ESBD_492724_1772115648124_RFP 2026-P04 Eastside Campus - Commissioning Agent.pdf

RFP 026-P04 Eastside Campus – Commissioning Agent Page 1 of 55

SOLICITATION, OFFER

AND AWARD

Hays County Purchasing Office

712 S. Stagecoach Trail, Suite 1012 San Marcos, Texas 78666

Solicitation No.:

RFP 2026-P04 Eastside Campus – Commissioning

Agent (CxA) Date Issued: February 26, 2026

SOLICITATION

Vendors must submit proposals as listed: One (1) original and one (1) digital copy on a thumb drive at the Hays County Purchasing Office at the address shown above or Electronically through BidNet Direct and one (1) hard copy at the Hays County Purchasing Office at the address shown above until:

9:00 a.m. local time March 23, 2026.

Proposals received after the time and date set for submission will be returned unopened.

For information please email:

purchasing.bids@hayscountytx.gov

Questions concerning this RFP must be received in writing no later than 5:00

March 12, 2026.

Phone No.: (512) 393-2267

OFFER (Must be fully completed by Respondent)

In compliance with the above, the undersigned offers and agrees to furnish all items or services awarded at the prices stipulated for each item delivered at the designated point(s) and within the time specified herein. Award shall include all solicitation documents and attachments.

MANUALLY SIGN ALL COPIES SUBMITTED. SIGNATURE IS MANDATORY.

Respondent Respondent’s Authorized Representative Entity Name:

Mailing Address:

Name:

Title:

Email Address:

Phone No.:

Signature: Date:

Name, Email Address and Phone No. of person authorized to conduct negotiations on behalf of Respondent:

NOTICE OF AWARD (To be completed by County) Funding Source: Awarded as to item(s): Contract Amount:

Vendor: Term of Contract:

This contract issued pursuant to award made by Commissioners Court on:

Date: Agenda Item:

Important: Award notice may be made on this form or by other Authorized official written notice.

Hays County Judge

Date

Hays County Clerk Date mailto:purchasing.bids@hayscountytx.gov

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Table of Contents

Solicitation, Offer and Award

I. Submittal Checklist

II. Summary

III. Specifications

A. Introduction

B. Project Details

C. Definitions

D. Scope of Work

• General Duties of the CxA

• Commissioning Duties of the CxA

• Design Phase

• Construction Phase

• Monitoring-Based Indoor Air

• Pre-Functional Testing

• Functional Performance Testing (FTP)

• Verification of Testing and Balancing (TAB)

• Verification of Training Completion

• Post-Occupancy Phase

• On-Site Commissioning Services

• Documentation

• Limitation of Authority the CxA will not

E. Equipment and Systems Included in the Work

F. Attachment A: Pricing

G. Qualifications

H. Proposal Requirements

I. Evaluation Criteria

J. Submittal Requirements

K. Award of Contract

L. Warranty of Performance

IV. General Terms and Conditions for Solicitations

V. Vendor Reference Form

VI. Certificate of Interested Parties

VII. Conflict of Interest Disclosure & Questionnaire

VIII. Code of Ethics

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IX. HUB Practices

X. House Bill 89 Verification

XI. Iran, Sudan, and Foreign Terrorist Organization (TGC 2252)

XII. Israel Boycott Certification (TGC 2271.002)

XIII. Prohibition of Energy Company Boycott Certification (TGC 2274)

XIV. Prohibition of Discrimination against Firearm Companies or Firearm Trade Organizations

Certification (TGC 2274.002)

XV. Debarment and Licensing Certification

XVI. Vendor/Bidder’s Affirmation

XVII. Federal Affirmation and Solicitation Acceptance

XVIII. Related Party Disclosure Form

Attachment A: Pricing Attachment B: Focus Review

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I. Submittal Checklist

This checklist is provided for the Vendor’s convenience and identifies documents that MUST be submitted for the bid/proposal/statement of qualifications(SOQ) to be considered responsive, as well as the required forms requested by Hays County to execute a contract.

A COMPLETE SOLICITATION RESPONSE PACKAGE INCLUDES:

The following forms MUST be returned for the bid/proposal/SOQ to be considered responsive:

____ 1. Solicitation, Offer and Award Form completed and signed & Proposal

____ 2. Attachment A: Cost Proposal

____ 3. Vendor Reference Form

____ 4. Conflict of Interest Disclosure & Questionnaire

____ 5. Related Party Disclosure Form

____ 6. Any addenda applicable to this solicitation

Required Forms by Hays County in Order to Execute a Contract:

____ 1. Code of Ethics

____ 2. HUB Practices

____ 3. House Bill 89 Verification

____ 4. Iran, Sudan, and Foreign Terrorist Organization Certification (TGC 2252)

____ 5. Israel Boycott Certification (TGC 2271.002)

____ 6. Prohibition of Energy Company Boycott Certification (TGC 2274)

____ 7. Prohibition of Discrimination against Firearm Companies or Firearm Trade Org. Cert. (TGC 2274.002)

____ 8. Debarment & Licensing Certification

____ 9. Vendor/Bidder’s Affirmation

____ 10. Federal Affirmations and Solicitation Acceptance

____ 11. System for Award Management (www.SAM.gov) Printout

Hays County will accept bids/proposals/SOQ, by the due date by one of the following methods:

