Commissioning_Consulting_Services_for_New_Building_Construction_Projects_(Addendum_#2_Revision).pdf

DANE COUNTY

DEPARTMENT OF WASTE & RENEWABLES

1919 ALLIANT ENERGY CENTER WAY

MADISON, WISCONSIN 53713

Request For Proposals No. 324053

COMMISSIONING CONSULTING SERVICES FOR NEW

BUILDING CONSTRUCTION PROJECTS

Project Release Date: January 14, 2025

Deadline for Questions: February 7, 2025

Response Deadline: February 20, 2025, 2:00 pm

Responses must be submitted electronically through:

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

Dane County Department of Waste & Renewables

Request For Proposals No. 324053

Commissioning Consulting Services for New Building Construction Projects

1) Introduction

2) RFP Instructions

3) Contract Term

4) Scope of Services

5) RFP Response Requirements & Evaluation Criteria

6) Pricing Proposal- Compensation Schedule

7) Pricing Proposal- Rate Table

8) Professional Services Agreement- Standard Terms & Conditions

9) Proposer Questionnaire & Uploads

Attachments:

B - Sub. 1 to Res. 152, 2013-2014 - 2014 Dane County Capital Budget Appropriations Resolution

C - Sustainability Campus Site Map

D - Sustainability Campus Project Schedule

E - Dane County Green Building Policy

F - Dane County Design Guidelines & Recommendations

G - Anticipated Systems to be Commissioned for Sustainability Campus

H - DRAFT Compensation Schedule

I - Anticipated Systems to be Commissioned for RNG Maintenance Shop

Dane County Request for Proposal (RFP) #324053

1. Introduction

1.1. Summary

Dane County Department of Waste & Renewables (W&R) is inviting proposals for commissioning consulting services for new building construction projects at Dane County’s Sustainability Campus and Renewable Natural Gas (RNG) Plant, located at 7103 Millpond Road, Madison, WI 53718 and 7242 Maahic Way, Madison, WI 53718, respectively.

1.2. Background

Dane County Department of Waste & Renewables (W&R) is inviting proposals for commissioning consulting services (hereinafter referred to as “Commissioning Provider” or CxP) for new building construction projects. Dane County has incorporated a requirement for commissioning services, to be initiated at the design stage, into all County new building projects that are anticipated to cost over one (1) million dollars (refer to Attachment B, Item 13). The purpose of the resolution is to reduce operating costs through energy conservation and efficiency and optimization of building system performance, and to promote overall government sustainability.

W&R has contracted with Strang and Foth to provide professional architectural and engineering (A/E) design services for initial development of Dane County’s Sustainability Campus (refer to RFP 323027 – Professional Civil and Building Design Services at Dane County’s Sustainability Campus for additional details and Attachment C). The buildings to be constructed as part of Strang’s design work include; the Education and Administration Center, Maintenance Facility, and Scale Office. In addition, the Campus will include a private diesel fueling station and may include a gasoline fueling station.

Additionally, W&R will be contracting an A/E to design a new office and maintenance facility at W&R’s RNG Plant, hereinafter referred to as the RNG Maintenance Shop. The RNG Maintenance Shop will be a pre-fabricated metal building, grossing 3,000 square feet in size. It will feature a warehouse and maintenance shop, small office with employee area, and new utilities.

Strang’s contract with W&R for the Sustainability Campus is outlined in five (5) main phases, as detailed below:

• Phase 1 - Needs Assessment: The purpose of the Needs Assessment is to evaluate space needs against available lands and provide an estimate for Project Budget for W&R Infrastructure. This phase shall also include an evaluation of available funds for the project, determine any potential gaps in funding, and identify potential funding sources for the W&R Infrastructure

• Phase 2 - Design Development: The purpose of the Design Development is to prepare design drawings and report based on the Needs Assessment.

• Phase 3 – Permitting: The purpose of Permitting is to prepare permitting documents and submit to appropriate agencies, participate in permitting discussions with governing municipalities, and attend public meetings.

• Phase 4 - Construction Documents and Bidding Assistance: The purpose of the Construction Documents

& Bidding Assistance is to prepare construction drawings and specifications for bidding purposes, attend a pre-bid meeting, and provide bid clarifications as necessary.

https://procurement.opengov.com/portal/countyofdane/projects/66056

• Phase 5 - Construction Assistance and Documentation: The purpose of the Construction Assistance &

Documentation is to act as W&R’s construction administrator, conduct site visits, attend construction related meetings, review Contractor provided submittals, ensure equipment is commissioned and in operating condition, and prepare as-built documentation drawings at construction completion.

Design development phase will start in mid-January 2025 and last through mid-May 2025. Construction documents phase is anticipated to start in mid-May 2025 and last through mid-August 2025. Construction is anticipated to start in mid-October 2025 with completion by January 2027 (refer to Attachment D).

The A/E’s contract with W&R for the RNG Maintenance Shop is to be outlined in four (4) main phases, as detailed below:

• Phase 1 - Design Development: The purpose of the Design Development is to prepare design drawings and report based on a brief review with RNG and W&R staff on building needs.

• Phase 2 – Permitting: The purpose of Permitting is to prepare permitting documents and submit to appropriate agencies, participate in permitting discussions with governing municipalities, and attend public meetings.

