Assessment_and_Design_Services_for_an_HVAC_Update_of_the_Albert_N._Francisco_Building.pdf

Assessment and Design Services for an HVAC Update of the Albert N. Francisco Building

Request For Proposal (RFP #RFP-2024-0196)

Tuolumne County

General Services Agency

Issued: Friday, August 16, 2024

REQUEST FOR PROPOSAL (RFP No. RFP-

2024-0196)

ASSESSMENT AND DESIGN SERVICES FOR AN

HVAC UPDATE OF THE ALBERT N. FRANCISCO

BUILDING

Deadline for Submission of Proposals: Thursday, September 19, RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/tuolumnecountyca

Table of Contents

1. Introduction

2. Scope of Services

3. Minimum Qualifications

4. Proposal Package Requirements

5. Evaluation of Proposals

6. Contract Information

7. RFP Process

Attachments:

A - Albert N. Francisco Building Plans

B - ANF - Air Conditioning Plans

C - SAMPLE AGREEMENT

1. Introduction

1.1. Summary

The County of Tuolumne (County) is seeking assessment and design services from an HVAC specialist to develop plans and specifications related to an effective and efficient HVAC system in the Albert N. Francisco building, that takes into consideration current ductwork and electrical supply.

1.2. Background

The Albert N. Francisco building ("ANF building") is located at 48 Yaney Avenue, Sonora. The

ANF building was built in 1982, consisting of four (4) floors, two (2) of the floors consist of a parking structure and two (2) floors consist of office spaces, meeting rooms, and public service areas. The interior of the building has been remodeled several times but the HVAC system has not been upgraded. Staff has experience significant issues with equipment failures and inconsistent room temperatures.

A complete set of plans is included with this RFP as Attachment A and Attachment B. The plans contain mechanical information with the number of units and their locations. The floor plans are approximate due to multiple interior building remodels.

The selected and contracted Firm for the Assessment and Design Services for HVAC Update of the Albert N. Francisco Building is ineligible to respond to the project's Invitation for Bids.

1.3. Contact Information

Michael Roberson

General Services Agency Assistant Director

2 S. Green Street

Sonora, CA 95370

Email: mroberson@co.tuolumne.ca.us

Phone: (209) 533-5533

Department:

General Services Agency

Department Head:

Maureen Frank

General Services Agency Director

1.4. Timeline

Release of published RFP August 16, 2024 mailto:mroberson@co.tuolumne.ca.us tel:(209)533-5533

Mandatory Pre-Proposal Meeting

(Mandatory)

August 30, 2024, 10:00am

Albert N. Francisco Building

1st Floor Entrance Lobby

48 Yaney Avenue

Sonora, CA 95370

Deadline for receiving all questions September 16, 2024, 8:30am

Deadline for RFP responses to be received by County

September 19, 2024, 8:00am

Review Committee evaluates and ranks proposals

September 23, 2024

Notice of contract award (Tentative) September 23, 2024

Deadline for protests/appeals

(Tentative)

October 4, 2024

Contract executed (Tentative) October 15, 2024

2. Scope of Services

2.1. Assessment

• Meet with County staff to discuss issues and concerns with current HVAC systems and possible systems being evaluated.

• Evaluate the building's HVAC system by reviewing County provided plans and conduct a thorough walk-through of the facility.

• Identify HVAC system and duct work inefficiencies.

• In the assessment of the HVAC system and ducts, utilize industry best-practice standards for effectiveness and efficiencies.

• Present County staff with HVAC and duct work system options including mini split system. In this assessment list the pros and cons for each option and cost estimate.

• Work with County staff on the selection of the best, most efficient and effective system.

2.2. Design Services

• Based upon the recommended HVAC system and possible duct work needed, develop a full set of plans and specifications that are ready to be utilized for bidding purposes.

• Provide County with third party cost estimates throughout the design process.

• Assist County staff with Plan Check point of contact at the County Building Department.

2.3. Bidding Services

• Assist the County with the bidding process and answer Request for Information (RFIs) from potential bidders.

• Assist the County with the assessment of proposals, as needed.

2.4. Construction Management Services

• Provide construction management oversight services throughout the course of construction. It is expected the Consultant will attend periodic construction meetings.

• Respond to RFIs and issue field directives, as needed.

• Review pay application schedule of values and provide assessment to County staff.

• Conduct punch list at the end of the project and ensure HVAC system is balanced and working efficiently and effectively.

3. Minimum Qualifications

Proposer must possess the appropriate professional certifications/licensure in compliance with the State of California requirements. Typically a Mechanical Engineer who specializes in HVAC systems who has expertise in plumbing and electricity.

4. Proposal Package Requirements

Proposals are to be straightforward, clear, concise and responsive to the information requested.

In order for proposals to be considered complete, proposers must provide all requested information.

