine Tool Lab building on Long Road on the UMaine campus will be demolished and replaced by the EEDC building.

The following elements are anticipated to be incorporated into the EEDC:

Conceptual Building Elements:

  • Primary entrance with Welcome and STEM Outreach Center.
  • Undergraduate Design Laboratory with open, multidisciplinary labs for use by students in designing and building senior capstone projects.
  • Specialized laboratories adjoining the Undergraduate Design Laboratory for electronics, advanced machining, 3D printing, and other supporting functions.
  • Multiple types of classrooms including lecture halls, flexible classrooms that accommodate collaborative learning, engineering demonstration classrooms, and “smart” distance learning classrooms.
  • Faculty, staff and graduate student offices.
  • Undergraduate, graduate and research laboratories to support bioengineering.
  • Undergraduate teaching laboratories to support mechanical engineering.
  • Flexible student workspaces for collaboration on group projects and homework assignments (group sizes from 2 to 10).
  • Commons and snack bar in close proximity to student workspaces.
  • Conference rooms, common areas and other non-formal meeting areas.

Conceptual Building Infrastructure and Other Features:

  • Architectural fit to surrounding campus structures that complements the campus environment.
  • Be supported from existing campus infrastructure including roads, parking and utilities.
  • Pedestrian access to other engineering and engineering-related buildings.
  • Vehicle access including loading facilities and bus drop off near a primary building entrance.
  • Primary service entrance near infrastructure support areas for maintenance and operations.
  • Electrical system capacity to support advanced machining equipment.
  • Mechanical systems in some laboratories suitable for use of bioengineering materials and/or chemicals.
  • Interior elevator for passenger and freight with capacity to move large equipment.
  • Desirable for the building to incorporate appropriate renewable/efficient energy systems that can be used as a teaching tool.
  • Full foundation and partial basement.
  • ADA, Title IX and EO accommodations.
  • LEED design has been incorporated with a target of Silver certification.

Anticipated project conditions and other challenges:

  • Work will be performed in close proximity to occupied buildings requiring close monitoring and require mitigation of impacts to adjacent activities;
  • Limited site area for construction activities and laydown space resulting in methods to identify daily use for select materials, labor and equipment to be shuttled to the site from a remote logistical base location;
  • Public project with higher public profile heightening the need for a high level of planning, estimating and scheduling that will limit unknowns or uncertainties; and,
  • Complex floor plans and diverse programs requiring a high degree of coordination between design, project management and trades.

The project is anticipated to have a four (+) year schedule and include the following phases for CxA services:

Phase Commissioning Services Proposed Schedule
Schematic Design N/A May ‘18 to October‘18
CxA joins project team Schematic Design is complete and Design Development has started Nov ‘18
Design Development Commissioning Services in support of Design Development Nov ‘18 to Mar ‘19
Construction Documents Commissioning Services in support of Construction Documents Mar ‘19 to Dec ‘19
Bidding Bidding and preparation of a Guaranteed Maximum Price Dec ‘19 to Feb ‘20
Construction Commissioning services in support of construction Mar ‘20 to May ‘22
Occupancy/Substantial Completion Owner takes occupancy May ‘22
Close Out Warranty, FFE, final commissioning, and other support May ‘22 to Aug ‘22
Full Occupancy/Final Completion Owner takes full occupancy September 1, 2022

The selected firm will provide CxA services on a project team in support of design and construction as managed by the Office of Facilities Management (FM).  The project team is led by WBRC Architects/Engineers of Bangor, ME and Ellenzweig Architecture of Boston, MA (Architect/Designer).  The Construction Manager is anticipated to join the team in October 2018.  The selected CxA will be expected to join the project team in November 2018 and provide commissioning services through design and construction to project completion anticipated to be in 2022.