• Phase 3 - Construction Documents and Bidding Assistance: The purpose of the Construction Documents

& Bidding Assistance is to prepare construction drawings and specifications for bidding purposes, attend a pre-bid meeting, and provide bid clarifications as necessary.

• Phase 4 - Construction Assistance and Documentation: The purpose of the Construction Assistance &

Documentation is to act as W&R’s construction administrator, conduct site visits, attend construction related meetings, review Contractor provided submittals, ensure equipment is commissioned and in operating condition, and prepare as-built documentation drawings at construction completion.

As the A/E is not yet selected for this project, the timeline is still to be developed. However, W&R anticipates that the Design Development will take seven (7) weeks, the Constructions Documents will take eight (8) weeks, Contractor Bidding will take 12 weeks, and Construction will take 32 to 36 weeks. W&R anticipates breaking ground on this project late 2025 and completing construction mid-to-late 2026.

For the Sustainability Campus, A/E and CxP will work with W&R to complete this project, from the design development phase through construction and commissioning. Following design phases, a Contractor will be hired to construct the project. CxP will be independent, but still a part of the Project Team, and will report directly to the designated W&R Project Manager. The Project Planning Teams includes:

• Strang (A/E) – Team lead, project architect, mechanical, electrical, plumbing (MEP) engineer, and project management o Foth – Site civil engineer o Saiki Design – Landscape architect o Middleton Construction Consulting (MCC) – Cost estimator o MP-Squared – Structural engineer

• W&R – Team lead and project management

For the RNG Maintenance Shop, A/E and CxP will work to complete this project, from the design development phase through construction and commissioning. Following design phases, a Contractor will be hired to construct the project. CxP will be independent, but still a part of the Project Team, and will report directly to the designated W&R Project Manager.

1.3. Contact Information

Project Contact:

Alejandra Viso Solid Waste Engineer Email: viso.alejandra@danecounty.gov Phone: (608) 513-7294

Procurement Contact:

Alejandra Viso Solid Waste Engineer Email: viso.alejandra@danecounty.gov Phone: (608) 513-7294

Department:

Waste & Renewables

1.4. Timeline

The Project specific and estimated dates and times of events are below. Some of the events have specific completion dates. In the event that the Department of Waste & Renewables (W&R) finds it necessary to change any of the specific dates and times in the calendar of events, it will do so by issuing an addendum to this RFP. There may or may not be a formal notification issued for changes in the estimated dates and times.

Project Release Date January 14, 2025

Onsite Tour (optional) (Non-Mandatory) January 30, 2025, 10:00am

Dane County Landfill Trailer (7102 Maahic Way, Madison, WI 53718)

Question Submission Deadline February 7, 2025, 2:00pm

Question Response Deadline February 13, 2025, 5:00pm

Proposal Submission Deadline February 20, 2025, 2:00pm

Interview, if necessary (estimated) March 5, 2025 mailto:viso.alejandra@danecounty.gov tel:(608)513-7294 mailto:viso.alejandra@danecounty.gov tel:(608)513-7294

Notification of Intent to Award (estimated) March 7, 2025

Agreement Start Date (estimated) April 21, 2025

2. RFP Instructions

All inquiries concerning this RFP must be submitted via the County's eProcurement Portal.

Any questions concerning this RFP must be submitted before 2:00 pm on Friday, February 7, 2025.

Proposers are expected to raise any questions, exceptions, or additions they have concerning the RFP document at this point in the RFP process. If a proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, the proposer should immediately notify the contact person of such error and request modification or clarification of the RFP document.

Proposers are prohibited from communicating directly with any employee of Dane County, except as described herein. No County employee or representative other than those individuals listed as County contacts in this RFP is authorized to provide any information or respond to any question or inquiry concerning this RFP.

2.1. General Solicitation Process

Obtain RFP documents from the procurement.opengov.com/portal/countyofdane web site. Proposing company is responsible to check back regularly for Addenda.

Interested Proposers are required to register at the County's eProcurement Portal to submit a Proposal. Registration is free.

• Register by clicking “Sign Up” at https://procurement.opengov.com/login.

• Create a username, password, and activate an account.

• Select project categories that your company would like to receive future solicitation notifications for.

o Note: For projects similar to this Proposal, a project category of 91113 is assigned to it.

• Locate the solicitation by searching for the RFP Number, Organization, or Proposal Title.

• Subscribe for “New Project Updates” to receive notifications about the solicitation.

Message procurementsupport@opengov.com with any questions regarding account set up.

If you need any additional information or have questions about this Request for Proposals, please call Alejandra Viso, Solid Waste Engineer at (608) 513-7294 or send an email to viso.alejandra@danecounty.gov.

Dane County is an Equal Opportunity Employer.

2.2. Eligibility Requirements

To be considered for this project, the Consultant must meet or exceed the following criteria:

• Have at least one registered architect and one registered professional engineer as lead responsible members of the firm or project team.

• Have been in business for a period of not less than five (5) years.

• Must have been responsible for the design and completion of at least three (3) commissioning or retro-commissioning projects over (1) one million dollars.

