27J RFQP South ES HVAC Replacements DB Team.pdf

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Request for Qualifications/Proposals (RFQ/P)

Design Build Team - HVAC Replacements

Project:

South Elementary School HVAC Replacements

Issued by:

School District 27J

1850 Egbert St., Suite 140

Brighton, CO 80601

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Subject: South Elementary School RFQ/P for Design Build HVAC Replacements

Enclosures: (1) Vendor Acknowledgement

(2) Instructions to Proposers

(3) Scope of Work and Proposal

(4) Pricing Template

(5) Project Schedule

(6) School As-Built Drawings

(7) Consultant Agreement

To: All prospective proposers:

School District 27J and its Owner’s Representative, KOP Management are pleased to issue this Request for Qualifications/Proposal (RFQ/P) to provide Design Build services for the HVAC Replacements at

South Elementary School (ES).

Critical Dates:

1) RFP Issue Date: Monday, August 5, 2025

2) Pre-Proposal Mandatory Site Walk: Monday, August 11, 2025

11:00 AM – 12:00 PM: South Elementary School

3) Questions Due Date: August 11, 2025, at 4:00 PM, MST, Local Time. Responses to emailed questions will be provided in writing to all prospective proposers via Addendum.

All questions are to be emailed to Karley Olson at karley@kopmanagement.com.

4) Proposal Due Date: Proposals must be sent or delivered as directed in this solicitation and received on or before, August 18, 2025, at 2:00 MST, Local Time. Proposals received after this time will not be considered and individual extensions to the due date will not be granted. The District will only accept an e-mail response to this Request for

Proposal. You are responsible to address the email to Karley Olson at karley@kopmanagement.com.

5) Proposal Expiration date: Proposers must indicate an expiration date for the proposal and pricing. Any expiration date shall not be less than ninety (90) days from the proposal due date as indicated herein.

mailto:karley@kopmanagement.com

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VENDOR ACKNOWLEDGEMENT

Purpose: The purpose of this RFQ/P is to provide School District 27J Design Building HVAC

Replacement services for South Elementary School.

Date: August 5, 2025

Proposal title: South Elementary School HVAC

Replacements

Proposals will be received until: August 18, 2025, at 2:00 PM, MST.

For additional information please contact: Karley Olson, Owner’s Representative karley@kopmanagement.com

Documents included in this package: (1) Vendor Acknowledgement

(2) Bid Instructions

(3) Scope of Work and Proposal

(4) Pricing Template

(5) Project Schedule

(6) School As-Built Drawings

(7) Consultant Agreement

The undersigned hereby affirms that (1) he/she is a duly authorized agent of the Vendor, (2) he/she has read all terms and conditions, technical specifications and all other Contract Documents which were made available in conjunction with this Solicitation and fully understands and accepts them, (3) that the offer is being submitted on behalf of the Vendor in accordance with any terms and conditions set forth in this document, and (4) that the Vendor will accept any awards made to it as a result of the offer submitted herein for a minimum of ninety (90) calendar days following the date of submission.

VENDOR PRINT OR TYPE YOUR

INFORMATION

(Include this form in your proposal)

Name of Company: __________________________________________________ Fax: ___________________

Address: ______________________ City/State: ________________ Zip: ___________________

Contact Person: ________________ Title: _____________________ Phone: __________________

Authorized Representative’s Signature: ____________________________ Phone: __________________

Printed Name: _________________ Tile: ______________________ Date: ___________________

Email Address: ________________ Approved By: ______________ Date: ___________________

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BID INSTRUCTIONS

1) TERMS/DEFINITIONS:

The term (“District”, or “Owner”) throughout this Request for Proposal refers to

School District 27J. The term (“Bidder”, “Contractor”, or “Vendor”) hereby refers to the company that submits a proposal in response to this Solicitation. The term

(“Bid”, or “Offer”) is a written response to provide Goods and/or Services in response to this Solicitation. (“Closing”) is hereby defined as the specified date and time, or the deadline for bid submission.

