Dane_County_Elections_Center_Clerks_Office_Facility_Remodel_-_CXP.pdf

DANE COUNTY

DEPARTMENT OF PUBLIC WORKS

1919 ALLIANT ENERGY CENTER WAY

MADISON, WISCONSIN 53713

Request For Proposals No. 325018

DANE COUNTY ELECTIONS CENTER / CLERKS OFFICE

FACILITY REMODEL - CXP

Project Release Date: July 17, 2025

Deadline for Questions: August 13, 2025

Response Deadline: August 28, 2025, 2:00 pm

Responses must be submitted electronically through:

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

Dane County Department of Public Works

Request For Proposals No. 325018

Dane County Elections Center / Clerks Office Facility Remodel - CXP

1) Introduction

2) RFP Instructions

3) Contract Term

4) Scope of Services

5) RFP Response Requirements & Evaluation Criteria

6) Pricing Proposal- Compensation Schedule

7) Professional Services Agreement- Standard Terms & Conditions

8) Proposer Questionnaire & Uploads

Attachments:

A - ATTACHMENT A - CONSULTANT AGREEMENT-CxP

B - Appendix B_100 % DD Construction Drawings

Dane County Request for Proposal (RFP) #325018

1. Introduction

1.1. Summary

Dane County is inviting proposals for professional commissioning services (CxP) for the Dane County Elections Center / Clerks Office project, currently in the design phase with design services led by Wold Architects and Engineers. Commissioning services will begin during the construction phase and will focus on system start up and final commissioning.

Dane County purchased the former Ale asylum facility at 2002 Pankratz Street in Madison, Wisconsin, to convert it into a centralized Elections Center. The existing 45,000 square foot building, built in 2011, includes approximately 30,000 square feet of warehouse space. This project will fully renovate the facility to support office, warehouse, storage, printing, life safety, lighting, controls, and security systems.

The commissioning provider will work closely with Dane County and the team from Wold Architects and Engineers to complete this project through construction and final project delivery. A General Contractor will be hired to construct the project through a competitive bidding process with construction and commissioning phases to proceed contingent upon final budget authority.

The Commissioning Provider will act as an independent third-party consultant and work closely with Dane County Public Works, the design team, and the future General Contractor. The CxP will participate in perform systems verification, functional performance testing and support project closeout and training activities.

1.2. Contact Information

Daniel Martinez LTE Engineering Intern Email: martinez.daniel@danecounty.gov Phone: (608) 225-5719

Department:

Public Works

1.3. 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 Administration- Public Works Engineering Division 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 July 17, 2025

Pre-Proposal Site Tour (Non-Mandatory) August 6, 2025, 10:00am

2002 Pankratz St

Question Submission Deadline August 13, 2025, 5:00pm

Question Response Deadline August 20, 2025, 5:00pm mailto:martinez.daniel@danecounty.gov tel:(608)225-5719

Proposal Submission Deadline August 28, 2025, 2:00pm

Interview, if necessary (estimated) October 6, 2025

Notification of Intent to Award (estimated) December 1, 2025

Agreement Start Date (estimated) January 1, 2026

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 5:00 pm on Wednesday, August 13, 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 91200 [for public works projects] 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 Todd Draper, Director of Public works at (608) 267-0119 or send an email to draper@countyofdane.com.

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 & 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 projects of similar design scope and size of the Dane County Elections Center / Clerks Office Facility Remodel -

CXP.

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

• 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 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 #325018_[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, August 28, 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 https://procurement.opengov.com/portal/countyofdane/projects/172464/document?section=1585272 https://procurement.opengov.com/portal/countyofdane/projects/172464/document?section=1585267 https://procurement.opengov.com/portal/countyofdane/projects/172464/document?section=1585267 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.

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 Administration- Public Works Engineering Division 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/172464/document?section=1585276

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

The following definitions and links are used throughout the RFP.

• County: Dane County

• County Agency: Department/Division utilizing the service or product.

• Dane County Purchasing website: https://www.danepurchasing.com/

• Proposer/Vendor/Firm/Contractor: a company submitting a proposal in response to this RFP.

4.1. Commissioning Activities and Services

The following activities correspond to Dane County’s Commissioning Policy & Procedures that can be found in the Commissioning Provider Professional Services Agreement- Standard Terms & Conditions, which should be referenced for more detailed descriptions of the required services.

Design Phase Services

Review Basis of Design documents to evaluate if construction documents meet Owner’s Project Requirements and guidelines.

Provide input to A/E for inclusion in the Construction Verification Checklists and Functional Performance Test forms into the Project Manual.

Review preliminary design documents (Schematic Design & Design Development) to evaluate and comment on the design meeting the Owner’s Project Requirements and project goals.

Develop a Commissioning Plan identifying the commissioning team, procedures, system tests, test sampling, milestones and responsibilities.