____ 1. Electronic Submission of Bid Packet through BidNet Direct and one (1) hard copy delivered, within 24 hours of proposal due date, in a sealed envelope with the Solicitation Number and Vendor’s name on the outermost envelope addressed to: Hays County Purchasing, 712 S Stagecoach Trail, Suite 1012, San Marcos, TX 78666

OR

____ 2. One (1) original bid packet and one (1) digital copy on a thumb drive in a sealed envelope with the Solicitation Number and Vendor’s Name on the outermost envelope, addressed to: Hays County Purchasing, 712 S Stagecoach Trail, Suite 1012, San Marcos, TX 78666 http://www.sam.gov/

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II. Summary

1. Type of Solicitation: Request for Proposals (RFP)

2. Solicitation Number: RFP 2026-Q08

Eastside Campus – Commissioning Agent (CxA)

3. Issuing Office: Hays County Purchasing Office 712 S. Stagecoach Trial, Suite 1012 San Marcos, TX 78666

4. Responses to Solicitation: Sealed proposals marked with Solicitation Number and Vendor Name on the outermost envelope Manual: One (1) Original and one (1) digital copy on a thumb drive, or

Electronic: Proposals can be submitted through BidNet Direct and one (1) hard copy is required to be received within 24 hours of due date.

5. Deadline for Responses: In issuing office no later than:

March 23, 2026; 9:00 a.m. Central Time (CT)

6. Pre-Bid Meeting: March 11, 2026 @ 11:00 AM (CST)

7. Initial Contract Term: May 2026 until project completion, approximately April 2028

8. Designated Contact: Hays County Purchasing Email: purchasing.bids@hayscountytx.gov

9. Questions & Answers: Questions regarding this solicitation must be made in writing and submitted to the designated contact above no later than March 12, 2026; 5:00 p.m. CT. Telephone inquiries will not be accepted. Questions may be submitted by email to the address above. Answers to questions will be provided in the form of an addendum posted after the question deadline on the CivicPlus, BidNet Direct, and ESBD websites for the benefit of all potential respondents.

The County reserves the right to contact the person submitting a question to clarify the question received, if necessary. Each clarification, supplement, or addenda to this solicitation, if any, will be posted on the CivicPlus, BidNet Direct and ESBD websites. All potential or actual respondents are responsible for monitoring the websites for such materials. Respondents are deemed to have notice of, and are required to comply with, any such material posted in accordance with this paragraph. Respondents should not rely upon any other sources of written or oral responses to inquiries.

10. Addenda Any interpretations, corrections or changes to this solicitation and mailto:purchasing.bids@hayscountytx.gov

RFP 026-P04 Eastside Campus – Commissioning Agent Page 6 of 55 specifications will be made by addenda. Sole issuing authority of addenda shall be vested in the Hays County Purchasing Office. It is the Vendor’s responsibility to acknowledge receipt of all addenda with proposal submission.

11. Contact with County Staff: Upon issuance of this solicitation, employees and representatives of

Hays County, other than the Purchasing Office staff identified as the Designated Contact above, will not discuss the contents of this solicitation with any Vendor or its representatives. Failure of a Vendor or any of its representatives to observe this restriction may result in disqualification of any related offer. This restriction does not preclude discussions between affected parties for the purpose of conducting business unrelated to this procurement.

12. Websites: Plans, Specifications, and Bidding documents for pre-qualified bidders and interested non-bidders may be secured from the following websites:

www.bidnetdirect.com/hayscounty, http://www.txsmartbuy.com/sp, https://www.sanmarcostx.gov/Bids.aspx

Anticipated Schedule of Events

February 26, 2026 Issuance of Solicitation March 11, 2026 Pre-Bid Meeting @ 11:00 AM (CST) March 12, 2026 Deadline for Submission of Questions (5:00 PM CT) March 23, 2026 Deadline for Submission of Proposals (9:00 AM CT)

Late proposals will not be accepted.

May 2026 Anticipated contract award date

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III. Specifications A. Introduction

Hays County, Texas (“County”) is soliciting proposals for the selection of a qualified Commissioning Agent or Firm to provide commissioning services for the New Eastside Campus Building located at the corner of Bebee Road and Dacy Lane in Kyle, TX. The proposed design for the Eastside Campus Building is a three-story Mass Timber office building, approximately 72,000 square feet with secured private and employee parking lots and a two-lane covered drive thru.

B. Project Details Location: In the City of Kyle, the site is located east of IH-35 near the intersection of Dacy Lane and Bebee Rd.

Site: The Project includes the installation of all on-site utilities, and stormwater detention and drainage systems, public and secured private parking lots, two-lane covered drive-thru associated with a new 72,000 square feet, three story Mass Timber office building.

