CTR071155_VBFA.pdf

April 15, 2024

Sent via email: btorgersen@vbfa@.com

VBFA

Byron Torgersen, P.E., Principal / Director of Arizona Operations 1602 South Priest Drive Tempe, AZ 85281

(480) 889-5075

Re: Award of Contract No. CTR071155 On-Call Electrical Engineering Services.

Dear Mr. Torgersen, Thank you for submitting a response to Request for Qualifications No. BPM006083. I am pleased to inform you that your company’s offer has been selected for award. The initial contract term shall begin on April 18, 2024.

Please return to me a current Certificate of Liability Insurance by Wednesday, April 24, 2024. On your certificate, please include: CTR071155 On-Call Electrical Engineering Services.

The attached documentation is your contract. Future work will be issued in the form of a Task Order. A sample is also attached. You are cautioned not to begin any work under the contract until you have been issued a purchase order or written notice to proceed.

We look forward to working with you and if you have any questions regarding your company’s contract, please contact me at crista.clevenger@azdoa.gov or (602) 489-9116.

Sincerely, Crista J. Clevenger Construction Procurement Manager

Katie Hobbs Governor

Elizabeth Alvarado-Thorson

Cabinet Executive Officer Executive Deputy Director

ARIZONA DEPARTMENT OF ADMINISTRATION

1400 W. WASHINGTON ST., SUITE B200

PHOENIX, ARIZONA 85007

(602) 542-1796 mailto:btorgersen@vbfa@.com mailto:%20crista.clevenger@azdoa.gov

REQUEST FOR QUALIFICATIONS

Attachments/Response Forms

Solicitation No. BPM006083 Description:

ON-CALL ELECTRICAL ENGINEERING

SERVICES

Arizona Department of Administration

General Services Division 1400 W Washington St., Ste. B200

Phoenix, AZ 85007

Available online at: appstate.az.gov Page 2 of 42

ATTACHMENT 1: OFFER AND ACCEPTANCE FORM

OFFER

TO THE STATE OF ARIZONA:

The Undersigned hereby offers and agrees to furnish the material, service and/or construction in compliance with all terms, conditions, specifications and amendments in the Solicitation and any written exceptions in the offer. Signature also certifies Small Business status if checked below (No. 4).

VBFA

Company Name Signature of person authorized to sign

1602 South Priest Drive Byron Torgersen, P.E., Principal / Director of

Arizona Operations Address Printed name and title

Tempe, AZ 85281 btorgersen@vbfa.com

City, State, ZIP Contact email address

(480) 889-5075 (480) 403-1144

SS5QVJ4EGQC1 N/A

Unique Entity ID (SAM #) ROC #(s)

87-0292348 87-0292348 Federal Tax Identifier (EIN or SSN) State Tax Identifier

By signature in the Offer section above, the Offeror certifies:

1. The submission of the Offer did not involve collusion or other anticompetitive practices.

2. The Offeror shall not discriminate against any employee or applicant for employment in violation of Federal Executive Order 11246, State Executive Order 2009-9 or

A.R.S. §§ 41−1461 through 1465.a

3. The Offeror has not given, offered to give nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor or service to a public servant in connection with the submitted offer. Failure to provide a valid signature affirming the stipulations required by this clause shall result in rejection of the offer. Signing the offer with a false statement shall void the offer, any resulting contract and may be subject to legal remedies provided by law.

4. The Offeror certifies that the above referenced organization ___ IS/ _X_ IS NOT a small business with less than 100 employees or has gross revenues of $4 million or less in prior FY.

ACCEPTANCE OF OFFER

The Offer is hereby accepted.

The Contractor is now bound to sell the materials or services listed by the attached contract and based upon the solicitation, including all terms, conditions, specifications, amendments, etc., and the Contractor’s Offer as accepted by the State.

This Contract shall henceforth be referred to as Contract No._________________________________.

The effective date of the Contract is ____________________________________________________.

The Contractor is cautioned not to commence any billable work or to provide any material or service under this contract until Contractor receives purchase order, contact release document or written notice to proceed.

State of Arizona Awarded this day of 2024

Contact Phone Number (Office) Contact Phone Number (Mobile)

Procurement Officer: Crista J. Clevenger

CTR071155

April 18, 2024

1 5th April, https://appstate.az.gov/ mailto:btorgersen@vbfa.com

BILLABLE RATES /

Electrical Engineering Services

Effective April 1, 2023

TECHNICAL STAFF

Senior Principal (P3 & P4) $230.00

Principal (P1 & P2) $215.00

Senior Associate $175.00

Associate Engineer $175.00

Associate $160.00

Project Engineer $160.00

Project Manager $160.00

Senior Engineer $140.00

Senior Designer $140.00

Engineer $135.00

Designer $135.00

Entry-Level Engineer $120.00

Intern $105.00

Senior CADD Professional $135.00

CADD Professional $125.00

Entry-Level CADD $105.00

April 4, 2024

Sent via email: btorgersen@vbfa@.com

VBFA

Byron Torgersen, P.E., Principal / Director of Arizona Operations 1602 South Priest Drive Tempe, AZ 85281

(480) 889-5075

Re: BPM006083 ON-CALL ELECTRICAL ENGINEERING SERVICES

Dear Mr. Torgersen, Thank you for submitting your firm’s statement of qualifications for On-Call Electrical Engineering Services.