Each proposer must submit their response online via Tuolumne County's e-Procurement platform, https://procurement.opengov.com/portal/tuolumnecountyca.

4.1. Proposal Elements*

A. Statement of Understanding and Approach o This section must demonstrate an understanding of the Scope of Services. It should describe the approach, organization and staffing required for the Services requested.

If necessary, preliminary investigations, due diligence, and research shall be discussed in this section.

o This section should include the following:

▪ An implementation plan that describes in detail (i) the methods, including controls by which your firm or entity manages projects of the type sought by this RFP; (ii) methodology for soliciting and documenting views of internal and external stakeholders; (iii) and any other project management or implementation strategies or techniques that the respondent intends to employ in carrying out the work.

Include a project schedule.

▪ Detailed description of efforts your firm or entity will undertake to achieve client satisfaction and to satisfy the requirements of the "Scope of Work" section.

▪ Detailed project schedule, identifying all tasks and deliverables to be performed, durations for each task, and overall time of completion, including a complete transition plan. Include your plan to deal with fluctuation in service needs and any associated price adjustments.

▪ Detailed description of specific tasks you will require from County staff. Explain what the respective roles of County staff and your staff would be to complete the tasks specified in the Scope of Work.

▪ Proposers are encouraged to provide additional innovative and/or creative approaches for providing the service that will maximize efficient, cost-effective operations or increased performance capabilities. In addition, the County will consider proposals that offer alternative service delivery means and methods for the services desired.

▪ Proposers are also requested to identify any County owned facilities or property which Proposer would propose to use or lease, purchase, or rent from the County in connection with the services to be performed, including information about the terms of any proposed lease, purchase or use of such equipment and facilities, and how this proposed structure affects the overall cost proposal to the County, if applicable.

B. Company Information o This section shall include contact person information, address and telephone number of the company main office and branch offices. Each Company shall identify itself as to the type of organizational entity (corporation, sole proprietorship, partnership, joint venture, etc.). Any supplemental information that Company believes may be pertinent to the selection process may be provided.

o The Proposal shall identify any litigation, mediation, or arbitration, regarding the performance of any services similar to the Services, in which the Company has been involved in the past five (5) years. If the Services require a license or certification, the

Proposal shall include any claims or disciplinary action taken against Company or any of Company’s key personnel within the past five years.

C. Company Personnel o This section shall contain names, contact numbers and description of experience, including licenses and/or certifications, of all key personnel who would be assigned to perform the Services. Members of the Company’s professional team (managers, contact person, etc.) should be identified by name, title, phone number, and description of the portion of work they will be assigned to perform under this

Agreement. Also include major subcontractors (if any) and their degree of involvement in this program. If the Company is including any subcontractors, the

Company shall identify how long the Company has worked with the subcontractor.

o An affirmative statement should be included that the proposer and all assigned key professional staff are properly licensed to practice in California.

D. Disclosure o Please disclose any and all past or current business and personal relationships with any current County elected official, appointed official, County employee, or family member of any current County elected official, appointed official, or County employee. Any past or current business relationship may not disqualify the firm from consideration.

E. Experience and References o The Proposal must demonstrate that the Company, or its key personnel, meets the minimum experience requirement in in the Minimum Qualifications Section with a legally registered business name, that provides services of a similar type and scope as described in the Scope of Services. A Company shall not have filed for bankruptcy under any business name over the past five (5) years.

o Company shall provide at least 3 references, within the past 5 years, of clients for whom services have been performed that are comparable in quality and scope to that specified in this RFP. The references shall include client names, addresses, telephone numbers and e-mail addresses of the clients for whom prior work was performed and include an explanation of the services provided along with project start and end dates.

*Response required

4.2. Proposal Cost*

Proposer shall upload a fee schedule here. Information should include any and all costs associated with the fulfillment of the Scope of Services.

The selected and contracted Firm for the Assessment and Design Services for HVAC Update of the Albert N. Francisco Building is ineligible to respond to the project's Invitation for Bids.

*Response required

5. Evaluation of Proposals

The objective is to perform a thorough and fair evaluation of submitted proposals and facilitate the selection of a contractor/consultant that best satisfies the County’s requirements. The following describes the evaluation process and associated components.

A. Selection Process:

1. The County shall name, for the purpose of evaluating the proposals for this RFP, a

Review Committee composed of representatives from the County. The County may also elect to include as part of the Review Committee qualified representatives from other agencies or entities.

2. Proposal documentation requirements set forth in this RFP are designed to provide guidance to proposers concerning the type of information that will be used by the

Review Committee. Proposers shall be prepared to respond to requests by the Review

Committee for additional items deemed necessary to assist in the evaluation process.