Review final design documents (Construction Documents) to ensure incorporation of review comments, elimination of construction ambiguities and completeness of the Construction Verification Checklists and Functional Performance Test Forms.

Review Construction Documents for inclusion of Dane County & CxP comments

X Not Applicable

Construction Phase Services

X Attend and participate in the Construction Progress Meetings and lead the commissioning team of contractors and consultants. Provide Commissioning Plan overview at the Pre-Construction Meeting.

X Review Contractor’s Quality Control Plan, comment to Public Works & incorporate into Commissioning Plan.

X Conduct regularly scheduled commissioning meetings and regularly update the Commissioning Plan tracking status and responsibilities.

X Enter construction, functional performance, design discrepancies, etc. into a CxP Issues List for Public Works, A/E & CM. Track the issues to help move the issue to correction. When Contractor, A/E, CM or Public Works indicates an issue is corrected, verify and close the issue within Issues List.

X Perform field checks of the Contractor completed Construction Verification Checklists. Enter non-conformance items into the CxP Issues List. If there is more than a 10% deficiency, Contractor to correct and CxP to recheck.

X Establish sampling protocol for Functional Performance Testing. Witness, record and document the testing performed by the installing contractors and report any deficiencies on the CxP Issues List.

https://www.danepurchasing.com/

X Review HVAC testing, adjusting and balancing report, field verify with contractor, report deficiencies on the CxP Issues List, track issues to resolution, verify corrections and close the issues.

X Review Operations and Maintenance Manuals and provide comments to the A/E so they can include with all other review comments.

X Attend training sessions as necessary, provide and collect attendee evaluation forms and evaluate training to ensure training is adequate.

X Complete draft Commissioning Report and distribute to Public Works, A/E, and CM (if applicable).

Not Applicable

Post Construction Phase Services

Witness the Seasonal Functional Performance Testing, document the results and enter deficiencies into the CxP Issues List and provide follow-up through closure.

X Complete final Commissioning Report and distribute to Public Works, A/E, and CM (if applicable).

Not Applicable

4.2. Systems to be Commissioned

General Construction (Divisions 3 through 8) Electrical (Division 26)

Concrete X Lighting & Daylighting Controls

Masonry X Lighting Fixtures & Contactors

Waterproofing X Exterior Site Lighting & Controls

Thermal Protection Conductors, Conduit, Raceway & Cable Tray

Building Envelope Sealing & Infiltration X Grounding & Bonding

Roofing Switchboards & Panelboards

Doors & Windows X Motor Starters & Motor Control Centers

Div. 11 - Equipment Disconnect Switches & Circuit Breakers

Div. 13 - Special Construction Wiring Devices, Switches, Receptacles, Etc.

Div. 14 - Conveying Equipment X Generators & Transfer Switches

Fire Suppression (Division 21) Metering / Submetering

Sprinkler & Standpipe Systems Surge Protective Devices

Fire Pumps & Controls Transformers

Plumbing (Division 22) Medium Voltage Switchgear

X Domestic Water Systems Communications (Division 27)

X Domestic Hot Water Systems X Communication Cabling, Outlets & Equipment

Plumbing Equipment X Audio / Visual Systems

Plumbing Fixtures Electronic Safety and Security (Division 28)

Fuel Piping Systems X Fire Alarm Systems

Food Service Equipment X Access Control Systems

Heating, Ventilating & Air Conditioning (Division 23) Video Surveillance Systems

X Temp. Control & Building Automation Systems Exterior Improvements & Utilities (Divisions 32 & 33)

X Testing & Balancing Bioretention Systems (“Blue Roof”)

X Variable Frequency Drives Water Distribution Systems

X Piping Systems, Valves & Specialties Sanitary Sewer & Storm Drainage Systems

X Pumps Fuel Storage & Distribution Systems

Ductwork, Duct Accessories & Casing Systems

Filtration

Coils & Heat Exchangers

X Fans & Air Handlers

Compressors & Condensing Units

X Heat Recovery Chiller

Computer Room Air Conditioning Equipment

Boilers & Fuel Fired Equipment

X Terminal Units

X Fan Coils, Unit Ventilators, Unit Heaters x Energy Recovery Systems x Smoke Control Systems

4.3. General Overview

1. The COMMISSIONING PROVIDER (CxP) shall provide professional commissioning services in each of the following phases:

a. Construction Phase

b. It is expected commissioning services to commence during the Construction phase.

2. The intent is to verify that systems and equipment are installed and perform according to the Owner’s project requirements, basis of design, and construction documents and that the building operators have received equipment and systems documentation and training. All building elements, equipment & systems shall be complete and operating. System start-up, testing, balancing and satisfactory system performance is the responsibility of the General Contractor. This includes all calibration and adjustment of all system controls, balancing of loads, troubleshooting and verification of software and necessary final adjustments. All operating conditions and control sequences shall be tested, adjusted & signed off as complete by the COMMISSIONING PROVIDER (CxP) & COUNTY during the start-up period.