The selection committee evaluated 9 statements of qualifications in accordance with the selection criteria provided in Solicitation No. BPM006083 and has ranked your firm as one of the highest qualified firms on the final list. The final list is as follows:

• Bridgers & Paxton Consulting, Inc.

• Civiltec Engineering, Inc.

• Energy Systems Design, Inc.

• GLHN Architects & Engineers, Inc.

• LSW Engineers Arizona, Inc.

• Pearson Engineering Associates, Inc.

• Sunrise Engineering

• VBFA

• Wright Engineering Corporation

At this time, the State would like to commence negotiations with your firm. Please submit your rate sheet to me for Electrical Engineering Services by 2 PM, Wednesday, April 10, 2024. As always, thank you in advance for your consideration of the state.

Respectfully, Crista J. Clevenger Construction Procurement Manager crista.clevenger@azdoa.gov

(602) 489-9116

Katie Hobbs Governor

Elizabeth Alvarado-Thorson

Cabinet Executive Officer Executive Deputy Director

ARIZONA DEPARTMENT OF ADMINISTRATION

GENERAL SERVICES DIVISION

1400 W WASHINGTON ST., SUITE B200

PHOENIX, ARIZONA 85007

(602) 542-1796 mailto:btorgersen@vbfa@.com mailto:crista.clevenger@azdoa.gov

Solicitation No. BPM006083 Description:

ON-CALL ELECTRICAL ENGINEERING

SERVICES

Arizona Department of Administration

General Services Division 1400 W Washington St., Ste. B200

Phoenix, AZ 85007

Available online at: appstate.az.gov Page 2 of 42

ATTACHMENT 1: OFFER AND ACCEPTANCE FORM

OFFER

TO THE STATE OF ARIZONA:

The Undersigned hereby offers and agrees to furnish the material, service and/or construction in compliance with all terms, conditions, specifications and amendments in the Solicitation and any written exceptions in the offer. Signature also certifies Small Business status if checked below (No. 4).

VBFA

Company Name Signature of person authorized to sign

1602 South Priest Drive

Byron Torgersen, P.E., Principal / Director of Arizona Operations

Address Printed name and title

Tempe, AZ 85281 btorgersen@vbfa.com

City, State, ZIP Contact email address

(480) 889-5075 (480) 403-1144

SS5QVJ4EGQC1 N/A

Unique Entity ID (SAM #) ROC #(s)

87-0292348 87-0292348

Federal Tax Identifier (EIN or SSN) State Tax Identifier

By signature in the Offer section above, the Offeror certifies:

1. The submission of the Offer did not involve collusion or other anticompetitive practices.

2. The Offeror shall not discriminate against any employee or applicant for employment in violation of Federal Executive Order 11246, State Executive Order 2009-9 or

A.R.S. §§ 41−1461 through 1465.a

3. The Offeror has not given, offered to give nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor or service to a public servant in connection with the submitted offer. Failure to provide a valid signature affirming the stipulations required by this clause shall result in rejection of the offer. Signing the offer with a false statement shall void the offer, any resulting contract and may be subject to legal remedies provided by law.

4. The Offeror certifies that the above referenced organization ___ IS/ _X_ IS NOT a small business with less than 100 employees or has gross revenues of $4 million or less in prior FY.

ACCEPTANCE OF OFFER

The Offer is hereby accepted.

The Contractor is now bound to sell the materials or services listed by the attached contract and based upon the solicitation, including all terms, conditions, specifications, amendments, etc., and the Contractor’s Offer as accepted by the State.

This Contract shall henceforth be referred to as Contract No._________________________________.

The effective date of the Contract is ____________________________________________________.

The Contractor is cautioned not to commence any billable work or to provide any material or service under this contract until Contractor receives purchase order, contact release document or written notice to proceed.

State of Arizona Awarded this day of 2024

Contact Phone Number (Office) Contact Phone Number (Mobile)

Solicitation No. BPM006083 Description:

ON-CALL ELECTRICAL ENGINEERING

SERVICES

Arizona Department of Administration

General Services Division

Available online at: appstate.az.gov Page 4 of 42

Attachment 2-A: Offeror Information Questionnaire

Failure to fully address all information requested may cause the statement of qualifications to be determined non-responsive.

1. Describe the firm’s and the proposed lead team member’s previous design and construction administration experience for projects similar in size and scope to this project.

2. Create a three-column chart. In the first column, list the past project title, budget, and year completed (listing only past projects with similar scope and budget within the past seven years) the firm has been the lead design professional. In the second column of the chart, list the names of any proposed key personnel and subcontractor(s) (if any) “team member” identified for this project that performed services for the project in column one and the team member’s role for the listed project. In column three provide best practices and lessons learned for each project.

Past Projects

(Within last seven years similar in size and scope.)

Proposed Key Personnel

(Performing role on past project)

Best Practices and Lessons Learned

PROJECT #1 Phoenix Formulations Building 465 Expansion

$185K, 2023

Byron Torgersen, P.E., Principal

Joshua Smith, P.E., Associate, Project Engineer

Samuel Felix, Senior Project Designer

Mechanical:

Mike Olson, CPD, Associate, Project Manager – HVAC & Plumbing

Fernando Ochoa, Associate, Project Manager – HVAC & Plumbing

Satish Sundarrajan, Mechanical Engineer

Best Practices:

This project required a time investment to review the status of the project, make corrections, and coordinate with the owner representative.