SECTION III:  CxA QUALIFICATIONS

The CxA will be expected to perform services consistent with the industry accepted role of a CxA including commissioning for the following systems:

  1. Building envelope.
  2. Steam systems, including service pressure reducing station, flow metering.
  3. Chilled water systems, including chilled water and condenser water systems.
  4. Hydronic system including pumps heat exchangers, condensate heat recovery system.
  5. HVAC systems for biomedical research laboratories.
  6. HVAC systems for instructional laboratories.
  7. HVAC systems for office and assembly occupancies.
  8. Domestic hot water system including recirculation.
  9. HVAC and Plumbing Controls.
  10. Smoke Control System serving 3-level atrium, including exhaust fans, makeup air openings, and integration with sprinkler and fire alarm systems.
  11. Lighting controls, including daylight harvesting and integration with AV systems.
  12. Fire alarm and emergency lighting systems.
  13. Generator and transfer switch systems.
  14. Audio-Visual systems.

Systems CxA services will include mechanical, electrical, plumbing, and assemblies in accordance with ASHRAE Guidelines 0-2005 and ASHRAE Guidelines 1.1-2007 for HVAC & R systems, as they relate to energy, water, indoor environmental quality, and durability.

Envelope CxA services will include the building’s thermal envelope and be in accordance with ASHRAE Guideline 0-2005 and the National Institute of Building Sciences (NIBS) Guideline 3-2012, Exterior Enclosure Technical Requirements for the Commissioning Process, as they relate to energy, water, indoor environmental quality, and durability.

CxA services will include:

  1. Review of OPR, BOD and Project Plan.
  2. Development of Commissioning Plan including checklists and system test procedures.
  3. Submittal Review (for systems and elements being commissioned).
  4. Verification of completed start up and close out activities for equipment and systems.
  5. Testing, adjusting and balancing of these systems; verifying operation of systems under building management control.
  6. Field installation verification.
  7. Functional performance testing and integrated systems testing for all lab systems.
  8. Thermal imaging of exterior envelope.
  9. Review of design documents as third party peer review.
  10. Complete LEED NC version 4 prerequisite, Enhanced Commissioning and enhanced metering credit requirements for both building systems and envelope including, but not limited to:

a. Fundamental Commissioning and Verification prerequisite,
b. Enhanced commissioning credit including enhanced monitoring and envelope commissioning and,
c. Assistance with Advanced Energy Metering credit,
d. Verify inclusion of systems manual requirements in construction,
e. Verify inclusion of operator and occupant training requirements,
f. Verify systems manual updates and delivery,
g. Verify operator and occupant training delivery and effectiveness,
h. Verify seasonal testing.

  1. Complete LEED Version 4 Monitoring based Commissioning requirements including but not limited to:

a. Develop monitoring-based procedures and identify points to be measured and evaluated to assess performance of energy- and water-consuming systems,
b. Include the procedures and measurements points in the commissioning plan,
c. Update the systems manual with any modifications or new settings.

  1. Blower door testing of building and/or compartments.
  2. ASTM E783 and E1105 testing for air and water infiltration at windows and doors.
  3. Prepare and maintain facilities requirements and operation and maintenance plan.
  4. Prepare final Cx Report.
  5. Review building operations 10 months after Substantial Completion.
  6. Development of on-going commissioning plan.

The selected CxA firm would have professional skills and experience consistent with the needs of UMaine as follows:

  1. Strong background in and experience with commissioning services required.
  2. Experience with previous engineering, science or laboratory projects similar to the Engineering Education & Design Center.
  3. Experience with public higher education clients possessing campus-scale facilities preferred.
  4. Experience managing commissioning for multiple construction trades for similar projects preferred.
  5. A proven record of successful project management and timely delivery required.
  6. Sufficient resources to provide services throughout the duration of the project required.

Submissions will include billing rates and costs for associated work.  A detailed scope of work will be established after final selection as part of the contract process.  To be considered, a firm must be capable of starting work promptly following the conclusion of the selection process.

