1-Commissioning Agent RFP - District Office Muli-Facility Project.pdf

Request For Proposal

HVAC Commissioning Services

Fargo Public Schools District Office Due: April 23rd, 2026 at 2:00 p.m.

1. Project Summary/Description The following is an overall description of the projects included in this Scope of Work:

The project is now in the Construction Phase. The heating system was completed fall 2025, Phase I.

The cooling system will be in construction summer 2026, Phase II. The building controls have been awarded to G&R Controls. The CMAR for the project is McGough Construction.

The Commissioning Agent (CxA) will be hired by FPS directly and report to FPS and the CMAR.

2. Scope of Work The primary role of the Commissioning Authority will be to review the design intent and construction documents, observe that construction is performed according to the design documents, develop and coordinate the execution of a testing plan, and document the testing results in order to to be reasonably assured the installed systems operate according to design intent and in accordance with the Contract Documents. The following sections list specific tasks for which the Commissioning Authority for this project will be responsible.

2.1 Construction Phase Requirements

2.1.1 Coordinate, direct, and document commissioning activities in a logical, sequential and efficient manner using consistent protocols, clear and regular communications and consultations with all necessary parties, updated timelines or schedules, and technical expertise. Conduct a pre-construction commissioning process meeting, Create a Commissioning Plan, and Commissioning Schedule.

2.1.2 Review contractor submittals applicable to systems being commissioned for compliance with commissioning needs. Systems to be commissioned include installed HVAC systems and associated automation/controls, with 100% of main equipment such as chillers, air handling units, etc. and 100% of terminal units such as variable air volume (VAV) boxes. Provide submittal review reports to the Owner and project team. The control of the installed systems is being commissioned and not the installation. Installation is handled by the design team and

CMAR.

2.1.3 Prior to startup, gather and review the current control sequences and interlocks, and work with contractors and design engineers until sufficient clarity has been obtained to be able to write detailed testing procedures.

2.1.4 Provide commissioning milestone date information to be incorporated into the overall project schedules.

2.1.5 Perform no less than 12 site visits as necessary during construction. Provide construction observation reports detailing general construction and equipment installation deficiencies for each site visit. Reports must include a written description of deficiencies and pictures when applicable.

2.1.6 Attend planning and job-site meetings, as necessary, to obtain information on construction progress. Review construction meeting minutes for revisions/substitutions relating to the commissioning process and assist in resolving any discrepancies.

2.1.7 Develop and write functional tests with the necessary assistance and review from the installing construction contractors. Submit to the construction contractors, the AE design team, the Owner and the Owner’s Representative for review and approval.

2.1.8 Observe and review equipment specific start-up test procedures to validate major equipment start-up by contractors. Systems Inspector to verify checklists and witness start-up of equipment.

2.1.9 Organize, conduct and document periodic commissioning team meetings to plan, develop the scope, coordinate, schedule activities, and resolve problems.

2.1.10 Coordinate, attend, and lead Test and Balance kick-off meeting between TAB, Temperature Controls, and Mechanical contractors prior to the commencement of preliminary system balancing to establish quality expectations.

2.1.11 Report all deficiencies to the CMAR (McGough) for distribution to appropriate parties.

Coordinate deficiency tracking and resolution through CMAR. CxA shall verify all deficiencies again after acknowledgement that the work has been completed.

2.1.12 Document corrections by the construction contractors. Conduct retesting of non-compliance items. Assume one (1) follow-up verification.

2.2 Acceptance Phase Requirements

2.2.1 Conduct HVAC system verification and functional performance testing of sub-systems, systems, and interactions between systems, leading to acceptance of the completed work. Testing shall be conducted through the front end DDC controls interface. All testing shall include the following:

2.2.1.1 100% point to point verification of HVAC component operations

2.2.1.2 100% verification of system sequences of control

2.2.1.3 100% sampling of terminal units (VAV)

2.2.1.4 100% alarm verification

2.2.1.5 100% graphic representation accuracy

2.2.1.6 Document the results of all tests. CxA shall perform all testing based on a Technical Commissioning approach.

2.2.2 Testing must include point-to-point verification (I/Os, sensor calibrations, alarming setpoint, etc.). Any re-testing shall be coordinated, as necessary, until satisfactory performance is achieved as determined by the commissioning provider and Owner.

2.2.3 Controls Testing and Trending: Verify sequences of operation and point mapping. Establish a written trend-logging plan during acceptance and continue through the warranty period to support energy benchmarking, comfort verification, and control optimization.