2) CONTENTS OF OFFER:

a) General Conditions. Vendors are required to submit their Offers in accordance with the following expressed conditions:

(1) Vendors shall make all investigations necessary to thoroughly inform themselves regarding the project. No plea of ignorance by the Vendor of conditions that exist or that may hereafter exist as a result of failure to fulfill the requirements of the contract documents will be accepted as the basis for varying the requirements of the District or the compensation to the Vendor.

ii) Vendors are advised that all District contracts are subject to all legal requirements contained in the District Board policies, the District policy and procedures and state and federal statutes. When conflicts between the Solicitation and these legal documents occur, the highest authority will prevail.

iii) Vendors are required to state exactly what they intend to furnish to the District via this Solicitation and must indicate any variances to the terms, conditions, and specifications of this Solicitation no matter how slight. If variations are not stated in the Vendor’s Offer, it shall be construed that the Vendor’s Offer fully complies with all conditions identified in this Solicitation.

iv) All Offers and other materials submitted in response to this Solicitation shall become the property of School District 27J.

v) Open Records. The Vendor understands that all material provided or produced under this Agreement may be subject to the Colorado Open Records Act, § 24-72-201, et seq., C.R.S., and that in the event of a request to the District for disclosure of such information, the District shall advise the Vendor of such request in order to give the

Vendor the opportunity to object to the disclosure of any of its proprietary or confidential material. In the event of the filing of a lawsuit to compel such

5 | P a g e disclosure, the District will tender all such material to the court for judicial determination of the issue of disclosure and the Vendor agrees to intervene in such lawsuit to protect and assert its claims of privilege and against disclosure of such material or waive the same. The Vendor further agrees to defend, indemnify and save and hold harmless the District, its officers, agents and employees, from any claims, damages, expenses, losses or costs arising out of the Vendor’s intervention to protect and assert its claim of privilege against disclosure under this Article including, but not limited to, prompt reimbursement to the District of all reasonable attorney fees, costs and damages that the District may incur directly or may be ordered to pay by such court.

b) Clarification and Modifications in Terms and Conditions

i) If any Vendor contemplating submitting an Offer under this Solicitation is in doubt as to the true meaning of the specifications, the Vendor must submit a written request for clarification to the District's specified contact person. The

Vendor submitting the request shall be responsible for ensuring that the request is received by the District in accordance with the Solicitation Schedule.

3) Any official interpretation of this Solicitation must be made, in writing, by an agent of the District's Construction Services Department who is authorized to act on behalf of the District. The District shall not be responsible for interpretations offered by employees of the District who are not agents of the District's

Construction Services Department.

4) The District shall issue a written addendum for substantial changes which impact the technical submission of Offers. Such addenda shall be e-mailed to all Vendors that have notified the District of their intent to bid on this project. The Vendor shall certify its acknowledgment of the addendum by signing the addendum and returning it with its Offer.

In the event of conflict with the original contract documents, addenda shall govern over all

Contract Documents to the extent specified. Subsequent addenda shall govern over prior addenda only to the extent specified.

a) Prices Contained in Offer

i) The District is exempt from paying taxes. Notwithstanding, Vendors should be aware of the fact that all materials and supplies which are purchased directly by the

Vendor in conjunction with this contract will be subject to applicable state and local sales taxes and these taxes shall be borne by the Vendor.

ii) The Vendor, by affixing its signature to this Solicitation, certifies that its Offer is made without previous understanding, agreement, or connection either with any persons, firms or corporations making an Offer for the same items, or with the

District. The Vendor also certifies that its Offer is in all respects fair, without

6 | P a g e outside control, collusion, fraud, or otherwise illegal action. To ensure integrity of the District's public procurement process, all Vendors are hereby placed on notice that any and all Vendors who falsify the certifications required in conjunction with this section will be prosecuted to the fullest extent of the law.

b) Qualification of Vendor. Vendor shall be prepared, if so requested by 27J, to present evidence of his experience, qualifications and financial ability to carry out the Contract Documents.

5) AWARD OF CONTRACT. The District shall award a contract to a Vendor through the issuance of an Intent to Award. All of the documents included and/or referred to in this

Solicitation (the “Contract Documents”) are collectively an integral part of the agreement between School District 27J and the successful Vendor. Accordingly, all Vendors must be thoroughly familiar with these documents and the terms and conditions governing the project. Upon issuance of a Notice of Award, the Vendor must execute, in substantially the same form, the Contract Documents.

6) CONTRACTUAL OBLIGATIONS. The terms and conditions for the design services requested for in this RFQ/P are contained in the Contract Documents, including, but not limited to, the Agreement.

7) EVALUATION CRITERIA. A committee composed of representatives selected by

District will perform the evaluation of proposals. The committee shall evaluate statements of qualifications, performance data, and technical proposals submitted by the Vendor and may conduct interviews based upon evaluation factors listed in the proposal requirements.

Proposals will be evaluated and scored by the committee based primarily on qualifications, compliance with scope of work, timeline and dates, and cost. The highest scoring vendor will be awarded the project. See detailed evaluation criteria breakdown in the Scope of

Work and Proposal section.

8) NEGOTIATIONS. The District reserves the right to conduct negotiations with Vendors and to accept revisions of proposals. During this negotiation period, the District will not disclose any information derived from proposals submitted, or from discussions with other

Vendors. Once an award is made, the solicitation file and the proposals contained therein are in the public records.