• Consideration may be given to joint ventures consisting of two or more firms organized for the purpose of furnishing professional services as a single entity, providing the assignment of and provisions for https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/login mailto:procurementsupport@opengov.com continuity of the various responsibilities within the joint venture are approved by the County, and further providing that either of the individual firms constituting the joint venture meets the eligibility requirements listed above.

2.3. Proposal Submission

Interested Proposers are required to follow the steps outlined below to submit a Proposal:

• Click on "Draft Response" to submit a Proposal.

• Upload all required documents and answer all questions in Section "Proposer Questionnaire & Uploads":

o Complete the Contact Information Questionnaire o Complete the Addenda Questionnaire o Complete the Question and Answer (Q&A) Questionnaire o Complete the Fair Labor Practices Questionnaire o Submit Proposer W-9 o Submit the RFP Response Document(s) as outlined in Section “RFP Response Requirements &

Evaluation Criteria”:

▪ Documents must include all relevant and pertinent information

▪ Documents must be saved in .pdf format

▪ The file name should include the RFP #, Name of company submitting the Proposal, and

Section/Question reference number

• Example: "RFP #324053_[Vendor Name]_Question2".

o Submit the Pricing Proposal and upload any additional Pricing Proposal documents o Submit any Supplemental Material o Complete the Designation of Confidential and Proprietary Information Questionnaire o Complete the Proposer's Limitations Questionnaire

• Confirm your Proposal is complete and select “Submit Proposal”

Proposals must be submitted electronically via the County's eProcurement Portal before 2:00 pm on Thursday, February 20, 2025. Late, faxed, mailed, hand-delivered, or incomplete proposals will be rejected unless otherwise specified. Dane County is not liable for any cost incurred by proposers in replying to this RFP.

2.4. Evaluation

Dane County reserves the right to accept or reject any Proposal submitted.

Dane County will review submitted Proposals and score each Proposal against the evaluation criteria and may schedule candidates to appear before an interview panel. Those appearing for an interview must be prepared to discuss their approach for the design of this work, methodology, project team, a timetable, the basis of their fee schedule and answer questions from our staff.

https://procurement.opengov.com/portal/countyofdane/projects/140773/document?section=1272517 https://procurement.opengov.com/portal/countyofdane/projects/140773/document?section=1272514 https://procurement.opengov.com/portal/countyofdane/projects/140773/document?section=1272514

2.5. Award

Dane County reserves the right to negotiate an Agreement after selecting the successful firm. Selection is only based on the Proposal submitted and subsequent interviews. Therefore, the Proposals must be complete. Submission of a Proposal will constitute a valid offer, which may be accepted by the Department of Waste & Renewables (W&R) for a period of ninety (90) calendar days following the Proposal due date.

2.6. Contracting

Proposer must thoroughly review the Professional Services Agreement- Standard Terms & Conditions and clearly state any limitations or detail any conditions Proposer may have and include as part of the RFP Response Submission.

https://procurement.opengov.com/portal/countyofdane/projects/140773/document?section=1272520

3. Contract Term

The contract will be effective on the execution date indicated on the Professional Services Agreement. The term will be through Project completion or a maximum of five (5) years from the Agreement execution date, whichever occurs first.

4. Scope of Services

4.1. General Overview

Services are to be provided by CxP in each of the following phases for the Sustainability Campus and the RNG Maintenance Shop:

• Phase 1 – Design Development

• Phase 2 – Construction Documents and Bidding Assistance

• Phase 3 – Construction and Commissioning Assistance

• Phase 4 – Post-Construction Assistance and Documentation

Please note:

• Design team shall adhere to Dane County Green Building Policy (Attachment E) and LEED® design & construction techniques and guidelines in each phase of the Work (from Design Development through

Commissioning).

• Green Globes or Energy Star certification may become a goal of this project; LEED® certification is not anticipated.

• Awarded CxP will be given available Dane County – Information Management (DC-IM) and Dane County

– Facilities Management (DC-FM) guidelines that CxP shall adhere to in each phase of work. These guidelines ensure consistent building components across Dane County facilities.

• W&R will review, provide input, and make modifications throughout the design, construction, and commissioning process.

Section 4.1 – Definitions Subsection 4.1.1 – Commissioning (Cx)

The process of bringing together project stakeholders to ensure that systems are designed, installed, functionally tested and performing in conformity with the County’s Project Requirements and that the building operator has received complete equipment and systems documentation and training.

Subsection 4.1.2 – Commissioning Provider (CxP)

The entity identified by the W&R Project Manager to lead, monitor, coordinate, and report on project commissioning activities. The CxP shall be an independent third party for this project.

Subsection 4.1.3 – Commissioning Plan

A detailed plan of the organization, schedule and allocation of resources, procedures, and documentation requirements of the commissioning process.

Subsection 4.1.4 – Commissioning Log

A detailed list of the Construction Verification checklists and Functional Performance Tests tracking the Contractor Submittals, CxP review, verification and witnessing.

Subsection 4.1.5 – Construction Verification

A quality control verification process performed by the installer as building assemblies, components, equipment, and systems are being installed which documents that the materials and installation procedures interfacing with other trades and start-up, testing, and operation are correct, complete, in compliance with Construction Documents and manufacturer’s recommendations, and are ready for Functional Performance Testing.