2.2.4 Life Safety and Emergency Systems Interface Testing: Verify interlocks, sequences, and annunciations as applicable.2.2.5 A master deficiency and resolution log and separate testing record shall be maintained. All deficiencies shall be reported to CMAR (McGough) for distribution to appropriate, responsible parties. The deficiencies report shall be recorded and distributed to the PM with written progress reports, documenting test results, and recommended actions. CxA shall verify all deficiencies again after acknowledgement that the work has been completed.

2.2.6 Seasonal HVAC system functional testing shall be performed throughout all four seasons.

This shall include follow-up contractor correction verification.2.2.5 Seasonal verification may be completed via remote trend analysis where on-site conditions or schedules are impractical.

2.2.7 Review the Test, Adjusting, and Balancing (TAB) Report for accuracy and spot check 10% of report values in the field. Provide comments to the project team.

2.2.8 Corrective work shall be completed in a timely fashion to permit the completion of the commissioning process. Experimentation to demonstrate system performance may be permitted.

If the CxA deems the experimentation work to be ineffective or untimely as it relates to the commissioning process, the CxA shall notify the Owner, indicating the nature of the problem, expected steps to be taken, and suggested deadlines for completion of activities. If the deadlines pass without resolution of the problem, the Owner reserves the right to obtain supplementary services and/or equipment to resolve the problem. Costs incurred to solve the problems in an expeditious manner shall be the construction contractor’s responsibility.

2.2.9 Additional commissioning activities may be required after system adjustments, replacements, etc., are completed. The CxA shall include a reasonable reserve to complete this work as part of the original proposal.

2.2.10 Record all commissioning documentation (checklists, test scripts, results, issues logs) in FPS Procore project account.

2.3 Building Turnover/Occupancy Phase Requirements

2.3.1 Review the Operations and Maintenance manuals for accuracy and completeness. Provide comments to the Owner and project team.

2.3.2 Review all as-built drawings for accuracy and completeness. Provide comments to the Owner and project team.

2.3.3 Provide a final commissioning report, which shall include:

2.3.3.1 An executive summary, list of participants and roles, brief building description, overview of commissioning and testing scope, and a general description of testing and verification methods.

2.3.3.2 A report on all installed equipment containing the disposition of the commissioning authority regarding the adequacy of the equipment, documentation and training meeting the contract documents in the following areas:

1. Equipment meeting the equipment specifications,

2. Equipment installation,

3. Functional performance and efficiency,

4. Equipment documentation and design intent, and

5. All outstanding non-compliance items shall be specifically listed.

2.3.3.3.3 Recommendations for improvement 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.

2.3.3.4 The functional performance and efficiency section for each piece of equipment, shall include a brief description of the verification method used (e.g. manual testing, BAS trend logs, data loggers, etc.) including observations and conclusions from the testing.

2.3.3.5 Appendices shall contain acquired sequence documentation, logs, meeting minutes, progress reports, deficiency lists, site visit reports, findings, unresolved issues, communications, etc. Pre-functional checklists and functional tests, along with blanks for the operators, and monitoring data and analysis will be provided in a separate labeled binder.

2.3.4 During the warranty period, coordinate and supervise required seasonal or deferred testing and deficiency corrections and provide the final testing documentation for the commissioning record and O&M manuals. Two months before warranty expiration date review with facility staff the building operation and condition of outstanding issues related to the original and seasonal commissioning.

2.3.5 Attend the 11-month walk-thru sessions for the project as directed by the project team and provide comments to the Owner and project team. Provide follow-up testing and troubleshooting as required and issue a report capturing any items that should be corrected under warranty for the Owner.

2.3.6 During the first year of operation, after substantial completion, provide ongoing commissioning services to provide monthly system operation checks and provide written results to the Owner.

2.3.6.1 Review with facility staff the current building operation and the condition of outstanding issues related to the commissioning and the progress on resolution.

2.3.6.2 Interview facility staff to identify problems or concerns they have with building operations and make necessary adjustments and/or recommendations for improvements.

2.3.6.3 Assist facility staff with documenting warranty corrections to be completed by the contractors.

2.3.7 The commissioning provider shall ensure that all items/issues discovered during commissioning of this project shall be fully remedied and verified or retested by the commissioning provider within the first year after substantial completion.

2.3.8 CMMS Workflow and Coordination

2.3.8.1 Owner will provide CMMS access and roles for the CxA and CMAR.

2.3.8.2 All warranty issues will be initiated as service requests in the CMMS and assigned to the CMAR. Parallel trackers/email alone are not acceptable for official status.