3. The project design team includes:

a. Dane County:

i. Public Works Engineering Division - team lead, project management

ii. County Clerk's Office - occupying agency

b. Architectural / Engineering design team (A/E)

i. Wold Architects and Engineers - team lead, project management, engineering

c. The COMMISSIONING PROVIDER (CxP) will be independent, but still a part of the design team. An assigned COUNTY Project Manager will be the COMMISSIONING PROVIDER (CxP)'s contact in securing COUNTY direction and for arranging the necessary meetings with COUNTY or other County

Departments and obtaining the approvals required by COUNTY.

i. The A/E, Engineer and/or Consultant shall work closely with the COMMISSIONING PROVIDER

(CxP)& incorporate all requirements into reviews, Construction Documents, & start-up procedures.

ii. Design team shall adhere to Dane County Green Building Policy and LEED® design & construction techniques & guidelines in every phase of the Work.

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

iv. COUNTY will review, provide input & make modifications throughout the design, construction, start-up & commissioning process.

4. Refer to the appropriate Section for detailed information regarding communication protocols and meeting expectations for each Phase of this Project. Assume meetings are one (1) hour in length, unless otherwise noted.

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

6. It is the responsibility of the COMMISSIONING PROVIDER (CxP) to provide COUNTY with a data request, prior to starting Work. COUNTY will provide all available building, site, architectural, structural, mechanical, electrical, plumbing, telecommunications, fire protection and security drawings, record documents, boring logs and specifications that are currently available to selected COMMISSIONING

PROVIDER (CxP) firm. Drawings and specifications may not be complete or in an as-built condition.

COMMISSIONING PROVIDER (CxP) firm will need to confirm accuracy of drawings and specifications.

COUNTY will provide any necessary hazardous material protection or abatement.

7. Document Review and Submittals (Drawings, Specifications, Project Manuals, Design Reports, etc.) must be in PDF file format (.pdf) using Adobe Acrobat 2020 or previous compatible version. It is recommended to minimize the pdf file size by converting files from AutoCAD or other programs rather than scanning (if applicable).

a. Project deliverables will be intermediate & final Commissioning Reports. Deliverables and specific tasks are detailed within the appropriate phase of the Scope of Services.

b. The Commissioning Provider shall prepare and maintain a Commissioning Deliverables Tracking Log identifying each report, submittal, or verification step. The log shall include:

i. Title of deliverable

ii. Phase of project

iii. Intended recipient(s)

iv. Submission date

v. Review status

8. The current construction estimate is $16,172,245 with total project budget to be determined.

4.4. Construction Phase

1. After the award of the construction contract(s), the COMMISSIONING PROVIDER (CxP) shall become a technical and professional advisor to COUNTY. In this capacity the COMMISSIONING PROVIDER (CxP) will have continuous access to the site. The COMMISSIONING PROVIDER (CxP), through COUNTY's Project

Representative, 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 COUNTY.

a. The COMMISSIONING PROVIDER (CxP)shall provide a COUNTY-approved person, with suitable experience in the construction process to visit the site in order to monitor and report the progress, quality, and timely performance of the work relative to the Construction Documents, as such work is being performed by the construction contractor(s). The COMMISSIONING PROVIDER (CxP) shall keep

COUNTY informed of the progress and quality of the work based on on-site observations and shall endeavor to protect COUNTY against defects and deficiencies in the work.

b. COMMISSIONING PROVIDER (CxP) shall provide construction phase site visit services, as follows:

attend a pre-construction meeting, participate in regularly scheduled progress meetings, with attendance coordinated based on commissioning milestones, project needs, and discussion with the project manager; and attend the final inspection to verify that completed work is according to plans and specifications. The Commissioning Provider shall also conduct site visits at key milestones during the construction phase, including equipment installation, completion of Construction Verification

Checklists, and Functional Performance Testing. These site visits shall involve close-up observation of active work and installed systems. The frequency and timing of site visits shall be coordinated with the COUNTY based on project complexity, schedule, and system readiness. Additional site visits necessitated by COMMISSIONING PROVIDER (CxP)’s error, omission, unauthorized changes or negligence, shall be accomplished without additional cost to COUNTY. Additional site visits necessitated by significant failure on part of lead or other prime construction contractors to perform, will be given consideration as additional services, reimbursable by the responsible construction contractor(s) through COUNTY. “In-house” staff or outside Consultants performing specialty work shall visit site as indicated.