Our design team worked closely with the architectural team and the owner to fully understand the space requirements for each production room. Certain areas of this production facility were required to meet FDA lighting levels. The lighting was redesigned by the VBFA team.

Solicitation No. BPM006083 Description:

ON-CALL ELECTRICAL ENGINEERING

SERVICES

Arizona Department of Administration

General Services Division

Available online at: appstate.az.gov Page 5 of 42

Lessons Learned:

The design accounted for more than minimum to allow additional lighting lumens as a safety factor. Excessive lighting can be dimmed but adding luminaires after the fact is not always practical.

Additional site visits and owner representative coordination were required to provide the desired result.

Long lead times for equipment delivery obligated the pre-ordering of equipment to meet the project schedule.

#2 701 & 801 East Jefferson Cooling Tower Replacements, Phoenix, AZ

$109K, 2023

Byron Torgersen, P.E., Principal

Joshua Smith, P.E., Associate, Project Engineer

Satish Sundarrajan, Mechanical Engineer

Best Practices:

A two (2) phased approach was used to achieve the minimal shut down time for the facility. The design team’s coordination with the owner representative was critical for the success of the project.

Provided assessments of site conditions to develop a precise process, enable meticulous planning and adaptive project management techniques. As the Prime consultant on this project, VBFA also worked closely with sub-consultants and JOC Contractors. VBFA overcame shortages and delays due to materials availability with the design team’s process

Solicitation No. BPM006083 Description:

ON-CALL ELECTRICAL ENGINEERING

SERVICES

Arizona Department of Administration

General Services Division

Available online at: appstate.az.gov Page 6 of 42 and coordination with our partners.

Lessons Learned:

To verify no issues were present, the design team calculated the existing load based off the record set. The record set indicated the electrical service was close to maximum capacity. When reviewing the existing record documents the code diversity factors were not calculated at the service. That code compliant diversity at the electrical service allowed for the new required loads to be served and meet code calculation requirements.

VBFA carefully considered long lead times for equipment and materials to compensate for potential delays. Planning ahead to overcome unexpected delays allowed for the design team to accommodate circumstances such as utility companies requiring longer response times.

Solicitation No. BPM006083 Description:

ON-CALL ELECTRICAL ENGINEERING

SERVICES

Arizona Department of Administration

General Services Division

Available online at: appstate.az.gov Page 7 of 42

#3 ADOA ASH Alhambra Behavioral Health, Phoenix, AZ

$110K, 2024

Byron Torgersen, P.E., Principal

Joshua Smith, P.E., Associate, Project Engineer

Project Manager – HVAC & Plumbing

Fernando Ochoa, Associate, Project Manager – HVAC & Plumbing

Satish Sundarrajan, Mechanical Engineer

Dave Parrish, Mechanical Engineer

The success of the project was based upon the coordination efforts between the design team and the owner representative, and facility staff. Meeting with staff to review the current conditions, operational issues, and goals of the staff helped the design team provide a better design.

On-site investigations were very important in that these investigations gave the design team the insight needed to design a system that could be integrated into the existing systems.

Working closely with the contractors helped the design team to implement a design that was coordinated with the existing facility with the knowledge of the facility maintenance staff.

Discrepancies between site visits and record documents were present and full verification was not possible without a contractor.

Contractor level of field verification of the existing system was not possible. An

Solicitation No. BPM006083 Description:

ON-CALL ELECTRICAL ENGINEERING

SERVICES

Arizona Department of Administration

General Services Division

Available online at: appstate.az.gov Page 8 of 42 add alternate design for instances where a change order might be required when such discrepancies are present.

The add alternate would be proposed as an add service, the benefit is there would be a complete design ready for bid.

The add alternate design would allow for the evaluation and execution of the design with minimal delay during construction.

#4 Arizona State University Research Park Macro- Technology Building Assessment / System Upgrades, Tempe, AZ

$180K, 2024

Byron Torgersen, P.E., Principal

Joshua Smith, P.E., Associate, Project Engineer

Project Manager – HVAC & Plumbing

Fernando Ochoa, Associate, Project Manager – HVAC & Plumbing

Best Practices:

This ASU project had many complex layers due to the size of the facility and number of separate entities involved. Our team was one of several working for separate clients.

Due to the individual clients’ needs for non-disclosure in certain aspects of their upgrades, our team has worked to ensure that all system upgrades integrate efficiently and effectively under limited communication circumstances. VBFA coordinated closely with ASU

Solicitation No. BPM006083 Description:

ON-CALL ELECTRICAL ENGINEERING

SERVICES

Arizona Department of Administration

General Services Division

Available online at: appstate.az.gov Page 9 of 42 leadership, facility personnel, tenants, and contractors.

Effective communication and coordination were key to this project’s success.

Due to the clients’ needs or non-disclosure, our design team adapted to integrating complete upgrades to systems working with separate teams under similar circumstances.

This challenge allowed our team to practice discreet and seamless integration with separate teams to ensure all systems upgrades met the owner’s expectations for the higher education facilities.

Record keeping and communication were crucial and allowed for greater adaptability throughout the phases of the project.

Solicitation No. BPM006083 Description:

ON-CALL ELECTRICAL ENGINEERING

SERVICES

Arizona Department of Administration

General Services Division

Available online at: appstate.az.gov Page 10 of 42

#5 Maricopa Community College Downtown Center HVAC Upgrades

$56K, 2022

Byron Torgersen, P.E., Principal

Joshua Smith, P.E., Associate, Project Engineer

Samuel Felix, Senior Project Designer

Mike Olson, CPD, Associate, Project Manager

– HVAC & Plumbing

Fernando Ochoa, Associate, Project Manager

– HVAC & Plumbing

This project included site visits to evaluate existing equipment and site conditions, and to set goals early in the project schedule. One goal of this project was to reuse the existing building supply air ductwork as much as possible.