B. Evaluation Criteria & Scoring:

1. The Review Committee shall be responsible for performing the evaluations of each proposal. Each member of the Committee shall rate the proposers separately. The scores of each of the Committee members shall then be averaged to provide a total score for each of the proposers. The proposals shall be evaluated on the following categories and the maximum weight possible for each category is listed below.

C. Award:

Award will be made to the qualified proposer whose proposal will be most advantageous to the

County, with price and all other factors considered. The County will negotiate with the highest ranked proposer to develop the scope of work and contract for mutual satisfaction.

If the County cannot successfully negotiate a contract with the highest ranked proposer, the

County will terminate negotiations and begin negotiations with the next highest ranked proposer.

Proposers will receive mailed Award/Non-Award notification(s), which will include the name of the proposer to be awarded this contract.

Proposers are advised County reserves the following prerogatives:

• To reject any or all proposals;

• To consider historic information and fact, whether gained from the proposer’s proposal or any other source, in the evaluation process; and

• The proposer is cautioned that it is the proposer’s sole responsibility to submit information related to the evaluation categories and the County is under no obligation to solicit such information if it is not included with the proposal. Failure of the individual or firm to submit such information may cause an adverse impact on the evaluation of the proposal.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Completeness of Proposal Pass / Fail 10 (10% of Total)

2. Qualifications 0-5 Points 25 (25% of Total)

3. Service Delivery/Methodology 0-5 Points 30 (30% of Total)

4. Reasonable Cost of Service 0-5 Points 35 (35% of Total)

6. Contract Information

6.1. Sample Agreement

A sample Agreement is attached to this RFP, as Attachment C, detailing all standard terms and conditions required by the County of Tuolumne.

6.2. Term/Termination

The term of the initial contract awarded under this RFP will be for: three (3) months. By mutual agreement, this contract may be extended for two (2) thirty (30) day terms, under the following circumstances:

• The County receives adequate funding to extend program operations;

• The Contractor has achieved demonstrable success by meeting all of the contract’s service requirements;

• The County continues to need the services purchased under this RFP;

• The Contractor is willing and able to modify the services provided to best meet the needs of the program as determined by the County.

The contract will be subject to termination by either party upon 30 days' written notice of intent to terminate. The County may terminate the contract at any time, without written notice, upon a material breach of contract by the Contractor.

6.3. Funding Availability

It is mutually agreed that if the County budget of the current year and/or any subsequent years covered under this Agreement does not appropriate sufficient funds for the program, this

Agreement shall be of no further force and effect. In this event, the County shall have no liability to pay any funds whatsoever to Contractor or to furnish any other considerations under this

Agreement and Contractor shall not be obligated to perform any provisions of this Agreement.

Contractor’s assumption of risk of possible non-appropriation is part of the consideration for this

Agreement. County budget decisions are subject to the discretion of the Board of Supervisors.

If funding for any fiscal year is reduced or deleted by the County budget for purposes of this program, the County shall have the option to either cancel this Agreement with no liability occurring to the County, or offer an Agreement amendment to Contractor to reflect the reduced amount.

6.4. Insurance

1. The Retroactive Date must be shown and must be before the date of the contract or the beginning of contract work.

2. Insurance must be maintained, and evidence of insurance must be provided, for at least five (5) years after completion of the contract of work.

3. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the Contractor must purchase "extended reporting" coverage for a minimum of five (5) years after completion of work.

6.5. Hold Harmless/Indemnification

Contactor shall hold harmless, defend and indemnify County and its officers, officials, employees and volunteers from and against any and all liability, loss, damage, expense, costs

(including without limitation costs and fees of litigation) of every nature arising out of or in connection with Contractor's performance of work hereunder or its failure to comply with any of its obligations contained in the agreement, except such loss or damage which was caused by the sole negligence or willful misconduct of the County.

If such indemnification becomes necessary, the County Counsel for the County shall have the absolute right and discretion to approve or disapprove of any and all counsel employed to defend the County. This indemnification clause shall survive the termination or expiration of this

Agreement.

7. RFP Process

7.1. Submittal of Proposals

Sealed proposals must be received online, NO LATER THAN 8:00 am on Thursday, September

19, 2024.

Proposals are to be submitted electronically using Tuolumne County’s e-Procurement platform, https://procurement.opengov.com/portal/tuolumnecountyca. Proposals will be received only as instructed above, and must be received before 8:00 am on Thursday, September 19, 2024.

Proposals shall not be submitted via hard copy, (hand delivered or mailed), facsimile, nor via email. It is the sole responsibility of the proposer to properly upload its proposal so that it is received by the time and date required. Any proposal received after said time and/or date or in any other format other than as instructed herein, cannot be considered and will not be accepted.

The County’s e-Procurement Platform records the time stamp for every proposal submitted properly in the system. Once a proposal is submitted in the e-procurement platform, the Proposer will receive an email confirmation, and the proposal status will also show as “submitted.”