2. Immediately following the pre-construction meeting and prior to the start of construction, the COMMISSIONING PROVIDER (CxP) shall review the proposed schedule for submittals from the construction contractor(s). The COMMISSIONING PROVIDER (CxP) shall assess the timing feasibility of such submittals relative to the construction schedule and review needed, and advise COUNTY in writing accordingly.

a. The COMMISSIONING PROVIDER (CxP) shall be responsible for the professional review of shop drawings, samples and other submittals from the construction contractor(s) to determine conformance with the specific portions of the Construction Documents under which the submittal was made. Deviation from the Construction Documents as noted by the contractor on submittals or otherwise observed by the COMMISSIONING PROVIDER (CxP) shall be brought to the attention of

COUNTY's Project Representative and concurrence received from COUNTY before any approval is given to a contractor. Review of the submittals which have priority status as determined by

COUNTY's Project Representative, must be completed within five (5) business days of receipt.

Review of other submittals shall be completed within ten (10) business days of receipt, or in accordance with the submittal schedule prepared by the General Contractor and as approved by

COUNTY and COMMISSIONING PROVIDER (CxP) at the start of construction. The COMMISSIONING

PROVIDER (CxP) is responsible for submittal activity conducted by its consultants in the same manner as if such review were made by the COMMISSIONING PROVIDER (CxP).

b. The COMMISSIONING PROVIDER (CxP) shall also review the results of commissioning-related testing conducted during or after construction and report to COUNTY whether these results meet the design intent and the requirements of the Construction Documents.

3. The COMMISSIONING PROVIDER (CxP)'s site representative shall observe the construction process to evaluate the adequacy and completeness of the construction contractor(s) compliance with the

Construction Documents, and shall immediately report any noncompliance to the COUNTY Project

Manager in writing.

a. The COMMISSIONING PROVIDER (CxP) shall be responsible for the coordination and performance of on-site services performed by consultants employed by the COMMISSIONING PROVIDER (CxP) and shall review reports and other data submitted by such consultants. The COMMISSIONING PROVIDER

(CxP) and each consultant engaged under Article 1.G in the Professional Services Agreement-

Standard Terms & Conditions must complete ATTACHMENT A: CONSULTANT AGREEMENT, for each subconsultant. Attachment A can be obtained and downloaded with submission of proposal in electronic procurement portal. The COMMISSIONING PROVIDER (CxP) shall provide in each consultant agreement, a requirement for consultant visits to the site and a schedule for such visits for professional evaluation of the work monitored by each consultant and a reporting system to inform COUNTY. Site visits shall coincide with crucial times of the construction for the specialty area involved.

b. Following construction site visits, the COMMISSIONING PROVIDER (CxP) shall make routine, written status, or field reports detailing observations and activities on the Project, at such intervals as is elsewhere herein established and in a format approved by COUNTY. The COMMISSIONING

PROVIDER (CxP) shall submit the reports within three (3) business days of the site visit by the COMMISSIONING PROVIDER (CxP)'s representative.

c. The COMMISSIONING PROVIDER (CxP)’s site representative will receive copies of reports submitted by the General Contractor and shall provide site observation to evaluate the reports.

d. Should the COMMISSIONING PROVIDER (CxP). become aware that the work of any contractor or subcontractor in place or underway does not conform to the work or quality required by the

Construction Documents, the COUNTY Project Manager shall be immediately notified in writing. It is appropriate for the COMMISSIONING PROVIDER (CxP) to also immediately advise the contractors of substantial deficiencies, and that notification of these deficiencies will be made to COUNTY.

The COMMISSIONING PROVIDER (CxP) shall furnish such data as necessary to inform COUNTY of the degree of the noncompliance with the Construction Documents, the cause thereof, the impact on schedule and Construction Budget, if known, and a recommended course of conduct. COUNTY shall be solely responsible for implementation of the COMMISSIONING PROVIDER (CxP)'s recommendation. This assumption of responsibility by COUNTY shall not relieve the COMMISSIONING PROVIDER (CxP) or its consultants for negligence in the discovery of the condition, which was or should have been discovered.

4. The COMMISSIONING PROVIDER (CxP) shall assist in the preparation of applications for energy incentive programs, when applicable.