VBFA team was consistent in providing clear and concise reporting, which allowed for efficiency throughout the project. On-site evaluations were critical, as these assessments allowed the design team the clarity needed to design a system which is both sustainable and effective for updated facility requirements.

Utility information acquisition was taking longer than anticipated. A worst case add alternate option was evaluated along with the evaluation of using the existing electrical service to serve the new DOAS and roof receptacle loads.

VBFA’s design team needed to maintain flexibility in order to adapt to challenges presented, ensuring that the goals and needs of the owner were fulfilled.

Solicitation No. BPM006083 Description:

ON-CALL ELECTRICAL ENGINEERING

SERVICES

Arizona Department of Administration

General Services Division

Available online at: appstate.az.gov Page 11 of 42

3. In Attachment 3-B. Provide key personnel by the name, title, and directly responsible person who will be engaged in the work. An individual may be identified for more than one project discipline, or multiple individuals named to one single discipline. Describe each Individual’s specific qualifications and experience directly related to each type of Services proposed. Focus on the proposed individual’s specific duties and responsibilities and how project experience is relevant to each type of proposed Services.

Solicitation No. BPM006083 Description:

ON-CALL ELECTRICAL ENGINEERING

SERVICES

Arizona Department of Administration

General Services Division

Available online at: appstate.az.gov Page 12 of 42

ATTACHMENT 2-B: EXPERIENCE AND ORGANIZATIONAL PROFILE

Failure to fully address all information requested may cause the bid to be determined non-responsive.

Firm Name VBFA Year Established 1972

Principal Address (Street, City, State) 181 East 5600 South, #200, Murray, UT 84107

Years’ Experience performing services similar in size and scope as required by this solicitation. 52 Years the organization has conducted business in the State of Arizona. 20

CONTRACT REPRESENTATIVES TO CONTACT

Name Title Telephone Number E-Mail Address

1 Byron Torgersen, P.E. Principal (480) 403-1144 btorgersen@vbfa.com

2 Lisa Simons Director of Business Development (465) 640-5699 lsimons@vbfa.com

THREE (3) PROJECTS COMPLETED BY FIRM SIMILAR IN SIZE AND SCOPE / REFERENCES

1 Client Company/Address Contact Begin Date End Date

ADOA / 100 North 15th Avenue, Suite 103, Phoenix, AZ 85007

Paul Garvin / Britt Olachea 2022 2023 Phone Number Email Address

(602) 542-4874 /

(602) 552-3355

Paul.Garvin@azdoa.gov / britt.olachea@azdoa.gov

Services Provided Similar to Those Described in Solicitation 701 & 801 E Jefferson Cooling Towers – Provided the engineering to complete the removal / replacement of two cooling towers. The removal included all existing piping, pumps, boilers, and electrical services. Systems were replaced with new cooling towers, controls, three condenser pumps, manual and automatic control valves, and a new electrical service to the new mechanical yard to support the towers.

2 Client Company/Address Contact Begin Date End Date

Phoenix Formulations / 465 West 21st Street, Suite 101, Tempe, AZ 85282

Gary Harris 2020 2021 Phone Number Email Address

480-215-7692 garyh@phxformulations.com Services Provided Similar to Those Described in Solicitation

Bldg. 465 Expansion – Mechanical, plumbing, electrical, and fire protection engineering expertise for 87,000 sq. ft. project that included dispensing rooms, blending rooms, compression rooms, washrooms, office areas, warehouse, gowning, and general facility support rooms.

3 Client Company/Address Contact Begin Date End Date

Arizona State University / 5727 South 17th Avenue, Phoenix, AZ 85041

Dan Demland 2022 2024 Phone Number Email Address

(480) 266-5972 daniel.demland@asu.edu

Services Provided Similar to Those Described in Solicitation https://appstate.az.gov/ mailto:btorgersen@vbfa.com mailto:lsimons@vbfa.com mailto:Paul.Garvin@azdoa.gov mailto:britt.olachea@azdoa.gov mailto:garyh@phxformulations.com mailto:daniel.demland@asu.edu

Solicitation No. BPM006083 Description:

ON-CALL ELECTRICAL ENGINEERING

SERVICES

Arizona Department of Administration

General Services Division

Available online at: appstate.az.gov Page 13 of 42

ASU Macro-Technology Building Assessment / System Upgrades – Mechanical, plumbing, and electrical engineering design services to ASU for multiple design items located in this 250,000 sq. ft. research facility. The project was an HVAC infrastructure upgrade project. The electrical designs accompany the complete installation of mechanical units and systems.

The VBFA Electrical team coordinated closely with the owner and mechanical experts, completing field surveys identifying routing and source for equipment power for complete and operational electrical systems.

Solicitation No. BPM006083 Description:

ON-CALL ELECTRICAL ENGINEERING

SERVICES

Arizona Department of Administration

General Services Division

Available online at: appstate.az.gov Page 14 of 42

ATTACHMENT 3-A: METHOD PROPOSAL

(Method of Approach)

Response must demonstrate your comprehension of the objectives and services of this solicitation. Do not merely duplicate the description of work described in this Request for Qualifications (RFQu). Firms shall provide responses directly below the numbered questions in this attachment.