Building: A new three-story Mass Timber office building with exposed wood columns and decking. With approximately 72,000 square feet, the building will be home to a satellite Tax Office with a two-lane covered drive-thru, a courtroom and offices for the Precinct 2, Place 2 - Justice of the Peace, offices and support spaces for the Precinct 2 - Constable, County Sheriff, Adult and Juvenile Probation, Veteran’s Services, Office of Emergency Management, Development Services, Purchasing, Budget, Human Resources, Auditor, Facilities and Resource Management, County Administrator, and Precinct 1 & 2 Commissioners.

Project Budget:

• Total Construction Budget is approximately $43,000,000.00

Project Team:

• Owner: Hays County

• Owner’s Representative: Kitchell CEM

• Architecture Firm: HDR Architecture, Inc.

• Construction Manager at Risk (CMAR): TBD (hired by Hays County)

• Testing & Balance: TBD (hired by Hays County)

• Construction Material Testing Agency: TBD (hired by Hays County)

Proposed Project Schedule:

• Design Phase December 2025 to August 2026

• Preconstruction Phase (approx. 6 mo.) February 2026 to July 2026

• Construction Phase July 2026 to April 2028

C. Definitions

AE (Architect/Engineer) – A professional or firm responsible for providing architectural and engineering design services on a construction project, including planning, design development, construction documents, and oversight during construction to ensure compliance with project requirements.

Air and Vapor Barrier Testing – is used to evaluate uncontrolled air leakage through a building’s thermal envelope for the purpose of reducing energy loss and limiting moisture intrusion.

Building Energy Model – A digital simulation of a building's expected energy usage, created during design to estimate performance and used post-occupancy to compare against actual consumption.

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Basis of Design (BoD) - Is a formal document prepared by the design team that explains how the project’s design solutions, systems, equipment selections, control strategies, and performance criteria meet the Owner’s Project Requirements (OPR). It describes the engineering assumptions, calculations, design concepts, and system configurations used to develop the construction documents. The BoD provides the technical rationale behind design decisions and serves as a key reference for the Commissioning Authority during reviews, installation verification, and functional performance testing. A clear and comprehensive BoD ensures that the commissioning process can confirm that the completed project aligns with the Owner’s intended operational, performance, and code compliance goals.

CMAR (Construction Manager at Risk) – A project delivery method where the construction manager provides preconstruction services and acts as the general contractor during construction, holding the risk for cost and schedule performance.

Commissioning Agent (CxA) - The Commissioning Agent (CxA) is the qualified, independent party responsible for planning, coordinating, and overseeing the commissioning process to verify that building systems are designed, installed, and operated according to the Owner’s Project Requirements (OPR), design documents, and applicable codes. The CxA leads and manages all commissioning activities, including development of commissioning documentation, review of design and submittals, observation of installation, functional performance testing, deficiency tracking, and confirmation of proper training and system documentation. Acting as the Owner’s representative for commissioning, the CxA provides objective technical guidance to ensure the completed facility performs as intended and achieves compliance with required standards

Commissioning Process – A quality-focused, systematic approach to verifying that a building’s systems are designed, installed, tested, and capable of being operated and maintained according to the Owner’s Project Requirements.

Commissioning Plan – A project-specific document that outlines the commissioning objectives, scope, procedures, roles, responsibilities, and testing methods required to verify compliance with

IECC C408.

Commissioning Scope of Work – A detailed description of the tasks, responsibilities, and systems included in the commissioning effort, as defined by the project’s commissioning plan.

Completed Functional Performance Test – Final documentation confirming that a building system has successfully passed its operational tests under design load and control conditions.

Comprehensive Commissioning Issues Log – A continuously updated log that documents all identified commissioning issues, their status, and the resolution process.

Construction Documents – The final set of drawings, specifications, and other documents used for construction and procurement. These documents guide the construction team and are reviewed during commissioning to ensure alignment with design criteria.

Deferred Seasonal Testing – Testing of systems that must be postponed until appropriate seasonal conditions exist (e.g., heating system testing during winter months).

Design and Submittal Review - A systematic evaluation of design documents, equipment schedules, and contractor submittals to ensure that systems are designed and specified to support proper installation, controls integration, and functional performance testing.

Executive Summary – A concise overview of the commissioning process, highlighting key activities, findings, and overall system performance outcomes.

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Field Observation Reports – Documents created by the Commissioning Authority (CxA) that record observations made during site visits, including compliance with design and installation quality.

Final Commissioning Report – The complete and final record of all commissioning activities, findings, tests, and recommendations, serving as a permanent project document.

Functional Performance and Integrated Systems Tests – Tests conducted to verify that building systems operate according to the design intent, both independently and in coordination with other systems, under real-world conditions.

Improvements in Preventive Maintenance or Operational Strategies – Recommendations for refining the facility’s maintenance routines or operational procedures based on commissioning findings or observed performance trends.

Installation Verification – The process of inspecting and confirming that mechanical, service water heating, and lighting control equipment is installed correctly, accessible for testing, and consistent with the design intent and IECC requirements.

Measurement & Verification Issues – Concerns or discrepancies identified when comparing actual energy usage with predicted performance, typically addressed post-occupancy.

Measurement & Verification Plan – A plan that outlines how actual energy usage will be tracked and compared to predicted values to assess system performance and energy efficiency.