Subsection 4.1.6 – Design Report

A summary of the facility program, use, and functional requirements of the building with a detailed description of building design criteria, parameters, setpoints, concepts, decisions, and selections used to meet the W&R’s goals. It serves as a basis for review, approval, and documentation of the design process used for all building systems.

Subsection 4.1.7 – Functional Performance Tests (FPT)

Contractor testing of installed building assemblies, components, equipment, systems, and interfaces that confirms correct performance through all operating modes and compliance with Construction Documents and manufacturer’s recommendations.

Subsection 4.1.8 – Commissioning Report

A document that records the activities and results of the commissioning process.

Subsection 4.1.9 – Written

The term “written” or “in writing” may be either electronic or hard copy documentation, unless otherwise stated or directed by W&R.

4.2. General Requirements

Subsection 4.2.1 – Document Review and Submittal

Documents submitted for review must be in original file format (e.g. Microsoft Word, AutoCAD, Microsoft Excel, PowerPoint, etc.). Unless noted otherwise, assume two (2) weeks for initial review and one (1) week for each review iteration.

Final documents must be in PDF format and delivered to Dane County via e-mail or ShareFile. In addition to the PDF file(s), electronic versions must include the original file format (e.g. Microsoft Word, AutoCAD, Microsoft Excel, PowerPoint, etc.).

Subsection 4.2.2 – Meetings and Communications

For each project independently, CxP must prepare monthly status reports including budget status, work completed in the past month, work planned for next month, and problems or issues to be resolved.

CxP must attend bi-weekly check-in meetings with A/E and attend required meetings as outlined in each phase of the Work. Bi-weekly meetings will occur between the Design Development and Construction Documents and Bidding Assistance Phases. A/E will be responsible for preparing agendas and meeting minutes for required meetings as outlined in each phase of the Work. Assume meetings are one (1) hour in length, unless otherwise noted.

Subsection 4.2.3 – Owner Responsibility

An assigned W&R Project Manager will be CxP's contact in securing W&R direction and for arranging the necessary meetings with W&R and obtaining the approvals required by W&R.

It is the responsibility of CxP to provide W&R with a data request, prior to starting Work. W&R will provide all available reports, record documents, boring logs, site drawings and specifications, etc. to awarded CxP.

Drawings and specifications may not be complete or in an as-built condition. CxP will need to confirm accuracy of drawings and specifications. W&R will provide any necessary hazardous material protection or abatement.

4.3. Design Development – Phase 1

Subsection 4.3.1 – Background

The purpose of this Phase is to coordinate with A/E to incorporate design aspects that aim to reduce operating costs and optimization of building system performance and align with Dane County’s Design Guidelines & Recommendations (Attachment F).

For the Sustainability Campus, the A/E will prepare Design Development Drawings, Report, and outline of Specifications (collectively called Design Development documents) to CxP at 75%, 95%, and 100% design. Refer to RFP 323027 – Professional Civil and Building Design Services at Dane County’s Sustainability Campus for additional details regarding design documents.

For the RNG Maintenance Shop, A/E will provide Design Development Drawings and outline of Specifications (collectively called Design Development documents) to CxP at 75%, 95% and 100% design.

Subsection 4.3.2 – Scope of Work

For each project independently, CxP shall obtain from W&R and A/E information and materials necessary to ascertain scope of the project and shall verify with W&R program and functional requirements of the project.

CxP shall create a Design Checklist as part of the Design Development phase. The purpose of this document is to ensure the requirements and intent of Sub. 1 to Res. 152, 2013-2014 - 2014 Dane County Capital Budget Appropriations Resolution (Attachment B) are met in the project design. If the requirements are not met, CxP shall identify the specific gaps in the design.

A/E is responsible for incorporating the project commissioning requirements into the Design Development documents. This includes editing and adding to the W&R’s commissioning and technical master specification sections, the A/E’s own specification sections, the Construction Verification checklists, and Functional Performance Test requirements to describe which systems are to be commissioned and each Contractor’s responsibilities for commissioning activities.

A/E is responsible for coordinating edits of the project commissioning requirements with CxP and incorporating CxP’s input into the Construction Documents. At the W&R Project Manager’s discretion, CxP may be requested to review and comment on the preliminary drawings and specifications.

Subsection 4.3.3 – Required Meetings

Kick-off Meeting with A/E and W&R: This meeting will be used to discuss roles and responsibilities, expectations, sustainability initiatives, and overall timeline for completing the Design Development phase. There will be one

(1) Kick-off Meeting for each project, one (1) for the Sustainability Campus project, and one (1) for the RNG Maintenance Shop project.

Review Meetings with A/E and W&R: These meetings will be held after 75%, and 95% review of the draft Design Development Drawings and Report for each project, separately. At the 75% and 95% review meetings, discussion on the draft specifications outline will also occur. Review meetings may also be incorporated into the bi-weekly meeting schedule of each project.

Subsection 4.3.4 – Deliverables

Provide Design Checklist for the Sustainability Campus, as outlined above, to W&R.

Provide comments to Design Development documents for the Sustainability Campus, as outlined above, to W&R at 75%, and 95% design.

Provide Design Checklist for the RNG Maintenance Shop, as outlined above, to W&R.

Provide comments to Design Development documents for the RNG Maintenance Shop, as outlined above, to W&R at 75%, and 95% design.