5. Upon contractor’s written notification and the COUNTY Project Manager’s confirmation that Substantial

Completion has taken place, the COMMISSIONING PROVIDER (CxP) shall observe the construction and provide a written performance report to the COUNTY Project Manager. The COUNTY Project Manager will schedule the performance inspection in conjunction with the User and contractors involved. Deficiencies in need of correction, replacement or otherwise not in accordance with the Construction Documents shall be noted. As part of the Substantial Completion verification, theCOMMISSIONING PROVIDER (CxP) shall perform or witness and document functional testing and review the testing and balance report prepared by others for all plumbing, HVAC, fire protection and electrical systems to verify installation and operation meet the intent of their design. The COMMISSIONING PROVIDER (CxP) shall forward the results of the functional testing and provide written recommendations for corrective measures where systems do not meet the intent of their design. The COMMISSIONING PROVIDER (CxP) shall prepare and distribute the

Certificate of Substantial Completion when appropriate. The Commissioning Provider shall prepare and submit the following reports during the construction phase:

a. Commissioning Issues Log

i. Running log of unresolved/non-conforming items with status, responsible party, date identified/resolved.

ii. Updated monthly and included with meeting minutes.

b. Site Observation Reports

i. Issued within three (3) business days of each site visit.

ii. Includes observations, deficiencies, and verification of corrective actions.

c. Pre-Functional Checklists

i. Developed for each commissioned system; submitted to COUNTY for review prior to testing.

d. Functional Test Procedures

i. System-specific test procedures developed by Commissioning Provider and reviewed by

COUNTY before implementation.

e. Functional Test Reports

i. Detailed documentation of each test conducted, including:

1. Test date

2. Test results (pass/fail)

3. Deficiencies and resolution status

4. Signatures of witnessing parties

f. Training Verification Form

i. Confirmation that building operations staff received required training on commissioned systems.

g. Final Commissioning Report

i. Includes all logs, reports, test results, and a statement of system performance relative to the

OPR and BOD.

ii. Submitted as PDF and editable format and organized by system, per the Document Review and

Submittals guideline in General Overview Section 7.

h. Systems Manual Input

i. Commissioning Provider shall coordinate with the project team to provide input for development of the Systems Manual per LEED v4 and ASHRAE Guideline 0, if applicable.

5. RFP Response Requirements & Evaluation Criteria

RFP & Cost Proposal Response

• Proposers shall upload and submit their proposal response document(s) in PDF format to Proposer

Questionnaire & Uploads .

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

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

• Proposers can upload their Cost/Pricing Proposal to Proposer Questionnaire & Uploads or Complete the

Pricing Table(s) if applicable.

Evaluation Criteria

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

No. Evaluation Criteria Scoring Method Weight (Points)

1. Question 1: Project Personnel

Provide resumes and role descriptions for each key staff member (including any consultants or subcontractors) who will be assigned to this project. Describe each person’s relevant certifications, education, and commissioning experience. Key staff must remain involved throughout the project duration. Emphasis should be placed on personnel responsible for MEP systems, controls coordination, and field performance verification.

0-5 Points 20 (20% of Total)

2. Question 2: Relevant Project Experience

List at least four (4) completed building commissioning projects that are similar in scope and complexity to this project. Relevant projects may include civic/government buildings, secure facilities, print/mail centers, or office/warehouse renovation projects.

Include a brief description of each project, systems commissioned, whether the CxP entered post-design, and the services provided.

0-5 Points 25 (25% of Total)

3. Question 3: Technical Approach

Describe your firm’s commissioning process, including key phases, deliverables, and oversight strategies.

0-5 Points 25 (25% of Total) https://procurement.opengov.com/portal/countyofdane/projects/172464/document?section=1585272 https://procurement.opengov.com/portal/countyofdane/projects/172464/document?section=1585272 https://procurement.opengov.com/portal/countyofdane/projects/172464/document?section=1585270 https://procurement.opengov.com/portal/countyofdane/projects/172464/document?section=1585272

4. Question 4: Communication & Collaboration

Describe your firm’s approach to coordinating with architects, engineers, contractors, and county representatives. Provide an overview of how you ensure clear and effective communication throughout the commissioning process.

0-5 Points 20 (20% of Total)

5. Question 5: Pricing/ Cost Proposal

Provide a lump sum cost for Commissioning Services covered under this Request for Proposal.

0-5 Points 10 (10% of Total)

6. Pricing Proposal- Compensation Schedule

6.1. Compensation Schedule

- DRAFT SAMPLE -

6.2. SAMPLE COPY

This section is a sample of Dane County’s standard Compensation Agreement. It is provided for reference only and should not be used or modified by vendors when preparing their pricing proposals. The actual agreement will be finalized during contract negotiations with the selected vendor.