SECTION IV:  REQUIRED SUBMISSION INFORMATION

Prospective CxA firms should prepare a statement of qualifications for UMaine’s consideration.  The submission must include one (1) printed original, five (5) hard copies, and one (1) .pdf copy and shall include the following minimum information:

A.  Transmittal Letter.  Provide a brief letter summarizing the firm’s interest, qualifications and experience.

B.  Company Profile and Capabilities.  Provide a brief description of the firm’s size, staff and standard services.

C.  Commissioning Agent Experience.  Provide a detailed description of the firm’s background and experience with commissioning services for new building projects of similar size for engineering instruction and research within the last ten (10) years, with a focus on providing these services for higher education clients with campus-scale facilities.  The ideal similar building to the EEDC would be a multi-story structure with an approximate footprint of 35,000sf, a total floor area of 115,000 sf including penthouse mechanical and basement areas.  Describe specific experience with regard to success for project commissioning, scheduling and relationships with owner, architect and project team.

D.  Commissioning Agents.  Identify the person(s) who will be the Commissioning Agent(s) directly responsible for providing services to UMaine and provide a brief resume of education, qualifications, experience, and role in the firm’s services.  Include a list of relevant similar projects for which this person was directly responsible.  Submission of names shall be considered a commitment on the part of the CxA to retain stated personnel on the project throughout its duration.

E.  Availability.  Indicate the firm’s dedicated resources available to UMaine in relation to other workload.

F.  References.  Provide a minimum of three (3) references (name, address, telephone number, and email address) who are current or former clients for whom similar work has been performed within the last three (3) years and who can be contacted by UMaine with respect to the firm’s reputation for work, responsibility, timeliness, cost, and efficiency.  References from current UMaine FM employees will not be accepted.  Letters of reference may be submitted with additional information as appropriate.

G.  Fee Structure.  In a single, separately-sealed envelope within the submission package, provide the following:

1. CxA firm’s fee structure including billing rates associated with pertinent personnel and prices for anticipated direct reimbursable costs.

SECTION V:  SUBMISSION PROCESS

A.  Submission and Selection Schedule.

The process schedule is anticipated to be as follows:

Advertise Request for Qualifications start Saturday, October 6, 2018
Deadline for Submission of Questions 4:00pm, Tuesday, October 16 2018
Response to Questions (RTQ) Issued 4:00pm, Thursday, May 18, 2018
Submissions Due 2:00pm, Tuesday, October 30, 2018
Anticipated notification of firms to be interviewed week of November 5, 2018
Presentations/Interviews (interview time selected by lot) week of November 12, 2018
Final selection of CxA firm week of November 12, 2018

B.  Contact Person. Questions about this RFQ, see deadline for question submission above, shall be submitted in writing via mail or email to:

Walter Shannon, Project Manager
University of Maine System
Office of Facilities Management
5765 Service Building, Room 108
Orono, ME 04469-5765
cppmquestions@maine.edu

The Office of Facilities Management will respond in writing to all relevant questions received prior to the question deadline date of 4:00pm on Tuesday, October 16, 2018.  Only those answers received in writing will be considered binding.  Questions and responses about this RFQ will be furnished in writing to all those who requested a copy of the RFQ from FM.  They will also be posted at the following web site:  http://umaine.edu/ofm/contractors/advertisements/

C.  Submissions. Qualifications shall be submitted according to the following:

1. Time, Date and Place Due.  Submittals are due no later than 2:00pm on Tuesday, October 30, 2018.  All submissions shall be addressed and submitted to:

Carolyn McDonough, P.E.
Director of Capital Planning and Project Management
University of Maine System
Office of Facilities Management
5765 Service Building, Room 111
Orono, ME 04469-5765

Submittals received by FM after the deadline will not be considered.  Faxed, emailed or digital submissions will not be accepted.  Firms assume all risks of the method of delivery chosen.  UMaine assumes no responsibility for delays caused by any package or mail delivery service.