Subsection 4.3.5 – Pricing

Pricing for Phase 1 will be a fixed fee for all Work related to preparation and submittal for each project separately.

All Work in Phase 1 related to the Sustainability Campus will be one fixed fee (Base Fee 1).

All Work in Phase 1 related to the RNG Maintenance Shop will be one fixed fee (Base Fee 2).

4.4. Construction Documents and Bidding Assistance – Phase 2

Subsection 4.4.1 – Background

The purpose of this Phase is to coordinate with A/E to incorporate commissioning requirements into construction drawings and specifications (collectively called Construction Documents).

Subsection 4.4.2 – Scope of Work

For each project independently, CxP shall review A/E’s final Design Report.

CxP is responsible for the development and periodic updating of a Commissioning Plan throughout the project.

CxP solicits and incorporates periodic input from W&R, A/E, and Contractors in developing and updating the plan. The initial, or draft plan will be due at or before the 75% Construction Documents for review by W&R and A/E. Comments received at the Final Review are to be incorporated into the plan prior to the pre-construction meeting. The plan is used to coordinate commissioning activities throughout the project.

The Commissioning Plan should, at a minimum, include the following information:

• Contact information for key members of the Commissioning Team.

• Description of procedures to be utilized for each commissioning task.

• List of commissioned systems and associated equipment.

• Functional Performance Test sampling approach.

• List of responsibilities for each party involved in the commissioning process.

• Commissioning milestones, tracking of commissioning progress and schedule.

• List of building systems to train W&R staff on.

For the 75%, 95%, and Final Construction Documents submissions, W&R expects the Construction Verification check lists to be edited to reflect the project requirements. However, for the 95% Construction Documents CxP shall provide either Functional Performance Test forms edited for the project requirements or unedited Functional Performance Tests clearly identifying that the unedited test form is a SAMPLE. For unedited SAMPLE Functional Performance Test forms, CxP provides final editing and test forms to the Contractor at the time of the submittal review for that equipment or system.

Along with W&R, CxP will review the 50%, 75%, 95%, and Final Construction Documents.

The Bidding Phase shall commence with the publication of the Invitation to Bid and shall end with the award of the construction contract(s).

During bidding, CxP reviews Final Construction Documents to ensure their review comments as well as W&R’s review comments are successfully incorporated. Where design is not complete, not coordinated, or does not follow W&R direction, CxP works with W&R and A/E to resolve the discrepancies either during the bid period by Addenda or immediately following the award of the construction contracts.

CxP shall answer all applicable pre-bid questions from Contractors in an addendum and prepare any additional addenda necessary, for W&R to authorize and distribute as appropriate.

At the pre-bid meeting, the W&R Project Manager and A/E are to review the commissioning activities and expectations of the commissioning process. This is to help ensure the bidders understand the required quality control measures implemented through the commissioning process. The W&R Project Manager and A/E jointly conduct and documents the pre-bid meeting.

Subsection 4.4.3 – Required Meetings

Review Meetings: These meetings will be held after 50%, 75%, and 95% review of the draft Construction Documents. Review meetings may also be incorporated into the bi-weekly meeting schedule with A/E and W&R.

Pre-Bid Meeting: This meeting will allow Contractors to pose questions on the Construction Documents. This meeting will occur between Bid Let date and Bid Due date.

Award Meeting: This meeting will occur after Bid Due date to evaluate received Bids and may be combined with one of the bi-weekly meetings with A/E and W&R.

Subsection 4.4.4 – Deliverables

Provide comments to Construction Documents, as outlined above, to W&R at 50%, 75%, 95%, and Final design for the Sustainability Campus project.

Provide Commissioning Plan, as outlined above, for the Sustainability Campus project.

Provide comments to Construction Documents, as outlines above, to W&R at 75%, 95%, and Final design for the RNG Maintenance Shop project.

Provide Commissioning Plan, as outlined above, for the RNG Maintenance Shop project.

Subsection 4.4.5 – Pricing

Pricing for Phase 2 will be a fixed fee for all Work related to preparation and submittal for each project separately.

All Work in Phase 2 related to the Sustainability Campus will be one fixed fee (Base Fee 3).

All Work in Phase 2 related to the RNG Maintenance Shop will be one fixed fee (Base Fee 4).

4.5. Construction Assistance and Documentation – Phase 3

Subsection 4.5.1 – Background

The purpose of this Phase is to verify that systems and equipment listed in Attachment G for the Sustainability Campus and Attachment I for the RNG Maintenance Shop are installed and perform according to Construction Documents.

Subsection 4.5.2 – Scope of Work

For each project independently, CxP shall attend the pre-construction meeting and present an overview of the commissioning process, identify the Commissioning Team members, their tasks, and responsibilities; and the commissioning milestones such as Construction Verification and Functional Performance Testing for incorporation into the Contractor’s schedule. Routing and number of documents, including Submittals, Commissioning Plans, Construction Verification checklists, Functional Performance Test reports, Commissioning Reports, and meeting minutes, are reviewed at the pre-construction meeting.

After the award of the construction contract(s), CxP shall become an on-site technical and professional advisor to W&R. In this capacity CxP will have continuous access to the site. CxP, through W&R’s Project Manager, will have access to data in the construction Contractor(s) files or offices pertaining to the quality or time requirements of the construction contract(s), in the same mode, manner and extent that such data would be available to W&R.