Operations and Maintenance Manuals (O&M Manuals) – Comprehensive documents provided by contractors that include manufacturer data, operational guidelines, maintenance instructions, and warranty information for all installed systems and components.

Owners Project Requirements (OPR) - A formal document that defines the functional requirements of a project, including the owner's goals, expectations, and performance criteria for the building systems, which serves as a foundational reference throughout design, construction, commissioning, and operations.

Post Occupancy Inspection – A formal site visit conducted after building occupancy to evaluate system performance, address operational issues, and ensure continued alignment with the Owner’s Project Requirements.

Post Occupancy Inspection – A review of building operations conducted after occupancy to assess how systems are performing under real use and to address any emerging issues.

Pre-Functional Checklists – Lists of tasks that must be completed before functional performance testing, verifying that systems are properly installed and ready for testing.

Preliminary Commissioning Report – A document prepared by the Commissioning Authority during construction to summarize the progress and status of commissioning activities required by 2021 IECC Section C402.5, and C408. The report provides the authority having jurisdiction (AHJ), design team, and owner with verification that the commissioned systems mechanical, service water heating, lighting controls, and air barrier systems have been inspected and functionally tested to the extent possible prior to occupancy. It identifies completed tests, outstanding tests, observed deficiencies, recommended corrective actions, and any items that must be resolved before final commissioning can be completed

Preventive Maintenance – A proactive approach to equipment care that includes regularly scheduled inspections and services to prevent unexpected failures and ensure longevity.

Preventive Maintenance Procedures – Step-by-step instructions outlining how to perform recurring maintenance tasks on systems and components to prevent breakdowns and prolong equipment life.

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Preventive Maintenance Schedules – Timetables detailing recurring maintenance tasks to be performed on equipment and systems to minimize the risk of failure and ensure continued performance.

Preventive Maintenance Stock – A designated inventory of spare parts, tools, and supplies necessary to carry out scheduled preventive maintenance on building systems.

Preventive Maintenance Stock Requirements – The specific list and quantity of spare parts and supplies needed to perform scheduled maintenance tasks reliably throughout the Facility’s operational life.

Project Systems Manual – A consolidated reference guide containing design, operational, and maintenance information for all major building systems, developed as part of the commissioning process.

Re-Commissioning Tasks – Activities performed to re-test and re-tune systems after initial occupancy to restore or improve performance based on actual operating conditions.

Sample Annotated Trends – Illustrative data samples showing how building systems performed over time, annotated to highlight operational characteristics or concerns.

Sequences of Operation – Detailed descriptions of how building systems and components interact under various conditions, typically provided in design and control documentation.

System Descriptions – Narratives that provide an overview of each building system’s purpose, components, functions, and interdependencies.

System Monitoring Strategies – Methods for observing and tracking system performance, including key metrics and data collection tools, to ensure ongoing functionality and energy efficiency.

System Operating Plan – (See Systems Operating Plan) – A guide for how the building systems should operate to meet performance targets and ensure occupant comfort.

Systems Operating Plan – A document outlining how each building system should operate to meet performance expectations. It includes setpoints, schedules, and control sequences.

Systems Training – Instructional sessions provided to the facility operations team covering system design, operation, maintenance, emergency procedures, and use of the Systems Manual.

Testing and Balancing (TAB) – The systematic process of measuring, adjusting, and verifying the performance of HVAC systems to ensure they deliver the airflows, waterflows, pressures, and temperatures specified in the design documents and required by 2018 IECC Section C408. TAB activities confirm that equipment and distribution systems such as fans, pumps, ductwork, and piping operate within design parameters and support accurate functional performance testing during commissioning. The TAB process produces documented results that verify proper system operation, identify deficiencies, and provide baseline performance data necessary for final commissioning compliance under IECC C408.

Warranty Phase – The period after substantial completion during which the building systems are covered by contractor or manufacturer warranties, and ongoing commissioning support is provided.

D. Scope of Services Hays County is seeking the services of a qualified Commissioning Agent (CxA)which will provide comprehensive commissioning services verify that the building systems are designed, installed, and operating in accordance with the requirements of the 2021 International Energy Conservation Code

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(IECC) Section C408. The scope includes commissioning of mechanical systems (C408.2), service water heating systems (C408.2), and lighting controls (C408.3), and air barrier testing (C402.5).

General Duties of the CxA:

1. Provide support for the Owner, through the Owner’s Representative (OR), in responding to questions and requests for clarification. Assist the Owner’s team by providing commissioning related technical guidance, ensuring early coordination and alignment with the requirements of 2021 IECC Section C402.5, and C408 for systems subject to commissioning.

2. In collaboration with the Owner and the OR, develop measurable performance criteria to be used during the acceptance phase to determine substantial completion and final acceptance of the project. In reference to the OPR, assist the Project Team in defining data requirements, naming conventions, and data formats suitable for integration of system and component data into the Owner’s Computer Aided Facilities Management (CAFM) system. Define requirements necessary to support preventive maintenance program development and long-term operational continuity.