1. Substantiate how your team can most effectively undertake the requirements and responsibilities associated with the on-call electrical engineering services for the state of Arizona and your proposed team’s understanding of this scope of services by:

a) Providing an organizational chart clearly identifying the lines of authority.

b) Describing your current workload and availability of designated team staff (including Sub-Consultants). Indicate the relationship of the work in this RFQu to the firm’s other current projects.

The following chart may be utilized to show current workload of proposed team members. Additional lines may be added as needed.

Project Team Member Current Workload Commitment Total Availability Name and Title: Byron Torgersen, P.E.

City of Tempe History Museum Back-up

Cooling 10%

Peoria Commons Apartments, 7 Building Multi- Family Complex

25%

Kingman Regional Medical Center Hualapai Campus

15%

Phoenix Formulations 443 Coating Area Revisions

10%

Homewood Suites Remodels – Two (2) Locations, Gilbert, AZ

15%

25% Name and Title: Lewis Wong, P.E., LEED GA – QA&QC

USH Forensics CT and CH Replacement 25% Salt Palace Convention Center & Utah

Museum of Contemporary Art AHU Replacement Phases I & II

25%

Solicitation No. BPM006083 Description:

ON-CALL ELECTRICAL ENGINEERING

SERVICES

Arizona Department of Administration

General Services Division 1400 W Washington St., Ste. B200

Phoenix, AZ 85007

Available online at: appstate.az.gov Page 15 of 42

Federal Reserve Bank Salt Lake City Switchgear Replacement

15%

US Synthetics Leeching Lab PH 1 10% 25%

Name and Title: Joshua Smith, P.E.

Kingman Hualapai Maintain Campus 25% Maricopa County FMO Dury Plant Operator Office

25%

Saddleback Communications 15% Tempe Water Treatment Plant 15%

25% Name and Title: Samuel Felix

21st Century Building 443 Coating Area Revisions 25% Kirkland CHS 15% Colorado City Wells 25 & 26 10% Hilton Garden Inn 10% Homewood Suites 5%

35% Name and Title: Brad Welch, P.E., CCP, LEED GA

City of Glendale Downtown Center Restoration Project Commissioning

15%

Alta High School Expansion Commissioning 20%

Pyramid Peak Water Treatment Plant Functional Testing

15%

GSD South Kearns Elementary School Commissioning

10%

GSD Olene Walker Elementary Commissioning

10%

30%

2. Describe how your firm determines project deliverables. Also, describe your proposed team’s general approach to managing the assigned on-call projects of various sizes and complexity. NEED JOSHUA’S RESPONSE

Byron Torgersen, P.E.

Principal-in-Charge / Project Manager /

POC

Availability: 25%

Lewis Wong, PE, LEED GA Principal / Project Manager - Electrical

Availablitity: 25%

ORGANIZATIONAL CHART

Sam Felix Project Manager - Electrical

Availability: 35%

Support Staff

Brad Welch, PE, CCP, LEED GA

BD+C

Principal / Director of Commissioning Division

Availability: 30%

Joshua Smith, PE Associate / Project Engineer - Electrical

Availability: 25%

Solicitation No. BPM006083 Description:

ON-CALL ELECTRICAL ENGINEERING

SERVICES

Arizona Department of Administration

General Services Division

Available online at: appstate.az.gov Page 16 of 42

VBFA understands that the “project deliverable” (construction documents) that are provided for a project are the set of instructions that the contractor will utilize to build the project. These “instructions” must be clearly laid out in a manner that is concise and understandable by the contractor. VBFA will review each project and determine the extent required with respect to the deliverables provided. This review will be to determine the following:

Do we provide a book specification or sheet specification?

Where do we need to provide additional details, such as building sections or ¼” scale drawings?

Where do we need additional “keyed notes” on the drawings to provide necessary construction information?

Do we need to provide a “BIM” model or are 2D drawings adequate?

The proposed VBFA engineering team is comprised of multiple Project Engineers and Project Managers who have been working in the facility design and construction industry for many years. Every awarded design project at VBFA follows the same Management Process regardless of the size or complexity of the project. The Management Process includes the following steps:

Principal-in-Charge is the first to review the project to determine the required scope of work and the design schedule required for the project.

Principal-in-Charge will then assign the project to the Project Manager / Project Engineer based upon the project design requirements, the project schedule, and the current available staffing and workload of the office. NOTE: The proposed VBFA team for this ADOA contract will be utilized on all awarded projects, with additional staffing based on the project.

Principal-in-Charge will then have a “hand-off” meeting where the project’s specifics will be thoroughly discussed and explained to the Project Manager. The Principal will remain in constant communication with the Project Engineer during the design efforts to assist with maintaining correct design standards; making staffing support adjustments to assure that the project design schedule is achieved; providing design “peer review”; assist the Project Engineer with coordination and communications with the client / owner.

Project Engineer will assemble the design team as needed to meet the design requirements and complexity / size of the project. The skill level of engineers and designers at VBFA allows the members of the project team to wear multiple hats and to participate in multiple design tasks associated with each project. Small projects may only require a single designer that has the combined knowledge to do both mechanical, plumbing, and production design. Larger projects will be staffed with multiple members or teams with each group providing the design efforts associated with separate project divisions.