2.3.8.3 When added as a collaborator on issues related to systems within the commissioning scope, the CxA will post a diagnostic plan and ETA, coordinate response/correction with responsible parties, attach photos, test results, and trend plots, document root cause and corrective action, and verify closure against sequences and the Owner’s Project Requirements.

2.3.9 Training and Turnover Support: Provide refresher training sessions as needed based on observed operational gaps and update the Systems Manual with as-operated sequences.

2.3.10 Seasonal Reviews: Conduct seasonal performance reviews and recommend optimizations.

Seasonal reviews may be completed via remote trend analysis where on-site conditions or schedules are impractical.

2.4 Data Integration and Turnover

2.4.1 Objective: Validate, reconcile, and assemble import-ready asset data for FPS’s CMMS using trade closeout submittals, BAS exports, TAB data, and O&M manuals. Data shall support preventive maintenance, troubleshooting, warranty tracking, and capital planning.

2.4.2 Tasks

2.4.2.1 Compile and validate a complete asset list for all maintainable equipment within the commissioning scope.

2.4.2.2 Compile required data fields from closeout submittals, BAS/TAB exports, and O&M manuals; request missing fields from responsible parties; deliver a single consolidated dataset meeting the Owner’s template.

2.4.2.3 Coordinate with Owner to validate import readiness and resolve data gaps;

provide a clean final file and data book.

2.5 Systems to be Commissioned

During the scope of work as described above, commissioning shall be provided for the following building systems.

Mechanical Equipment or System Description Quantity Air Handling Units (Controls) 100% Variable Air Volume (VAV) Boxes (Controls) 100% Terminal Coils & Radiation (Controls) 100% Unit Heaters (Hydronic & Electric) (Controls) 100% Exhaust Fans (Controls) 100% Pumps (HW/CW) (Controls) 100% Chillers/Cooling System (Controls) 100% Boilers/Heating System (natural gas boilers) (Controls) 100% Building Controls 100% Thermostats 100%

Electrical Equipment or System Description Quantity Building lighting controls 100% Generator 100% Fire alarm control panel 100%

3. Deliverables

3.1 OPR and Commissioning Plan; 65% and 90% design review comments; pre-functional checklists; authored FPT scripts.

3.2 Commissioning meeting minutes, deficiency logs, and action trackers.

3.3 Submittal and TAB plan review comments.

3.4 Controls point-to-point, graphics review notes, and sequence verification notes.

3.5 Functional Performance Test (FPT) documentation and deficiency tracking with closure evidence.

3.6 Systems Manual (as-operated sequences, single-line diagrams, setpoints, seasonal modes, and operator notes)

3.7 Training plans and training attendance records with materials.

3.8 Final Commissioning Report, including executive summary, open items, and recommendations.

3.9 Trend-Logging Plan established at acceptance and maintained through the warranty period (points, intervals, and review cadence)

3.10 Quarterly Continuous Commissioning performance memos (months 3, 6, 9, 12, 15, 18, 21), summarizing trends, findings, and corrective actions.

3.11 Month-11 Warranty Review Report and consolidated issue log.

3.12 Month-23 Warranty Review Report and consolidated issue log.

3.13 Final Warranty Closeout Summary (month 24), including CMMS issue history/resolution and year-two optimization recommendations.

3.14 Monthly CMMS summary during warranty (open/closed tickets, root-cause categories, repeat-issue flags, recommendations).

3.15 Import-ready CMMS asset dataset and data book.

4. Commissioning Firm Requirements

4.1 The following is a list of desired qualifications for the Commissioning Authority for this project:

4.1.1 Firms must have individuals with at least 5 years of experience with the types of buildings, HVAC systems, and control systems included in this project.

4.1.2 Extensive experience in the operation and troubleshooting of HVAC systems, electrical systems, plumbing systems, life safety systems, telecommunication systems, energy management control systems, and lighting control systems.

4.1.3 Experience in building operation and maintenance, and systems training.

4.1.4 Experience in energy-efficient equipment design and control strategy optimization.

4.1.5 Experience in monitoring and analyzing system operation using energy management control system trending and stand-alone data-logging equipment.

4.1.6 A thorough knowledge of testing, adjusting, and balancing (TAB) procedures and methods.

4.1.7 Demonstrated technical knowledge and experience with applicable design codes, ordinances, rules, regulations, and procedures.