6.3. Basic Services

1. COMMISSIONING PROVIDER (CxP) fees for Basic Services will be compensated by COUNTY in accordance with the Terms and Conditions of this Agreement as follows:

a. COUNTY will pay the COMMISSIONING PROVIDER (CxP) the following fees:

i. COUNTY will pay the COMMISSIONING PROVIDER (CxP) a lump sum fee of [$XXX.XX] for commissioning services beginning with the Construction Phase, and extending through project closeout and submission of final commissioning report.

ii. If COUNTY reduces scope after COMMISSIONING PROVIDER (CxP) has completed services, fees will be reduced for future services, not for services already completed.

iii. The COMMISSIONING PROVIDER (CxP) fee for professional services shall be in accordance with the terms of this Agreement and based on the scope of services contained in the Request for

Proposals, dated Thursday, July 17, 2025including any subsequent Addenda.

iv. The COMMISSIONING PROVIDER (CxP) is authorized to proceed through completion of the Construction Phase and related commissioning deliverables. The COMMISSIONING

PROVIDER (CxP)'s Fee is limited to [$XXX.XX], until written instructions to proceed are provided by COUNTY.

b. The Construction Budget estimate for this project is $16,172,245. This amount excludes all professional services, related fees, FF&E costs, contingency costs and unless stated otherwise in this

Agreement, hazardous materials abatement or remediation.

c. No change in fee shall result from change orders to construction contracts unless such change is described as an Additional Service and approved by COUNTY. If the A/E's Construction Estimate indicates a revised Construction Budget due to Scope and such revision is approved by COUNTY, the amount of the lump sum fee may be renegotiated.

d. In the event the lowest acceptable construction bids exceed the Construction Budget, as shown above, plus any COUNTY increases approved before bidding, COUNTY will do one or more of the following:

i. Cooperate in revising the Project scope and quality as required to reduce the Project’s

Construction Budget;

ii. Authorize the rebidding of the Project within a reasonable time; and / or

iii. Give written approval of an increase in such fixed limit.

e. Compensation for any revisions of project scope & necessary rebidding based lowest acceptable construction bids exceeding the Construction Opinion of Probable Cost approved at Construction

Documents Phase shall be as described in “Bidding Phase” in Section-Scope of Services.

6.4. Compensation for Additional Services

1. The COMMISSIONING PROVIDER (CxP)'s Compensation for Additional Services will be computed as follows:

2. Principals' time at a fixed rate of $XXX.XX per hour, unless separate amounts are provided for each

Principal. For the purposes of this Agreement, the Principals are:

3. Other design staff shall be billed at these fixed rates: Senior design architect / engineer: $XXX.XX per hourJunior design architect / engineer:$XXX.XX per hourSenior designer: $XXX.XX per hourJunior designer:$XXX.XX per hourDrafting:$XXX.XX per hourClerical:$XXX.XX per hour

4. Employee's time shall be computed using the employee's basic hourly salary and include overhead costs for clerical support and mandatory and customary benefits such as statutory employee benefits, insurance, sick leave, holidays and vacations, pensions and similar benefits for persons in consultation, research and design in producing drawings, specifications and other documents pertaining to the Project and for services during construction at the site.

6.5. Reimbursable Expenses

1. Reimbursable Expenses are actual, incidental expenses incurred by theCOMMISSIONING PROVIDER

(CxP), its employees or consultants, in the interest of the Project and are not included in overhead costs for the Fees for Basic Services and Additional Services. Reimbursable Expenses shall be incurred or contracted for only with PRIOR written approval from COUNTY. Such approval shall be based on a written proposal delineating the nature of the services, the time involved, the estimated cost thereof, and the individuals or firms involved. Payment Requests from consultants and construction contractors providing these Reimbursable Expenses shall be reviewed by the COMMISSIONING PROVIDER (CxP) to check the accuracy of and entitlement to the sums requested. There are no markups allowed for

Reimbursable Expenses. Reimbursable Expenses may include, but are not limited to, the following incidental expenses:

a. Expense of reproduction of drawings and specifications, excluding the review sets required in the

Section- Scope of Services.

b. Expense of a site survey when needed.

c. Expense of a geotechnical investigation and soils & material testing when required.

d. Expense of State and / or City review fees when required.

2. Expenses not eligible for reimbursement shall include, but are not limited to, indirect project overhead costs associated with the Fees for Basic Services and Additional Services such as: mileage, travel, lodging, replication of drawings for the design development meetings and subsequent design meetings, preliminary and final review document printing, handling and postage, cost of correspondence transmittals, telephone expenses, and CAD / electronic graphic services. Such expenses shall be included as part of the Lump Sum fee.

6.6. Additional Services

1. The following services are in addition to but are not covered in Scopes of Services Compensation for these additional services or other services must be requested by the COMMISSIONING PROVIDER (CxP), and subsequently approved by COUNTY prior to proceeding with the work. If the additional services are requested after the Agreement has been issued, such authorization shall be based on a written proposal delineating the nature of the services, the time involved, the estimated cost thereof, the effect on the

Project schedule and the individuals or firms involved. When authorized, an Agreement Change Order will be used to modify the COMMISSIONING PROVIDER (CxP)'s Agreement.

a. Providing planning surveys, program revision, site feasibility, or comparative studies of prospective sites.

b. Revising previously approved drawings, specifications or other documents after written approval of

Design Development Phase, to accomplish changes not initiated by the COMMISSIONING PROVIDER