7.2. Submitter's Questions

Questions regarding the RFP must be submitted exclusively in writing to the County by 8:30 am on Monday, September 16, 2024 via the County’s e-Procurement platform, in the Q&A tab.

Except for questions that might render the award of this contract invalid, the County will not respond to any questions submitted after this time. The County will use an addendum to the RFP to post any questions received, along with written responses, on Tuolumne County's e-

Procurement platform, https://procurement.opengov.com/portal/tuolumnecountyca. It is the responsibility of the proposers to check the County website to review the questions and responses. Any oral responses to questions are not binding on the County.

7.3. Cost of Developing the Proposal

All costs incurred in the preparation of a proposal are the responsibility of each proposer and will not be reimbursed by the County.

7.4. Proposal Terms and Conditions

It is the responsibility of each proposer to be familiar with all of the specifications, terms and conditions of the RFP. By the submission of a proposal, the proposer certifies that if awarded a contract, proposer will make no claim against the County based upon ignorance of or misunderstanding of the specifications.

Each proposer shall submit its proposal with the understanding that the proposal will become a part of the official file on this matter and shall be subject to disclosure, if requested by a member of the public, following the completion of negotiations.

By submitting a proposal, each proposer certifies that all statements in this proposal are true.

This constitutes a warranty, the falsity of which shall include the right, at the County’s option, of declaring any contract made, as a result thereof, null and void. Proposals shall be completed, executed, and submitted in accordance with the instructions of this RFP. If a proposal is not submitted in the format specified in this RFP, it may be rejected, unless the County determines that the nonconformity is either a minor irregularity or that the defect or variation in the proposal is immaterial or inconsequential. The County may give the proposer an opportunity to cure any deficiency resulting from a minor irregularity or an immaterial or inconsequential defect, or

County may waive such deficiency, whichever is most advantageous to the County.

The County cannot accept proposals from any individual who is currently employed with the

County of Tuolumne (California Government Code §29708).

7.5. Successful Proposal as Part of Contract Services

Proposals received in response to this solicitation, at the County’s discretion, may be incorporated into the awarded contract and may serve as basic terms and conditions for the ultimate contract. Therefore, proposers are advised that, if successful, they will be held responsible for levels of services proposed at the funding levels quoted. The County reserves the right to negotiate modifications or revisions to any awarded contract.

7.6. Evaluation of Proposals

See #Evaluation of Proposals.

7.7. Other Requirements

In order to contract with the County of Tuolumne, a proposer must meet the following requirements:

• Make available to the County its federal Tax Identification Number (TIN) or Social

Security Number (SSN).

• Comply with all Federal, State and local rules, regulations and policies, including but not limited to:

o Standard contract language of the County; and, o Insurance coverage to include worker’s compensation, general liability, auto liability and professional liability, unless waived by the County.

• Meet the requirements for audit of its expenditures if required in the above documents.

7.8. Non-Discrimination

Non-Discrimination: The Contractor selected through this RFP shall provide services without discrimination based on race, creed, color, ethnic or linguistic identification, gender or sexual preference, disability or handicap or any other basis prohibited by law.

7.9. Protest/Appeal Process

The following procedure is provided in the event that a proposer wishes to protest the RFP process or appeal the recommendation to award a contract for Assessment and Design Services for an HVAC Update of the Albert N. Francisco Building once the Notices of Award/Non-

Award have been issued.

https://secure.procurenow.com/portaluolumnecountyca/projects/20451?section=156154

Any protest must be submitted in writing to General Services Agency, 2 S. Green Street, Sonora, CA 95370, Attention: Michael Roberson

The protest must be submitted before 5:00 p.m. of the tenth (10th) business day following the date of the Notice of Award.

The protest must contain a complete statement of the basis for the protest. The protest must include the name, address, telephone number and e-mail address of the person representing the protesting party.

The procedure and time limits are mandatory and are the proposer’s sole and exclusive remedy in the event of a bid protest.

Proposer’s failure to comply with these procedures shall constitute a waiver of any right to further pursue the protest, including filing a Government Code claim or legal proceedings.

Upon receipt of written protest/appeal, the General Services Agency Director will review and provide an opportunity to settle the protest/appeal by mutual agreement, will schedule a meeting to discuss or issue a written response to advise of an appeal/protest decision within five (5) business days of receipt of the appeal/protest.

7.10. Public Records Access

Proposers should be aware that submitted proposals are subject to the California Public Records

Act and may be disclosed to members of the public upon request. It is the responsibility of the proposers to clearly identify information in their proposals that they consider to be confidential under the California Public Records Act. To the extent that the County agrees with that designation, such information will be held in confidence whenever possible. All other information will be considered public.

All information regarding the proposals will be held as confidential until such time as the

Review Committee has completed its evaluation and, or if, contract negotiations are complete.