• Review and approval of Submittals are the prime responsibility of A/E. A/E provides a copy of reviewed

Submittals to CxP for commissioned systems. If the Functional Performance Test forms were samples within the Construction Documents, during the submittal review A/E verifies the Functional

Performance Test documents to reflect the operational requirements of each system. A/E to submit the final test forms to W&R, CxP, and the Contractors during the Submittal reviews and track the process on the Submittal log if final forms were not provided within the contract documents.

A/E will be responsible for arranging, conducting, taking notes, and publishing minutes of weekly construction progress meetings and act as the point of contact for the construction Contractors.

• CxP is expected to attend construction progress meetings to solicit input from the Commissioning Team and coordinate and report on commissioning activities. As part of the project CxP shall observe, record, and identify construction and design issues, assign responsibility, and assist in identification of corrective actions and closure. It is important that scheduling of commissioning activities be identified, reported at the regular progress meetings, and integrated into the project schedule.

• During the construction progress meeting, construction & commissioning activities, milestones, and schedule are reviewed. CxP updates the Commissioning Plan to reflect the status, and changes and publishes with the A/E’s meeting minutes to track commissioning activities.

CxP, A/E, and W&R are responsible for recording all unresolved construction and design issues as items on the “Issues List”; replacing separate punch lists, e-mails, phone conversations, commissioning lists, or Field Reports.

CxP is expected to take the lead on maintaining the Issues List and tracking the issues to resolution and closure.

A/E and W&R staff assist by entering construction, design, and contract deficiencies and help to obtain closure of an issue. The Contractor has the ability to respond and comment on individual issues.

The following are examples of contract deficiencies, concerns, and problems that require entry into the Issues List:

• MEP Inspector’s Deficiency reports

• Construction coordination issues resulting in another Contractor not able to finish their work

• A/E Field Report observed deficiencies

• Punch Lists or Observation Reports (split the punch list entries into groupings by task)

• Substantial Completion Submittals and activities for closeout tracking:

o Operational and Maintenance Manuals o Record Drawings o Test and Balance Report deficiencies o Certificates of Registration or Release o Training requirements

• Design deficiencies

• Track Contractor submittal of Construction Verification Checklist, commissioning observation, inspection and noted deficiencies

• Track Contractor Functional Performance Testing, commissioning witnessing, reporting and deficiencies.

CxP is required to conduct and document regular scheduled Commissioning Meetings. Following building enclosure, regular Commissioning Meetings will be held through Functional Performance Testing.

Commissioning Meetings may be scheduled earlier if building structural or envelope components or site work is commissioned prior to building enclosure. These meetings may be coupled with the weekly construction progress meetings, where applicable.

• The Contractors, A/E, CxP, W&R staff are required to attend the meetings. Each party is responsible for providing a review of project progress, commissioning issues, and scheduling for all future commissioning tasks. A primary goal of the Commissioning Meetings is to keep on schedule by reviewing the status of the work, identify the impact on the commissioning schedule, and assist trades with coordination of work related to commissioning activities.

• The Commissioning Plan, associated milestones, and Issues List will be reviewed and updated at each meeting, along with identifying new issues, assigning responsibility for corrections, and reporting on progress. Following the meetings, the CxP updates the Issues List and distributes the updated plan, along with Commissioning Meeting minutes, to the meeting participants and those on the distribution list for the construction weekly progress meeting minutes. It is expected that each participant is prepared, provides necessary input, and acts promptly and with good resolution on assigned issues, respecting all parties for commitment to the success of the project.

The Construction Verification Checklists (CVCs) are a formalized means to provide individual workers the criteria for a successful installation, adherence to the specifications, and easily tracking construction progress.

Contractors are responsible for submitting the completed CVCs at a minimum frequency of monthly or more frequently if required by the project. CxP verifies the CVC construction by spot checking the installed work and reviewing the completed checklists. All deficiencies found are to be corrected by the Contractor. If the verification process identifies a 10% discrepancy rate or more for any component, the Contractor shall revalidate all items covered by that checklist and re-submit the CVCs. CxP notes any deficiencies discovered and reports them on the Issues List. CxP submits the CVCs within the Commissioning Report or with the Record Documents. Contractors are responsible for the costs of subsequent re-verification at W&R’s discretion.

All Contractors are responsible for preparing commissioned systems for Functional Performance Testing, including coordination and preliminary testing with other Contractors prior to the formal test witnessed by CxP and A/E. The Contractor preliminary testing should follow the final Functional Performance Test forms.

Submittal of the preliminary Functional Performance Test forms by the Contractor demonstrates that systems are installed and function according to the contract documents and informs W&R, A/E, and CxP that the system is ready for their witnessing of the functional performance testing.

• All Contractors, personnel, equipment, tools, and resources necessary for demonstrating successful operation are to be present during testing.