(CxP) other than record documents and revisions normally to be expected or required to correct deficiencies in the approved drawings and specifications.

c. Preparing detailed models, perspective or renderings.

d. Preparing documents for alternate bids or petitions for waiver when requested by COUNTY and, requiring significant additional time and expense on the part of the COMMISSIONING PROVIDER

(CxP).

e. Obtaining or participating in third party Value Engineering / Enhancement of the Project when directed by COUNTY.

f. Providing services other than corrective design work and record documents, after final payment to the construction contractor(s).

g. Providing services requested by COUNTY for or in connection with the selection of specific movable furniture, fixtures and equipment (FF&E) by the User Agency during the Construction Phase if not written into project scope.

h. Providing services as expert witness in connection with any public hearings, arbitration proceeding, or the proceedings of a court of record except when the COMMISSIONING PROVIDER (CxP) is party thereto.

i. Providing historical preservation research or documentation.

j. Providing specialized design services, including, but not limited to sustainability, vibration, wind or acoustical analysis, energy modeling.

k. Participation in post-project evaluations.

l. Preparing multiple bid packages.

6.7. Payments

1. Payments of the COMMISSIONING PROVIDER (CxP)'s lump sum will be made monthly, in proportion to services performed as confirmed by COUNTY.

2. No more than ninety percent (90%) of the COMMISSIONING PROVIDER (CxP)’s lump sum fee shall be paid out prior to substantial completion of the Project. When COUNTY confirms that development of performance reports, review of Operating & Maintenance Manuals, submittal of record documents, has been satisfactorily completed by the COMMISSIONING PROVIDER (CxP), COUNTY will determine how and when the remaining lump sum fee is disbursed.

3. Payments for COUNTY-approved Reimbursable Expenses. and Additional Services of the COMMISSIONING

PROVIDER (CxP), will be made monthly upon request.

4. A COMMISSIONING PROVIDER (CxP)whose work is found deficient or fails to conform to the requirements set forth in the Agreement, is not entitled to further payments, until corrected to the satisfaction of

COUNTY.

a. Payments to the COMMISSIONING PROVIDER (CxP) may be withheld for damages sustained by

COUNTY due to error, omission, unauthorized changes or negligence on the part of the

COMMISSIONING PROVIDER (CxP). COUNTY will notify the COMMISSIONING PROVIDER (CxP) in writing of the alleged, specific damages and amounts involved, on a timely basis.

5. Payments to the COMMISSIONING PROVIDER (CxP) will not be withheld due to disputes between construction contractor(s) and COUNTY.

6. If the Project is suspended for more than three (3) months in whole or in part, the COMMISSIONING

PROVIDER (CxP) will be paid fees for services performed prior to receipt of written notice from COUNTY of the suspension, together with Reimbursable Expenses then due and reasonable expenses resulting from this suspension, as approved by COUNTY. If the Project is resumed after being suspended for more than three (3) months, the COMMISSIONING PROVIDER (CxP)'s compensation will be subject to renegotiation.

7. Professional Services Agreement- Standard Terms & Conditions

7.1. PROFESSIONAL SERVICES AGREEMENT SIGNATURE PAGE

Date: _________

Project No: 325018

Agreement No: _________

THIS AGREEMENT is between the County of Dane, by its Department of Administration- Public Works Engineering Division, hereinafter referred to as “COUNTY”, and [COMMISSIONING PROVIDER (CxP)’s Name, Address, City, State, Zip], hereinafter called the “COMMISSIONING PROVIDER (CxP)”.

WITNESSETH

WHEREAS, COUNTY proposes securing professional services for a Project described as follows:

Dane County Elections Center / Clerks Office Facility Remodel - CXP

WHEREAS, COUNTY deems it advisable to engage the services of the COMMISSIONING PROVIDER (CxP) to furnish professional services in connection with this Project, and

WHEREAS, COUNTY has authority to engage such services, and

WHEREAS, the COMMISSIONING PROVIDER (CxP) represents that it is in compliance with the applicable Wisconsin Statutes relating to the registration of architects and professional engineers and designers, and has agreed to furnish professional services for COUNTY, NOW, THEREFORE, in consideration of the premises and to their mutual and dependent agreements, the parties hereto agree as set forth in the following pages, which are annexed hereto and made a part hereof.

IN WITNESS WHEREOF, COUNTY and the COMMISSIONING PROVIDER (CxP) have executed this Agreement as of the above date.

[COMMISSIONING PROVIDER (CxP)–FIRM NAME] COUNTY OF DANE

Signature Date Melissa Agard, County Executive Date

Printed Name Scott McDonell, County Clerk Date

Title

Federal Employer Identification Number (FEIN)

7.2. ARTICLE 1: SCOPE OF AGREEMENT

1. This Agreement between COUNTY and the person or firm, duly licensed under the laws and in accordance with the regulations of the State of Wisconsin, hereinafter referred to as the COMMISSIONING PROVIDER (CxP) shall be governed by the following

Terms and Conditions.