SCOPE OF WORK AND PROPOSAL

The existing AHUs, RTUs, Exhaust Fans, etc. are nearing the end of their useful life and replacement is necessary to improve energy efficiency, enhance indoor comfort, and ensure reliable operation of the HVAC system.

1. Project Objectives

a. Replace existing RTUs/AHUs, Exhaust Fans, etc. with like for like, new, energy-efficient units meeting or exceeding industry standards.

i. South ES – Constant Volume

1. Replacement of RTUs 1-5, 7-8, AHUs 1-2, Exhaust Fans

2. Replace Controls: Long, CSI, or Setpoint

3. Equipment Manufacturers: Trane, Aaon, Daikin

4. Add Alternate S1: Boiler Replacements

5. Add Alternate S2: MAU Replacement

b. Optimize the HVAC system for improved indoor air quality and thermal comfort for occupants.

c. Minimize disruption to building operations and occupants during the replacement process.

d. Ensure structural integrity of the building to support the new equipment

e. Achieve cost-effectiveness through efficient design, installation, and long-term operation of the new system.

2. Scope of Work:

a. The selected Design-Build team will be responsible for all aspects of the HVAC replacement project, including, but not limited to:

i. Existing conditions assessment: Thorough evaluation of existing equipment, associated controls, ductwork, roof structure, and electrical infrastructure. Review existing equipment to confirm if equipment is still needed (i.e., old exhaust fans that may just need to be removed and not replaced).

ii. Design: Development of detailed plans and specifications for the new equipment, including sizing, selection, controls, structural modifications (if needed), and electrical upgrades. Sustainable design alternatives and their feasibility should also be evaluated.

iii. Permitting: Obtaining all necessary permits and approvals from relevant authorities having jurisdiction.

iv. Procurement: Sourcing and acquiring the new equipment and associated materials.

v. Installation: Removal of existing equipment and installation of the new units, including all required mechanical, electrical, and structural work.

vi. Coordination: Collaboration with the District’s Construction Department, Facilities Department, and School Staff to ensure seamless project execution.

vii. Commissioning: Testing and balancing of the new equipment and controls to ensure proper operation and optimal performance. Coordination with Owner’s Commissioning Consultant for full commissioning of systems.

viii. Closeout: As-Builts, Warranties, Owner Trainings, Operational and Maintenance Manuals

3. Proposal Requirements:

a. Company background and experience: Information about the Design-Build team, including key personnel from each firm, experience with similar projects, and relevant certifications.

b. Project understanding: Demonstrate a clear understanding of the project objectives, scope of work, and potential challenges.

c. Proposed approach: Outline the proposed methodology for design, procurement, installation, project management, and closeout, including a detailed project schedule and proposed phasing to minimize disruption.

d. Technical solution: Provide detailed information about the proposed replacement equipment including specifications, energy efficiency ratings, controls, and proposed integration with existing systems (if applicable).

e. Budget: Present a detailed, itemized budget breakdown covering all costs associated with the project, including design, materials, labor, permitting, and potential contingencies.

f. Value proposition: Clearly articulate the value your team brings to the project, such as innovative solutions, cost savings, or expertise in specific technologies.

g. References: Provide at least three references from past clients for similar projects.

4. Evaluation criteria

a. Experience and qualifications of the Design-Build team: expertise, project history, and key personnel.

b. Project understanding and proposed approach: clarity, comprehensiveness, and innovative solutions.

c. Technical solution and energy efficiency: compliance with specifications, proposed equipment efficiency, and integration capabilities.

d. Cost-effectiveness and budget: overall cost, detailed breakdown, and justification for expenses.

e. Project schedule and feasibility: realistic timeline, proposed phasing, and ability to minimize disruption.

PRICING TEMPLATE

Fee Breakdown Summary:

• Pre-construction Services (Lump Sum) $

• General Conditions (Lump Sum) $

• Construction (Labor + Materials) $

• Site Survey / Existing Conditions: $

• Design Development: $

• Mechanical: $________________

• Electrical: $________________

• Structural: $________________

• Other:__________: $________________

• Construction Documents: $

• Mechanical: $________________

• Electrical: $________________

• Structural: $________________

• Other:__________: $________________

• Construction Administration & Closeout: $

• Fee (Overhead & Profit): (____%) $

• Payment & Performance Bond (____%) $

• Construction Contingency (____%) $

• Design Contingency (____%) $

Total: $

Anticipated Project Schedule

• Design & Permitting: September 2025 – November 2025

• Procurement: December 2025 – April 2026

• Construction: May 2026 – August 2026

• Closeout: August – September 2026