Submission Identifier.  The outside of containers in which qualifications are submitted must be clearly marked with the firm’s return address and the notation:  Qualifications to Provide Commissioning Agent Services – Engineering Education & Design Center.

3. Number of Copies.  One (1) printed original, five (5) hard copies and one (1) .pdf copy.

D.  Other Information.

1. Firms should identify a project contact, with email address, for purposes of receiving any updates regarding the RFQ selection process no later than 4:00pm on October 16, 2018.  Firms which do not provide contact information to the designated contact will not receive these updates.  Updates will be posted on the FM web site as appropriate:  www.umaine.edu/ofm/advertisements.htm

2. Do not contact any other University employee, representative or student regarding this RFQ unless specifically directed to do so in writing by the designated contacts.

3. No site tours will be provided at this time.  The EEDC will replace the existing Machine Tool Lab building on Long Road.

4. The following project documents are provided for informational purposes only:

a. “Program and Site Selection Report, Engineering Education and Design Center, College of Engineering”, for the University of Maine, prepared by WBRC and Ellenzweig, April 25, 2018.

SECTION VI:  SELECTION PROCESS AND CRITERIA

A.  General.  All qualifications submitted in response to this RFQ will be reviewed for appropriateness and completeness prior to referral to the selection committee.  UMaine reserves the right to reject any or all submissions, in whole or in part, if that submission is contrary to the best interests of UMaine.

B.  Submittal Evaluation Criteria.  A Selection Committee will subsequently determine the merit of submissions received in accordance with the information provided in response to the qualification information requested in Section IV.  The Selection Committee will include representatives of the Office of Facility Management, the Design Team, and the Construction Manager.

C.  Final Selection.  Upon evaluation completion, the submittals will be ranked and a final CxA selected.  References will be checked at this time.

D.  Selected Firm.  Upon final selection, UMaine and the selected firm shall execute a Contract based on this Request for Qualifications, the selected firm’s submission, and University of Maine System requirements.  Work under this RFQ shall not begin until a Contract is fully executed.

SECTION VII:  FORM OF AGREEMENT

A.  The successful firm will be required to enter into a standard University of Maine contract.  The form of agreement between Owner and the chosen Commissioning Agent will be a single document, University of Maine System Contractor/Consultant Agreement.

B.  The length of the contract is intended to be for the duration of the project with final completion anticipated to be in 2022.

SECTION VIII:  ADDITIONAL RFQ PARAMETERS

A.  Right to Waive.  The Owner retains the right to waive any informalities, to reject any or all Statements of Qualifications, or to accept any Statement of Qualifications that may be determined to be in its best interest.

B.  Order of Precedence.  The Commissioning Agent Request for Qualifications and Selection Process, as outlined herein, shall be considered subject to change as required by the University of Maine.  Terms and conditions of the Agreement between Owner and Commissioning Agent shall take precedence over all prior understandings and/or Agreements, if any, including this Request for Qualifications.

C.  Protests of Award and Authority to Resolve Protests.

1. After the selection of the CxA firm, any firm not selected may submit a protest in writing to the University of Maine System Chief General Services Officer (CGSO) within five business days of the date of the Notice of Award, with a copy to the firm that was awarded the contract.  The protest must contain a brief statement of the basis for the challenge.  The CGSO may stay the award until the protest has been resolved.

2. The CGSO will base his or her decision on a review of the facts.  There will be no hearing, no testimony and no additional information unless the CGSO deems that additional information is necessary to resolve the protest.  The CGSO will communicate his or her decision to the protesting firm, the campus and the firm originally awarded the contract.  If a protest is not resolved to the satisfaction of the protesting firm, the firm may file an appeal with the UMS Vice Chancellor for Finance and Administration within ten business days of a written decision of the CGSO, with a copy to the firm awarded the contract.  The determination of the Vice Chancellor is final and will be given in writing and submitted to the protesting firm, the University and the firm originally awarded the contract.

END OF REQUEST FOR QUALIFICATIONS