4.1.8 Successful experience working with multi-disciplinary teams on projects of a similar type and complexity.

4.1.9 The majority of the required expertise for this project must be part of the skill and experience set of the prime firm making the proposal. A member of that firm will be the designated Commissioning Agent. The Commissioning Agent must be fully qualified to commission most of the above-listed systems. If the Commissioning Agent or prime firm does not have sufficient skills to commission a specific system, the prime firm shall subcontract with a qualified party to do so. That party's qualifications shall be included and clearly designated in their response to this RFP.

4.1.10 The Commissioning Authority will be an independent contractor and not an employee or subcontractor of the consultant, architect, or any other subcontractor involved with this project.

4.1.11 Provider must hold certified commissioning qualifications, designated as AABC, NEBB BSC or BCxA certified.

5. Qualifications and Proposal Content

5.1 Minimum Qualifications

5.1.1 Firm and key staff experience with projects of similar complexity and size.

5.1.2 Demonstrated capability in MEP systems commissioning and controls verification.

5.1.3 Experience with envelope commissioning is preferred.

5.1.4 Ability to meet project schedule and budget constraints.

5.1.5 Experience with CM at Risk Delivery and Coordination.

5.1.6 Familiarity with North Dakota codes and school facilities best practices.

5.1.7 Demonstrated capacity for data validation and turnover for CMMS import.

5.1.8 Capacity to perform work over a two-year warranty period.

5.1.9 Affirmation of no conflicts of interest.

5.1.10 Independence and conflicts: The Commissioning Agent may not be a subcontractor to the CMAR or any trade contractor on this project. If engaged as a subconsultant to the Architect, the CxA must assign personnel from organizationally separate practice groups or office disciplines than those providing design or construction administration services for this project.

Commissioning staff shall be empowered to escalate issues directly to the Owner.

5.1.11 Provider must hold certified commissioning qualifications for key staff, such as AABC Cx, NEBB BSC, BCxA, ASHRAE BCxP, or AEE CxA, or equivalent.

5.2 Proposal Content (organized and tabbed in this order)

The following content will be evaluated by the planning team and used as a basis for selecting the successful firm. Submittals should be organized for ease of understanding and be arranged in the following order.

5.2.1 Cover Letter

A cover letter containing an introduction, reasons for pursuing this project, and the name, address, telephone number, and email address of the person or persons authorized to represent the institution regarding all matters related to the submittal. 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.

5.2.2 Table of Contents

5.2.3 Introductory Letter

5.2.4 Related Project Experience (20 points)

5.2.4.1 Provide a list of similar projects completed by the firm in the past five (5) years in chronological order:

1. Project of similar nature

2. Located in North Dakota (firms may also include projects within a 500-mile radius of

Fargo, but all ND projects should be included)

3. Provide the following information:

a. Project Name

b. Completion Date

c. Owner

d. Size in Square Feet

e. Brief Description of Services Provided

f. Email address and phone number for Owner representatives

5.2.5 Staff and Key Individual Experience (20 points)

5.2.5.1 Provide a clear organizational chart showing the professionals that will comprise your Team along with the role that everyone will fulfill.

5.2.5.2 Provide a maximum one-page resume for the key team members. Resumes should outline their name, job title, and specific duties assigned for this project, degrees and/or licensures, special certifications where applicable, along with their years of experience and a sampling of projects with the role they personally filled for each project listed.

5.2.6 Workload of the Firm (current and projected) (10 points)

5.2.6.1 Describe your firm’s current and near-term workload and capacity to perform this project on schedule.

1. Summary of active and pending projects for the proposed team during the anticipated schedule window.

2. Key staff availability (percent allocation or hours) for this project.

3. Any known constraints and how they will be mitigated

5.2.7 Level of Commissioning Effort Proposed (site days, testing days, trending hours) (15 points)

5.2.7.1 Present an outline of your proposed commissioning effort tailored to this project.

Include:

1. Basic work plan by phase (design, construction, acceptance, warranty) and major tasks.

2. Proposed staffing plan (how many people will be assigned and the percentage of their time for the project duration).

3. Anticipated site visits, witness/hold points, functional testing days, and trending hours.

4. Any project-specific considerations necessary to meet Owner priorities.

5.2.8 Past Work Samples (15 points)

5.2.8.1 Provide representative commissioning deliverables from recent projects (PDF excerpts acceptable), such as: design review comments, sample pre-functional checklists, functional performance test procedures/results, issues logs, and final report excerpts.

Redact sensitive information as needed.

5.2.9 Proposed Commissioning Fee (include unit rates, on-site days, and assumptions) (20 points)

5.2.9.1 Provide a lump-sum project fee as defined in this RFP. Proposers shall clearly identify all assumptions underlying the proposed fee. Note: FPS will normalize proposed site visits, testing days, and trending hours for equitable fee comparison.