3. Develop training requirements and construction close-out deliverables to ensure that the Owner’s operations team receives adequate system training and that documentation—such as the IECC-required Systems Manual—remains accessible to support proper operation and maintenance throughout the life of the facility.

4. Provide technical evaluation of recommended design modifications, value-engineering proposals, and budget impacts. Assess potential changes for their impact on system functionality, code compliance (including IECC C402.5, and C408 commissioning provisions), maintainability, and overall operational performance.

5. Conduct a thorough commissioning review of each design submittal iteration and associated criteria to confirm that systems are being designed in accordance with the Owner’s Project Requirements (OPR), the developing Basis of Design (BoD), and the commissioning expectations established under 2021 IECC Section C402.5, and C408.

6. Support the Project Team in evaluating the overall AE Consultant/CMAR project schedule and prepare a duration schedule for all commissioning-related activities. The CxA’s schedule shall align with the commissioning plan, procurement milestones, and the construction schedule to ensure adequate time for functional performance testing and documentation.

7. Attend and participate in design review meetings. Provide commissioning oversight and input related to system performance, control strategies, maintainability, and compliance with the mechanical, service water heating, lighting control, and air barrier testing requirements of IECC C402.5, and C408.

8. Review all pertinent project shop drawings necessary to support the commissioning process and evaluate them for compliance with the Construction Documents, OPR, BoD, and anticipated commissioning testing requirements.

Commissioning Duties of the CxA:

1. Assist the Owner and the AE in developing operating strategies and sequences of operation that allow facility operations staff to effectively operate building systems and sustain performance, energy efficiency, and system parameters throughout the building’s life cycle in alignment with the Owner’s Project Requirements (OPR) and IECC C402.5, and C408 commissioning objectives.

2. Conduct commissioning reviews of Construction Documents for consistency with design criteria, system functionality, energy code requirements, and maintainability. Provide comments to the Project Team in an interactive format and back-check the final documents to confirm that commissioning comments have been addressed and incorporated.

3. Perform on-site construction observations throughout construction to review progress related to commissioned systems. Observations shall verify that installed systems comply with the OPR, Basis of Design, Construction Documents, and can be successfully configured, operated, and maintained in accordance with IECC C402.5, and C408.

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4. In coordination with the Owner’s Representative, conduct regular commissioning team meetings to review commissioning progress, reinforce responsibilities, evaluate construction sequence and schedule alignment, and review completed work affecting commissioning activities.

5. Review all Operations & Maintenance (O&M) Manuals submitted by contractors for general conformance with specifications, completeness, clarity, and compliance with Owner requirements, including:

a. Review Preventive Maintenance schedules for completeness.

b. Review Preventive Maintenance stock requirements to confirm adequacy for normal operations.

c. Provide an electronic record of Preventive Maintenance stock received from the

CMAR, including location and inventory.

d. Review system and component warranties for compliance with contract requirements and ensure warranty contact information is clearly documented.

e. Review Preventive Maintenance procedures for clarity, completeness, and compatibility with the Owner’s CAFM system formats.

6. Ensure that all Testing, Adjusting, and Balancing (TAB) activities are performed in full compliance with the Contract Documents and in accordance with recognized industry standards, including the Procedural Standards of the National Environmental Balancing Bureau (NEBB) or the Associated Air Balance Council (AABC). TAB work shall provide the verified airflow and waterflow measurements required to support functional performance testing and documentation necessary for compliance with the mechanical system commissioning requirements of 2021 IECC Section C408.

7. Oversee, facilitate, and validate the adjustment of system operating parameters to achieve performance required by the Construction Documents and to meet the Functional Performance Testing and Integrated Systems Testing criteria. Identify and facilitate resolution of performance issues preventing compliance with IECC C408 commissioning requirements and contract documents.

8. Collaborate with the AE Consultants, CMAR, Owner’s Representative, and Owner in the development of Systems Manuals in accordance with the documentation requirements of 2021 IECC Section C402.5, C408.2.5, and C408.3.4. Systems Manuals shall include system design intent, operational strategies, sequences of operation, system control descriptions, and monitoring methods necessary to support proper operation and maintenance of commissioned systems. The Manuals will also include sample operational trends from the initial occupancy period, system descriptions, and all information needed for the Owner’s operations staff to maintain energy-efficient performance. Where applicable, include the Building Energy Model, Measurement & Verification Plan, and supporting tools used to evaluate ongoing energy performance. A separate Systems Manual section shall be provided for each major system included in the commissioning process to ensure clear and accessible documentation for long-term facility operations.

9. The CxA shall attend and participate as needed in contractor and vendor training for critical systems.

10. The CxA shall coordinate, review, and finalize system and component data in an electronic format suitable for uploading data to the Owner’s CAFM system. Further, the CxA shall oversee and validate the upload of all CAFM data and Preventive Maintenance procedures in collaboration with the Owner’s operations team.