Project Engineer / Project Manager will manage the project from beginning of design to the final “punch list” at the completion of the project. The constant involvement of the project leader provides the continuity required for a successful project.

Solicitation No. BPM006083 Description:

ON-CALL ELECTRICAL ENGINEERING

SERVICES

Arizona Department of Administration

General Services Division

Available online at: appstate.az.gov Page 17 of 42

Project Engineer / Project Manager will meet with the design team each week to conduct a Project Management Meeting. During this meeting, the team will discuss any issues or changes to the project design, project schedule, or project coordination. Updates will be reviewed pertaining to information provided from the owner or architect with respect to scope or budget concerns. The Project Engineer will review any information that has been provided by the architect pertaining to design changes.

Principal-in-Charge will assign a Senior Design Engineer upon completion of the project within the company to perform a peer review of the project. This engineer did not work on the project. The review will incorporate a review “checklist” which has been established at VBFA as a template for consistent project review. Upon completion of the review the reviewer will meet with the entire design team to go over any comments or corrections that need to be addressed with respect to the project design.

Upon project completion the Project Management Team will review the project with the Principal-in-

Charge prior to submitting the project to the architect and owner.

When the project transitions into a construction project, the Project Manager will assign a Project Construction Manager to administer the engineering construction efforts. This Construction Manager will perform the daily / weekly efforts needed to meet the Construction Administration requirements for the project. Additional support staff will be assigned to the Construction Manager as needed for the size and complexity of the project.

3. Are you familiar with Job Order Contracting projects? How can your firm support a project manager with defining quantities and units of measure?

Currently, VBFA provides “On-Call” engineering services to Arizona State University, since 2005, in addition to Maricopa County, City of Tempe, City of Glendale, the ADOA, and more. Many of the projects associated with these “On-Call” efforts are small, quick turn-around projects that are awarded to the selected ASU “Job Order” contractors. VBFA works closely with these contractors during both the design and construction phases of awarded projects, utilizing Costworks Means estimates to define quantities and units of measure compared to the engineering set of plans. In the construction phase, Costworks Means can be used to identify potential input errors / items that appear priced ‘too high’. This close working relationship helps to keep the projects on schedule and within budget.

Important support efforts provided between the engineering team and the Project Manager include the following:

Pre-design meetings with the Project Manager to identify project scope and project budget.

Corresponding efforts between the design team Project Manager and contractors to identify existing site conditions and potential “red flags” that may impact the project.

Pre-bid coordination with the Project Manager to review construction documents and the extent of impact to potential displaced building occupants.

Solicitation No. BPM006083 Description:

ON-CALL ELECTRICAL ENGINEERING

SERVICES

Arizona Department of Administration

General Services Division

Available online at: appstate.az.gov Page 18 of 42

“Value Engineer” reviews between the contractors, Project Manager and the design team to help maintain the project budget.

Attendance at the contractor’s construction meetings to answer project questions in a timely manner. All items are then documented via official project “RFI’s”.

Review of all change orders to verify cost accuracy.

Direct meetings with contractors and their equipment vendors to review project submittals in a timely manner. The quick turnaround of the submittals helps to keep the project on schedule.

Multiple “on-site” construction visits to walk the project with the contractor to identify any project deficiencies at an early stage of the project.

4. Once the State has accepted the Design schedule, demonstrate how your firm will manage and maintain the schedule dates.

Each “On-Call” engineering design project that is awarded to VBFA will be reviewed by the Principal-in-Charge and then assigned to the Project Manager with experience and expertise that best suites the project requirements.

Each VBFA Project Manager has multiple skill sets and these will be reviewed to make sure that the project design requirements will be successfully achieved by the assigned Project Manager and his team. A fee calculation of task hours is created. That calculation determines the number of hours required for the project. Those calculated hours required will be the basis of the design schedule. Internal meetings are held to verify the project is on schedule.

Ongoing internal meetings are held to discuss questions, comments, and if any assistance is required.

The Project Manager will establish an “in-house” design schedule with mandated design milestones identified for each phase of the project.

Weekly team meetings will be conducted by the Project Manager to review the progress of the team, to identify project design and coordination issues, and to verify that the schedule milestones are being achieved.

The Project Manager will also work closely with the owner selected CMAR are the completion of each phase of design to verify that the project is still within budget. The project team will assist the CMAR as needed to solicit additional equipment costs from vendors that are providing product information for the design team’s efforts.

5. List standard turn-around time for design requests/changes, RFI’s, submittals, and differing situations that may impact time constraints.

Solicitation No. BPM006083 Description:

ON-CALL ELECTRICAL ENGINEERING

SERVICES

Arizona Department of Administration

General Services Division

Available online at: appstate.az.gov Page 19 of 42

VBFA understands and is committed to responsive communication throughout the construction phase of a project and that it is absolutely critical to maintaining and achieving the required construction schedule. The information transferred between the design team and the contractors will include design changes, RFI’s, submittals, and project coordination issues. The standard turn-around time for RFI’s, submittals, and similar would be three business days.

If additional coordination is required, the intent would be to turn-around responses as close to three business days.

Typically, the first request for information (RFI) will be the review and approval of project equipment submittals. Project equipment cannot be ordered until the equipment submittals have been accepted. A delay in this review will cause a delay in the project. The VBFA design team will work closely to expedite the review process for the equipment items that have long lead-times and need to be ordered first. This expedited process will include a meeting at the engineer’s office with the sub-contractor and the vendor to review the equipment, simultaneously, to remove the delay that will occur when submittals are sent back and forth due to insufficient information or additional clarifications that are needed in order to provide the acceptance.