• W&R, A/E, and CxP witness Functional Performance Testing for all commissioned systems. CxP establishes a sampling protocol at the time of testing and selects sample test locations for identical pieces of equipment. CxP is responsible for recording the results on the final Functional Performance

Test reports, recording the deficiencies in the Issues List, and including the Functional Performance Tests in the final Commissioning Report. Deficiencies may be design- or construction-related and are subject to retesting until no deficiencies remain. The cost of retesting may be the responsibility of the A/E if design-related, or the Contractor if construction-related, and is subject to deductive Change Order at

W&R’s discretion.

As part of the Functional Performance Testing, A/E and CxP are responsible for review of the completed testing and balancing. This includes verification of key operating test data from the test and balance report for primary equipment and a representative sample selected by CxP for secondary equipment, inlets, outlets, etc. CxP is responsible for recording the results in the Functional Performance Test reports and recording the deficiencies in the Issues List. The final Testing and Balancing Report with A/E and CxP review comments is to be submitted to W&R.

Operations and Maintenance Manuals (O&M) are assembled by the Contractor and reviewed by A/E for all projects. Review of O&M manuals is primarily A/E’s responsibility and in addition, CxP is to provide a secondary review for completeness and adequacy, forwarding comments to A/E for incorporation into their review.

Reference Division 01 General Requirements for O&M Manual format and content requirements. The O&M Manual review comments by A/E and CxP are to be submitted to W&R.

Subsection 4.5.3 – Required Meetings

Pre-Construction Meeting: This meeting will allow Contractor, A/E, CxP, and W&R to coordinate construction schedule, submittal review timelines, critical path items, and discuss any potential challenges for construction. This meeting will occur prior to construction. There will be one (1) Pre-Construction Meeting for each project, one (1) for the Sustainability Campus project, and one (1) for the RNG Maintenance Shop project.

Weekly Construction Progress Meetings: This meeting will allow Contractor, A/E, CxP, and W&R to ensure timely completion of construction work, address any questions, and coordinate upcoming activities. Note, once weekly construction progress meetings commence, the bi-weekly check-in meetings are no longer required.

Commissioning meetings: These meetings aim to keep on schedule by reviewing the status of the work, identify the impact on the commissioning schedule, and assist trades with coordination of work related to commissioning activities. Commissioning meetings shall start upon building enclosure and end after Functional Performance Testing.

Subsection 4.5.4 – Deliverables

Provide Issues List, as outlined above, at a minimum of weekly for the Sustainability Campus project.

Provide comments to O&M Manuals, as outlined above, for the Sustainability Campus project.

Provide final Testing and Balancing Report, as outlined above, for the Sustainability Campus project.

Provide Issues List, as outlined above, at a minimum of weekly for the RNG Maintenance Shop project.

Provide comments to O&M Manuals, as outlined above, for the RNG Maintenance Shop project.

Provide final Testing and Balancing Report, as outlined above, for the RNG Maintenance Shop project.

Subsection 4.5.5 – Pricing

Pricing for Phase 3 will be a fixed fee for all Work related to preparation and submittal for each project separately.

All Work in Phase 3 related to the Sustainability Campus will be one fixed fee (Base Fee 5).

All Work in Phase 3 related to the RNG Maintenance Shop will be one fixed fee (Base Fee 6).

4.6. Post-Construction Assistance and Documentation – Phase 4

Subsection 4.6.1 – Background

The purpose of this Phase is to ensure final commissioning documents are recorded in the Commissioning Report and that building operators have received equipment and systems documentation and training.

Subsection 4.6.2 – Scope of Work

For each project independently, CxP is responsible for developing and distributing a Commissioning Report. A draft of the report is submitted upon Substantial Completion and a final report upon completion of the Substantial Completion Review Meeting. The final Commissioning Report is submitted to W&R Project Manager, A/E, and Contractors.

• The content of the Commissioning Report should be clearly defined in the Commissioning Plan. Include contact information for key members of the Commissioning Team, a narrative of the commissioning process, Design Report review comments and resolution, and a statement indicating that all issues are resolved and closed, Functional Performance Testing results, completed owner training reviews, tests and inspection reports for all commissioned systems, equipment, assemblies and building features are required. In addition, include key findings, lessons learned, recommendations, and best practices from the Substantial Completion Review Meeting in the final report.

• CxP shall also provide a Building Management Plan as part of the Commissioning Report. This Building

Management Plan shall be divided by building and include the recommended preventative maintenance schedule on a daily, weekly, monthly, annually, or other frequency within each building. The Building

Management Plan shall take the information provided by vendors, the O&M manuals of each system, and other information provided, and compiled into one document that W&R staff can easily reference to ensure building systems are maintained properly and working as intended.

CxP is to attend W&R training sessions, provide and collect attendee training evaluation forms, review the training and the evaluations to determine the adequacy of training, identify if any sessions were deemed insufficient, and report to W&R. If training is deemed insufficient, the Contractor is responsible for scheduling and costs associated with repeating the training.

• Contractor-directed training sessions are to include conference room and site presentations as appropriate, demonstration of systems and equipment, along with review of set-points, and operating parameters. Preventive and routine maintenance procedures and common repairs are to be reviewed.

• Sessions are to be videotaped by the Contractor and a flash drive labeled with the training session provided to the W&R Project Manager along with a sign off sheet demonstrating receipt by the W&R

Project Manager.