11. Witness all systems-level training sessions provided to the Owner’s operations personnel to verify that training meets the completeness, accuracy, and documentation requirements of 2021 IECC Section C408.2.5 and C408.3.4. Training shall ensure the operations staff can competently operate, maintain, and manage all commissioned systems in accordance with the design intent and Systems Manual. Training shall include, at a minimum:

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a. Review of system design, capacity, and equipment selection as documented in the Construction Documents and Systems Manual.

b. Review of system operating sequences, including IECC-required control functions for mechanical systems, service water heating, and lighting controls.

c. Review of interdependencies with other systems, including control interfaces and integrated operational modes.

d. Review of emergency operating procedures, including required manual overrides, fail-safe conditions, and recovery sequences.

e. Review of the Project Systems Manual and its correct use, including navigation, documentation structure, and procedures supporting ongoing compliance with IECC operational requirements.

12. The number, duration and scope of the Systems Training sessions shall be determined by the specific requirements of the project and determined in conjunction with the AE and CMAR.

13. Compile a comprehensive Final Commissioning Report in accordance with NEBB Procedural Standards or a standard of equal rigor, and in full compliance with the final documentation requirements of 2021 IECC Section C408.2.4 and C408.3.3. The Final Commissioning Report shall document all commissioning activities, verification results, outstanding issues, and confirmation that the mechanical systems, water service heating systems, lighting control systems, and air barrier systems have been tested and operated in accordance with the Construction Documents and IECC C402.5, and C408. The report shall include, but not be limited to:

a. Executive Summary

b. Commissioning Scope of Work

c. Test methods and results, including IECC-required functional performance test outcomes

d. Outstanding commissioning issues and recommended resolution strategies

e. Comprehensive Commissioning Issues Log, including documentation of all resolved items

f. Commissioning Plan

g. As-Built Drawings in electronic format

h. Field Observation Reports and Progress Reports

i. Submittal reviews and O&M Manual reviews

j. Training records verifying training compliance with IECC C408.2.5 and C408.3.4

k. Completed Pre-Functional Checklists

l. Completed Functional Performance Test protocols and all supporting documentation

m. Final Systems Manual, including CAFM data and standardized equipment naming conventions

n. Any additional supporting documentation generated during the commissioning process

14. The CxA shall make a visit within the 6 months of the warranty period (separate from Deferred Seasonal Testing and Post Occupancy Inspection visits) to the project site to reinforce training, evaluate performance of the installed systems and provide technical support to the operating team to sustain commissioned performance of the systems. The CxA shall assist the Hays County in updating the System Operating Plan to reflect actual building occupancy characteristics and effective building operating strategies. This visit shall include adjustments to operating parameters, timing sequences and other adjustments necessary to achieve stable and effective operation of building systems. The visit shall also include verification of building failure response and return to normal sequences.

Design Phase:

1. Assist in the development and review of Construction Documents and specification requirements to ensure that all systems subject to commissioning mechanical, service water heating, lighting controls, and air barrier can meet the functional performance and documentation requirements of 2021 IECC Sections C402.5, and C408.

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2. Conduct commissioning reviews of Construction Documents throughout the design phases to confirm consistency with the Owner’s Project Requirements (OPR), Basis of Design (BoD), and applicable IECC C408 commissioning provisions. Back-check the final document set to confirm all commissioning comments have been incorporated.

3. Develop commissioning specification sections for inclusion in the Construction Documents.

Specifications shall define commissioning roles, responsibilities, testing requirements, documentation standards, and 2021 IECC C402.5, and C408 compliance procedures.

4. Develop a project-specific Commissioning Plan for use during construction, identifying systems to be commissioned, testing procedures, verification methods, and required 2021 IECC C402.5, and C408 commissioning documentation.

5. Establish outdoor air intake requirements for all applicable areas of the building in alignment with design ventilation criteria and 2021 IECC C408 functional performance expectations.

6. Establish procedures for verifying and documenting ventilation airflow rates in each applicable area in accordance with 2021 IECC commissioning requirements for mechanical systems.

7. Establish airflow rates for required exhaust systems, including local exhaust for pollutant source removal, ensuring capacity and control strategies support functional testing under 2021 IECC C408.

8. Determine how adequate ventilation rates will be maintained during all occupied modes of operation, including verification of sequences of operation, controls, and mechanical ventilation performance.

9. Review the selection and application of filtration materials and design, including filter type, rating, and accessibility, to ensure proper installation and maintainability.

10. Review HVAC material specifications related to potential airflow erosion, corrosion, and microbial contamination risks, including duct and insulation materials, to support long-term system performance.

11. Review air supply system components including condensate management features, humidifiers, eliminators, and cooling tower components to verify they are designed to minimize microbial growth, moisture accumulation, and uncontrolled water presence, enabling effective functional performance testing.

12. Examine manufacturers’ Safety Data Sheets (SDS) for specified products that may affect indoor pollutant levels (e.g., flooring, adhesives, sealants, fabrics) to ensure material selection aligns with Owner requirements and project environmental performance goals.

13. Review manufacturer data on curing, drying, and airing procedures to confirm that materials with potential emissions are managed in a manner that supports safe occupancy and operational readiness.

Construction Phase:

1. Plan and conduct a commissioning kick-off meeting to establish the purpose, scope, and commissioning procedures for the construction phase. Define roles and responsibilities for all Commissioning Team members and confirm requirements necessary to meet 2021 IECC Sections C402.5, and C408 commissioning provisions.