Completed review of submittals for large project should be returned to the architect within 1-week after being received by the engineer. Small submittals packages can be turned around more quickly.

RFI’s and project coordination issues should be reviewed and returned to the architect within 2-days after being received by the engineer.

VBFA has been involved in multiple projects that had a very limited construction timeframe. These projects required that VBFA meet with the contractors at 6:00 am multiple times (sometimes daily) during the construction phase to answer daily coordination questions and to resolve construction issues. These efforts provided the information needed by the contractors to continue to maintain the fast-paced schedule associated with the project.

6. Detail your firm’s quality control process related to specific plans, specifications and construction documents.

Each project designed by VBFA goes through a multi-phased “quality control” review process prior to final submission to the client. The quality control process involves a few key components; internal design meetings are held to verify the design meets the requirements of the project while meeting code minimums. Internal plan reviews occur prior to deliverable intervals.

The project is first overseen by the project engineer who reviews and checks the design throughout the entire design process.

At the completion of each design phase, (Schematics, Design Development, Construction Documents) the design submission is reviewed and checked by the team Project Engineer. Corrections are made to these preliminary submissions prior to being submitted to the architect and owner.

Solicitation No. BPM006083 Description:

ON-CALL ELECTRICAL ENGINEERING

SERVICES

Arizona Department of Administration

General Services Division 1400 W Washington St., Ste. B200

Phoenix, AZ 85007

Available online at: appstate.az.gov Page 20 of 42

When the final drawings are completed, the construction documents are reviewed and checked by a separate VBFA Project Engineer on staff who has been assigned the task of providing a “quality check” review of the design. The “quality check” engineering review utilizes a company template “checklist” which has been developed by VBFA engineers to maintain consistency in the review checking process.

Corrections noted during the review process will be made to the drawings and then the set will be given to the Principal-in-Charge for one last review prior to submitting the package to the client.

7. Procore Project Management Software usage is a requirement. Demonstrate how your firm plans to implement Procore on this On-Call contract?

VBFA understands that the successful Construction Administration efforts associated with each design project are paramount to provide an end product that meets and exceeds the expectations of the client. An effective Construction Administration effort requires “state of the art” processes for project communications, project coordination, and final project close-out.

The Procore Project Management System will help to provide this “state of the art” management. VBFA has been involved with dozens of projects that have used the Procore System throughout the project. A recent project that VBFA was involved in is the Glendale Community College Performing Arts AHU Replacement, and other GCC remodel / renovation projects. The Procore system was used to manage project communications, project equipment submittals, project RFI’s, project meeting reports, and project site reports. The Procore System was paramount in helping to keep the project communication efforts organized, timely, and efficiently distributed to all necessary team members. VBFA is well versed in using Procore and is also willing to continue to learn more about the construction and design administration options associated with the system. Coordination via Procore will involve sending Procore emails and tasks to / with the appropriate parties. All communication will be channeled through Procore. If other communications occur it shall be logged on Procore either by the owner representative team or the engineering team.

8. Does your firm use dimensions on the construction drawings? Explain your firm’s design plans between scaling and dimensioning on Design drawings.

All construction drawings produced by VBFA are done “to-scale”. The standard piping, ductwork, and electrical plans will be provided at 1/8” scale. Areas such as mechanical rooms or piping / ductwork shafts that are more congested will be provided at ¼” scale. VBFA will produce these drawings with detailed accuracy through coordination with the site conditions, coordination with new equipment and equipment vendors, and through 3D modeling when warranted.

VBFA will also show critical dimensions on the construction documents for coordination purposes. However, the project construction specifications will mandate that the contractors only use the drawings for informational

Solicitation No. BPM006083 Description:

ON-CALL ELECTRICAL ENGINEERING

SERVICES

Arizona Department of Administration

General Services Division 1400 W Washington St., Ste. B200

Phoenix, AZ 85007

Available online at: appstate.az.gov Page 21 of 42 purposes and that all measurements critical to the installation of equipment and the fabrication of systems be verified by the contractor at the construction site. Dimensions on the electrical side are typically reserved for fine detailing that might be required for areas with space limitations. Otherwise, electrical plans will omit dimensions unless requested. All engineering plans will be to scale, this will co0mmunicate the schematic device locations.

9. On Design Drawings, are you able to use pictures or drawings with notes regarding tie-in points and locations?

The VBFA electrical team can put pictures or drawings on their construction documents with notes regarding tie-in points and locations to be provided for clarity. This is a practice that the firm has used for many years as an “On-Call” engineering firm for Arizona State University. The construction document pictures provide additional valuable information to the contractors as they work in the field. The requirement to show, in pictures, all of the existing “tie-in” points forces the design team to field verify the locations, size, accessibility, pipe type, and dimension of the new connections. This coordination effort reduces potential project “change-orders” and schedule delays.

10. Below is an example of the State’s response to a design drawing and the design professional’s response to the owner. Can your firm deliver this type of response deliverable?

Yes, VBFA can deliver this type of response deliverable. The VBFA team will provide written responses to each of the comments provided through the constructability review process and will coordinate with ADOA to determine the best approach for providing these follow-up responses. If there is a question pertaining to the review comments, VFBA will contact the reviewer directly to “talk-through” the comments prior to submitting the response. This coordination with the reviewer helps to speed up the review process. The VBFA team can provide various formats for the review comment responses. These formats include: The firm can provide the response in a similar manner as the example or as required to facilitate the completion of the project.