2. The COMMISSIONING PROVIDER (CxP) shall provide technical and professional services under this Agreement. The Terms and

Conditions of this Agreement shall apply to modifications made to this Agreement and shall apply to both the services rendered in the creation of the design and to the additional services called for in carrying out the design.

3. The COMMISSIONING PROVIDER (CxP) shall serve as the professional technical advisor and consultant to COUNTY in matters arising out of or incidental to the performance of this Agreement and in that capacity, the COMMISSIONING PROVIDER (CxP) shall not have a contractual duty or responsibility to any other person or party or individual regarding the services under this

Agreement, except as that duty may arise under the laws of the State of Wisconsin. The COMMISSIONING PROVIDER (CxP) is not an agent of the COUNTY within the meaning of s. 893.80 or 895.46, Wis. Stats.

4. Professional services performed or furnished under this Agreement shall be based on the care and skill ordinarily used by members of the profession involved, who practice under the authority of and who are governed by the license issued under the

Wisconsin Statutes and the Wisconsin Administrative Code. The standard of care for architectural and engineering services under this Agreement shall include designing buildings, structures and / or related infrastructural systems that comply with all applicable building and safety codes.

5. By accepting this Agreement, the COMMISSIONING PROVIDER (CxP) represents possession of the necessary skill and other qualifications to perform work under this Agreement and is familiar with the practices in the locality where such services and work shall be performed.

6. The COMMISSIONING PROVIDER (CxP) shall review and become familiar with the current Division 00 & 01 requirements utilized by COUNTY in construction contracts and shall provide services and work, consistent with such requirements, so that the

Contractor’s schedule is not negatively impacted.

7. The COMMISSIONING PROVIDER (CxP) shall be professionally responsible for work performed under this Agreement. Upon written approval of COUNTY, the COMMISSIONING PROVIDER (CxP) may subcontract work to an approved consultant under this

Agreement, to the specific extent authorized by COUNTY. The authorization to subcontract shall not relieve the COMMISSIONING

PROVIDER (CxP) of professional or contractual responsibility for any work performed or delivered under this Agreement. The authorization to subcontract shall not be construed to create any contractual relationship between COUNTY and such consultant.

8. Subcontracts for services under this Agreement shall provide that work performed under such subcontract, shall be subject to provisions of this Agreement and shall also provide that any professional duty or responsibility pertaining thereto shall be accomplished to the benefit of COUNTY. Upon request, an electronic copy of each such subcontract for which COUNTY approval is granted shall be furnished to COUNTY.

9. The COMMISSIONING PROVIDER (CxP) may substitute consultants or professional staff under this Agreement only to the specific extent authorized by COUNTY in writing.

10. In the performance of this Agreement, the COMMISSIONING PROVIDER (CxP) shall become familiar with and perform such services in accordance with the specifications set forth in the Request for Proposals document. The COUNTY reserves the right to update County Master Specifications Division 00 and Division 01 at any time, including after the signing date of this Agreement.

The COMMISSIONING PROVIDER (CxP) shall use and conform to the most current County Master Specifications Division 00 and

Division 01 available at the time of Final Review Documents and the COMMISSIONING PROVIDER (CxP) shall not be eligible for a change order based upon alterations to said County Master Specifications Division 00 and Division 01 occurring after the date of

Agreement signing.

11. For this project the following terms will be in use:

a. The Project: The entirety of what is required to conceive, design, build, commission, start-up & troubleshoot the work for which this RFP and any subsequent RFB(s) are published.

b. Project Budget: The total amount of funds the County has allocated for the Project. This includes contingencies, fees, costs for design services, commissioning services, furniture, fixtures and equipment (FF&E) expenditures and the Construction

Budget.

c. Construction Budget: The portion of the Project Budget specifically allocated for construction services, or the accepted bid amount including any alternate bids.

d. Construction Opinion of Probable Cost: The COMMISSIONING PROVIDER (CxP)’s cost estimate for the Construction Budget before any bids are received.

e. Project Planning Team: Dane County staff from the respective department and Department of Administration- Public Works

Engineering Division, the architect / engineering design team (A/E) & the commissioning provider (CxP) if applicable.

Occasionally, others may join or provide input to this team.

f. Project Committee (if applicable): A group of individuals selected by the Chair of the respective Committee . The

COMMISSIONING PROVIDER (CxP) shall be present & provide input for the meetings of this group.

7.3. ARTICLE 2: COUNTY'S RESPONSIBILITIES

1. COUNTY will determine the Project scope for which the professional design services are required and will fully cooperate in achieving completion of that work.

2. COUNTY…