2. Review construction-related submittals for compliance with the Owner’s Project Requirements (OPR), Basis of Design (BoD), and IECC C402.5, and C408 commissioning requirements for mechanical, service water heating, and lighting control systems. Reviews shall be concurrent with AE/CMAR submittal review and meet all response deadlines.

3. Develop project-specific Pre-Functional Checklists for use by installing contractors and the Commissioning Agent (CxA) to verify proper installation and readiness of equipment and systems subject to IECC C408 commissioning.

4. Develop project-specific Functional Performance Test Plans for use by installing contractors, equipment vendors, and the CxA to verify system functionality, control sequences, and operational performance in accordance with IECC C408 functional testing requirements.

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Monitoring-Based Indoor Air Quality:

1. The CxA shall monitor and evaluate real-time Building Automation System (BAS) data to verify proper ventilation, filtration, and comfort performance, ensuring systems meet design intent and IECC-required functional testing outcomes.

2. Verify the suitability of access doors and inspection ports for all air-handling system plenums and components to allow proper cleaning, coil access, condensate pan inspection, and humidifier maintenance.

Pre-Functional Testing:

1. Attend selected job-site meetings and participate in pre-functional activities with installing contractors. For critical or unique equipment, the CxA shall review 100% of units installed. For multiples of identical equipment, the CxA shall review 100% of the total quantity to meet IECC C408 verification requirements No sampling will be allowed as part of this commissioning effort.

2. Manage and track completion of all Pre-Functional Checklists using a web-based commissioning platform. Provide login access to the Commissioning Team throughout the construction phase.

Functional Performance Testing (FTP):

1. Plan and conduct a Functional Performance Testing coordination meeting to establish the testing schedule, verification procedures, and documentation requirements in alignment with 2021 IECC Section C402.5, and C408.

2. Coordinate and execute Functional Performance Tests for all systems subject to IECC commissioning, with participation from equipment vendors and installing contractors. The CxA shall perform FPTs on 100% of primary mechanical systems, 100% of terminal units, 100% of service water heating systems, and 100% of required lighting control functions in each space or device type, as required to demonstrate compliance with IECC Sections C408.2 and C408.3.

(Note: 2021 IECC C408 requires full functional verification for all major mechanical systems, service water heating, and lighting control systems.)

Verification of Testing and Balancing (TAB):

1. Witness and verify a representative portion of Testing, Adjusting, and Balancing (TAB) activities for both air and hydronic systems to confirm accuracy and adherence to the design intent and IECC-required functional testing prerequisites.

2. Review 100% of all TAB reports and final balancing documentation submitted by the TAB contractor to ensure completeness, accuracy, and readiness for 2021 IECC C408 functional performance testing.

Verification of Training Completion:

1. Verify that training for the Owner’s operations and maintenance personnel has been completed in accordance with the Systems Manual, construction documents, and the training requirements outlined in 2021 IECC Section C402.5, C408.2.5 and C408.3.4. Confirm that training adequately prepares the Owner’s staff to operate and maintain commissioned mechanical, service water heating, lighting control, and air barrier systems as intended.

Post-Occupancy Phase:

1. Provide deferred testing due to seasonal conditions that could not be accommodated during construction period.

2. Issue a final commissioning report summarizing the work completed and which demonstrates compliance with the POR and BoD documents. The report will include a summary of any deficiencies found and resolutions to these deficiencies.

3. Develop Systems Manual to provide Owner’s operating and maintenance personnel key information to understand and optimally operate the commissioned systems.

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On-site Commissioning Services:

1. Construction Phase:

a. Conduct one (1) on-site commissioning kickoff meeting, led by the Commissioning Manager, to define commissioning roles, responsibilities, communication protocols, and expectations necessary to support the construction-phase commissioning activities required under 2021 IECC Section C402.5, and C408.

b. Individual(s) from the CxA shall be on-site to participate in weekly construction progress meetings (up to four per month) to review commissioning progress, coordinate upcoming testing requirements, and assist the project team in addressing IECC-related commissioning issues.

c. Individual(s) from the CxA shall be on-site to perform Pre-Functional Checklist verification, witness selected equipment startup activities, and interface directly with installing contractors. On-site activities shall begin following the start of MEP rough-in and continue through equipment startup for each phase of the project to ensure all commissioned systems are installed and configured in a manner that supports successful functional performance testing in accordance with IECC C402.5, and C408.

2. Acceptance Phase:

a. Individual(s) from the CxA shall be onsite to coordinate and execute Functional

Performance Testing (FPT) and Integrated System Testing, ensuring that all mechanical systems, service water heating systems, lighting control systems, and air barrier systems demonstrate proper operation in compliance with IECC Sections C402.5, C408.2, and C408.3. The CxA will oversee testing, documentation, and resolution of deficiencies to confirm readiness for final acceptance.

Documentation:

The following is a list of the anticipated written Work Products developed as part of the Commissioning Process.