Written “table” style responses in a Word format.

Solicitation No. BPM006083 Description:

ON-CALL ELECTRICAL ENGINEERING

SERVICES

Arizona Department of Administration

General Services Division 1400 W Washington St., Ste. B200

Phoenix, AZ 85007

Available online at: appstate.az.gov Page 22 of 42

Direct notes on the drawings adjacent to the reviewer’s comments.

Blue Beam PDF review where the reviewer’s comments and the VBFA responses are included in the same Blue Beam file.

Solicitation No. BPM006083 Description:

ON-CALL ELECTRICAL ENGINEERING

SERVICES

Arizona Department of Administration

General Services Division

Available online at: appstate.az.gov Page 23 of 42

ATTACHMENT 3-B: KEY PERSONNEL PROPOSAL

OFFEROR NAME: VBFA

Instructions: Answer all questions thoroughly in the spaces provided. This form shall be completed for each key personnel involved in performance of this contract. A separate resume (maximum one (1) page) may be included using the second page of this Attachment.

The resume is to be used to supply relevant information pertaining to the performance of this contract and is to be supplemental to the information below and is not to be used to replace this form.

Solicitation No. BPM006083 Description:

ON-CALL ELECTRICAL ENGINEERING

SERVICES

Arizona Department of Administration

General Services Division

Available online at: appstate.az.gov Page 24 of 42

Byron Torgersen, P.E.

Employee Name

Current Information

Position Currently Held in Firm: Principal-in-Charge / Project Manager – Mechanical / Director of Arizona Operations

Years With Firm: 33 Years in Current Position: 20

Role Under this Contract: Principal – Project Manager – Mechanical

Years’ Experience in Role Under This Contract:

Hours per Week of Employee’s Time Dedicated to This Contract: 5

Will the key personnel be assigned to work on this contract exclusively? If not, indicate the percentage of the key personnel’s time that will be dedicated to this contract.

No

Identify the primary function(s) of the key personnel in performing the services required by this solicitation.

Byron Torgersen will work closely with the project manager at the onset of the project to establish the correct design approach for the engineering systems, plus be involved in contract negotiations and establishing the project schedule.

Project manager: Mr. Torgersen will facilitate communication between the client and the project team; enact implementation of QA/QC project plan; prepare man-hour budgets / monitor progress to maintain budget / project schedule;

and monitor manpower requirement. Byron will also manage the project during the design and construction phase and supervise job closeout.

Describe the key personnel’s experience in performing the services required by this contract.

Byron Torgersen brings more than 35 years of engineering experience to the ADOA for the 2024 On-Call Professional Services List. As Director of VBFA’s Arizona branch office, he has designed systems for municipal, governmental, commercial, data, educational, religious, healthcare, laboratories, and micro-electronic production facilities throughout Arizona and the western United States. His record of reliably serving clients is demonstrable from his work with Maricopa County, City of Tempe, City of Glendale, ADOA, City of Phoenix, City of Scottsdale, and many more throughout the Southwestern Region. Byron is experienced in designs which require extensive research and investigation, and he has been effective in his approach to analyzing problems with mechanical systems, gas, steam, utility, fire protection, and distribution systems. Byron has successfully designed projects under $10K as well as $100+ million.

List the key personnel’s job-related training and education.

Education: B.S., Mechanical Engineering, University of Utah, 1988 Professional Training / Registrations: Licensed P.E., AZ, 2005, #42112; UT, 1993, #188255-2202 Professional Experience: Van Boerum & Frank Associates, Inc. 2004 – Present (Director of Arizona Operations; 2001 – Present (Principal); 1996-2001 (Project Engineer) DAW Technologies, 1994-1996 (Engineer) Van Boerum & Frank Associates, Inc., 1989-1994 (Engineer)

Solicitation No. BPM006083 Description:

ON-CALL ELECTRICAL ENGINEERING

SERVICES

Arizona Department of Administration

General Services Division

Available online at: appstate.az.gov Page 25 of 42

Lewis Wong, P.E., LEED Green Associate

Position Currently Held in Firm: Principal – Project Manager – Electrical

Years With Firm: 9 Years in Current Position: 1

Role Under this Contract: Principal – Project Manager – Electrical

Years’ Experience in Role Under This Contract:

Hours per Week of Employee’s Time Dedicated to This Contract: 1

Will the key personnel be assigned to work on this contract exclusively? If not, indicate the percentage of the key personnel’s time that will be dedicated to this contract.

No

Identify the primary function(s) of the key personnel in performing the services required by this solicitation.

Lewis Wong, as the Principal of VBFA’s Electrical Engineering Division, provides support for the Tempe branch and Joshua Smith, P.E., as needed. He provides expert review of electrical design to ensure QA/QC processes are upheld and client goals are achieved. His involvement will aid the establishment of the scope of work, team resources, engineering fees, and the required project schedules. Based on the initial meetings and communication with the owner and key stakeholders, Lewis will work with Joshua to determine the appropriate project engineers and support staff to meet the required expertise and resource needs to achieve established project goals.

Describe the key personnel’s experience in performing the services required by this contract.

Lewis Wong has been a leader in the electrical engineering industry for more than 17 years, he has led a wide range of projects throughout his career. Lewis is a LEED Certified Green Associate and brings extensive knowledge of sustainable design to our team.