5.2.9.2 Identify any reimbursable or other project-related expenses that are not included in the lump sum and provide, for each reimbursable:

1. Definition

2. Method of calculation

3. Rate to be billed to Owner

5.2.10 Additional Considerations: Proposers are encouraged to recommend clarifications, refinements, or enhancements to the scope of services that would improve project outcomes, reduce risk, or increase long-term value to the Owner. Any such recommendations shall be clearly identified as optional, accompanied by supporting rationale, and presented with alternate pricing. The base fee must include all services and deliverables defined in this RFP, with no exclusions.

6. Evaluation & Selection

6.1 This RFP submittal is for evaluating qualifications and fee proposals. FPS will review and score all submittals based on the criteria outlined.

6.2 Responses shall comply with all requirements and provide all information identified in this document. Responses found to be incomplete or failing to comply with these requirements may be considered non-responsive.

6.3 Responses, including attachments, shall not exceed 25 pages. The page count excludes both the front and back covers, which may include images, log, firm identification, or other content that is not a part of the response, as well as copies of insurance.

6.4 Responses shall be in an 8 ½” x 11” format, using 1-inch standard margins with a font size not smaller than 12 point. Headers, footers, and page numbering can occur outside of the 1-inch standard margins.

6.5 All submissions must be submitted through the online Bonfire Portal at:

6.5.1 https://fargok12.bonfirehub.com/portal/?tab=openOpportunities

6.5.2 Vendors should contact the Euna Support team at Support.Bonfire@eunasolutions.com for technical questions. Vendors can also visit Bonfire’s help forum at https://vendorsupport.gobonfire.com/hc/en-us.

https://fargok12.bonfirehub.com/portal/?tab=openOpportunities mailto:Support.Bonfire@eunasolutions.com https://vendorsupport.gobonfire.com/hc/en-us

6.5.3 Any communication related to submissions, including the posting of Addenda, will be available on https://fargok12.bonfirehub.com. Any questions can also be asked through the available communication tools. Vendors must be registered and logged in to ask questions.

6.6 Proposals must be complete when received. Faxed and hard copies of documents will not be accepted. Late proposals will not be considered.

6.7 Questions regarding this Request for Proposals should be directed to:

https://fargok12.bonfirehub.com.

7. Timeline April 17, 2026 Questions due

April 23, 2026 Proposals due

May 12, 2026 Board approval of selection

June - July, 2026 District Office shutdown

September 2026 Testing

November 2026 Substantial Completion

8. RFP Terms

8.1 Owner reserves the right to cancel this RFP in writing or postpone the date and time for submitting proposals at any time prior to the due date.

8.2 Owner reserves the right to stop the project if it is in the best interest of Owner.

8.3 No submitter shall have a right to make a claim against Owner in the event Owner accepts a different submittal or does not accept any submittals.

8.4 Legal Compliance: Work performed, and plans produced shall comply with all state, federal, and local laws, including but not limited to those related to building, environmental, statutory, legal process, Occupational Safety and Health Act and the Fair Labor Standards Act.

8.5 Acceptance of proposals: Owner reserves the right to reject all proposals and to waive informalities if, at its discretion, the interests of Owner will be best served thereby.

8.6 Proposer responsibilities: Firm is responsible for conducting necessary research and becoming familiar with conditions under which the work is to be performed.

8.6.1 Owner will not be responsible for any costs incurred by applicants in preparing proposals.

8.6.2 Applicants are held legally responsible for their proposals.

8.6.3 Applicants are not to collaborate, for the purpose of restricting completion with other applicants or competitors in developing proposals.

8.7 Addenda to RFP: Any changes, additions, or clarifications to the RFP will be posted online at https://fargok12.bonfirehub.com.

https://fargok12.bonfirehub.com/ https://fargok12.bonfirehub.com/ https://fargok12.bonfirehub.com/

8.7.1 Such addenda will be posted online and will be part of the submittal package, having the same binding effect as provisions of the original submittal package.

8.7.2 All addenda, amendments and interpretations of this solicitation shall be in writing. Owner shall not be legally bound by any amendment or interpretation that is not posted online.

8.7.3 All contact that a submitter may have had before or after receipt of this RFP with any individuals, employees or representatives of Owner, and any information that may have been read in news media or seen or heard in any communication regarding this qualification submittal should be disregarded in preparing responses.

8.7.4 Owner does not assume responsibility for receipt of any addendum provided online.

2.5 Systems to be Commissioned