1. Owner’s Project Requirements (OPR) and Basis-of-Design (BoD):

a. Documentation that defines the Owner’s expectations and the design criteria used to meet those expectations. These documents serve as the foundation for design reviews and commissioning verification required under IECC C402.5, and C408.

2. Commissioning Documentation:

a. Commissioning Specifications: Requirements incorporated into the Construction

Documents to define commissioning responsibilities, testing expectations, and IECC compliance criteria.

b. Commissioning Plan: A project-specific plan outlining commissioning scope, schedules, procedures, and testing methods in accordance with IECC C402.5, C408.2 and C408.3.

c. Commissioning Activity Schedule: A detailed schedule aligned with the construction timeline identifying key commissioning milestones and IECC-required testing activities.

d. Pre-Functional Checklists: (for each commissioned equipment item) Documentation verifying installation, equipment readiness, and system configuration prior to IECC functional performance testing.

e. Functional Performance Tests (FPTs): Test forms and results demonstrating that systems operate in accordance with the Construction Documents and IECC C402.5, and C408 functional testing requirements.

f. Minutes from Commissioning-Related Meetings: Records of coordination meetings, decisions, and action items relevant to commissioning activities.

g. Issue/Deficiency Log and Resolution Record: A continuously updated log documenting deficiencies, corrective actions, and verification of resolution throughout construction and acceptance phases.

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h. Final Commissioning Report: A complete report meeting the requirements of IECC C402.5, C408.2.4 and C408.3.3, documenting all commissioning activities, testing results, outstanding issues, and confirmation of compliance.

i. Design Review and Submittal Review Comments: Written comments documenting commissioning review of design documents and equipment submittals for consistency with the OPR, BoD, and IECC C402.5, and C408 commissioning requirements.

j. Owner Training Documentation: Records verifying training content and completion in accordance with IECC C408.2.5 and C408.3.4, including agendas, materials, and attendance logs.

k. Systems Manual: A comprehensive manual developed in accordance with IECC C408 that includes system descriptions, sequences of operation, control strategies, maintenance requirements, and all documentation necessary for the Owner to operate and maintain commissioned systems.

3. Preliminary Commissioning Report (2021 IECC Section C402.5, and C408.2.4):

Provide a Preliminary Commissioning Report in accordance with 2021 IECC Section C402.5, and C408.2.4, summarizing commissioning progress prior to the issuance of the Certificate of Occupancy. The Preliminary Commissioning Report shall include, but not be limited to:

a. A list of all equipment and systems requiring commissioning under IECC C408, including mechanical systems, service water heating systems, lighting controls, and air barrier systems.

b. A summary of completed commissioning activities, including installation verification, completed Pre-Functional Checklists, and any Functional Performance Tests completed to date.

c. A list of outstanding commissioning items yet to be completed, including incomplete testing, pending corrective actions, and deferred seasonal testing requirements.

d. A record of observed deficiencies discovered during commissioning activities along with recommended corrective actions.

e. Verification that systems required by IECC C402.5, and C408 are sufficiently installed, operational, and ready for functional testing to allow the building to be occupied safely and in accordance with the construction documents.

f. A statement of readiness for continued commissioning, confirming that outstanding items do not preclude safe occupancy or continued progression of commissioning activities post-occupancy.

Limitation of Authority the CxA will not:

• Authorize major deviations from the current contract documents without approval from ODR.

• Approve substitute materials or equipment except as authorized in writing by the ODR.

• Personally conduct or participate in tests or third-party inspections except as authorized in writing ODR.

• Assume any responsibilities of the CMAR or subcontractors.

• Expedite the Work for the CMAR.

• Advise the CMAR on, or issue directions concerning aspects of construction means, methods, techniques, sequences or procedure, or safety precautions and programs in connection with the Work.

• Order the CMAR to stop the Work on any portion thereof, except in case of emergency. Consult the ODR regarding the emergency.

• Authorize any extension of the completion dates.

• Authorize changes prior to approval of Change Orders.

• Authorize any Work be performed in areas where hazardous materials are uncovered or suspected, unless approved by the ODR.

E. Equipment and Systems Included in the Work

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The CxA will provide technical support and guidance to the Owner, through the Owner’s Representative, the A/E consultants, the Construction Manager at Risk (CMAR), and other Project team members for all mechanical, electrical, plumbing, life safety, and other specialty systems.

Commissioning services shall include all systems required to comply with 2021 IECC Section C402.5, and C408, specifically mechanical systems, service water heating systems, lighting control systems, and air barrier systems.

Work shall include but not necessarily be limited to:

1) Defining the performance requirements of the Project.

2) Commissioning the Project through all phases of the work to provide confirmation that the completed project complies with the Owner’s design requirements, program documents, construction documents, and the commissioning provisions of IECC C402.5 air barrier testing, and C408 (mechanical – C408.2, service water heating – C408.2, lighting controls – C408.3).

3) Definition, coordination, and validation that the A/E and CMAR teams provide adequate training and deliver documentation in a format that assures the Owner’s operations team can successfully operate the constructed facility at project turnover.

4) All systems shall be 100% tested, verified, and documented in accordance with the Contract. No sampling will be allowed as part of this commissioning effort.

5) The final list of systems and components to be…