Within 10 months of Substantial Completion and prior to completion of the warranty period, CxP shall coordinate and facilitate a Substantial Completion Review Meeting. The Substantial Completion Review Meeting, being part of the A/E and Contractor’s services, is to be included in their cost breakdown with payment retained until completion.

• A draft of the Commissioning Report shall be reviewed at this meeting. The intent of the meeting will be to review project design, construction, turnover, operation, and warranty issues. The meeting will also review project safety, schedule, and budget. Project results will be compared with project goals for successes and disappointments to determine what process changes are needed for future improvements, making recommendations, identifying best practices, and documenting findings for the final Commissioning Report. All parties, including Contractors, A/E, and W&R personnel, are required to have key project personnel in attendance and are to provide all project-related feedback for this meeting. CxP includes the Substantial Completion Review Meeting minutes and a summary of the findings in the Commissioning Report.

Seasonal Testing is Functional Performance Testing that verifies system capacity and operation at outdoor conditions not present during prior Functional Performance Testing. Seasonal Testing needs to be scheduled and completed when the system / equipment performance matches the seasonal design criteria and the performance can be demonstrated and verified. A/E and CxP shall witness the Seasonal Testing and document the results as they would Functional Performance Testing.

Subsection 4.6.3 – Required Meetings

Substantial Completion Review Meeting: This meeting will be to review project design, construction, turnover, operation, warranty issues, project safety, schedule, and budget. There will be one (1) Substantial Completion Review Meeting for each project, one (1) for the Sustainability Campus project, and one (1) for the RNG Maintenance Shop project.

Subsection 4.6.4 – Deliverables

Provide a draft and final Commissioning Report, as outlined above, for the Sustainability Campus project.

Provide a draft and final Commissioning Report, as outlined above, for the RNG Maintenance Shop project.

Subsection 4.6.5 – Pricing

Pricing for Phase 4 will be a fixed fee for all Work related to preparation and submittal for each project separately.

All Work in Phase 4 related to the Sustainability Campus will be one fixed fee (Base Fee 7).

All Work in Phase 4 related to the RNG Maintenance Shop will be one fixed fee (Base Fee 8).

5. RFP Response Requirements & Evaluation Criteria

RFP & Cost Proposal Response

• Proposers shall upload and submit their proposal response document(s) to Proposer Questionnaire &

Uploads.

• The Proposer’s RFP Response shall be organized to comply with the category numbers and names as shown below.

• Review Section 2.3 - Proposal Submission Requirements in the RFP Instructions for additional clarification and document formatting.

• If applicable, complete the Pricing Table(s). If not, Proposers can upload their Cost/Pricing Proposal to

Proposer Questionnaire & Uploads.

Evaluation Criteria

• Each section references the Point Value assigned to it for evaluation purposes.

No. Evaluation Criteria Scoring Method Weight (Points) https://procurement.opengov.com/portal/countyofdane/projects/140773/document?section=1272517 https://procurement.opengov.com/portal/countyofdane/projects/140773/document?section=1272517 https://procurement.opengov.com/portal/countyofdane/projects/140773/document?section=1272512 https://procurement.opengov.com/portal/countyofdane/projects/140773/document?section=1272517

1. Category 1: Approach to Project

Description of planning and design techniques to be used in approaching the project. Close attention will be paid to the proposer’s knowledge and understanding of:

• Methods and tools that will be used to track commissioning progress.

• Assessment of Anticipated Systems to be Commissioned (Attachment G) by prioritization for commissioning, description of value added (or not added) if included in the

Commissioning Plan, and alignment with Dane County’s policies, guidelines, and/or resolutions.

Response to this Assessment will aid

Dane County’s understanding of

CxP’s approach to the project.

• Description of why and how many site visits you recommend, at what stages of the Project, and with what personnel (electrician, plumber, etc.).

• Methods to ensure construction checklists are filled in accurately and timely by the Contractor.

• Methods to ensure that systems are ready for formal Functional

Performance Testing.

• Description of why and how many meetings on and offsite you recommend, at what stages of the

Project, and with what type of personnel (A/E, W&R, Contractor, etc.).

• Required field testing support personnel necessary for various systems to be commissioned.

• Proposer-owned testing equipment availability to supplement the

Contractor.

• Methods for managing requests from

Contractor to test partially complete systems.

0-100 Points 20 (20% of Total)

• Health and safety protocols that need to be adhered to for commissioning work.

• Reporting type and frequency throughout the Project.

• Applicable Green Globes or Energy

Star certification processes.

• Applicable federal, state, and local statutes, regulations and codes for commercial facilities and waste management infrastructure.

2. Category 2: Project Personnel and Relative Experience

Description of proposer’s qualifications, experience, organization and resources. This description must pay specific attention to commercial and industrial new building commissioning projects. Description must include:

• Experience with, or involvement in commissioning commercial or industrial facilities with renewable energy features (e.g. solar, geothermal heating and cooling, etc.).

• Related new construction experience.

• Experience commissioning other

Dane County facilities and/or working with DC-IM and DC-FM.

• Resumes describing the professional affiliations, educational and work experiences for each of the key staff

(including consultants) that would be assigned to this project; these key staff must retain project involvement and oversight throughout the course of the project. Particular attention will be paid to the Project’s licensed architect and professional engineer.

• A project organizational chart, listing key staff and consultants, that’ll…