RFP 2024-10 Tri-City Hvac Retrofit.pdf

REQUEST FOR PROPOSALS #2024-10

FOR

Tri-City Lab HVAC and Fume Hood project

BOARD OF COUNTY COMMISSIONERS

TOOTIE SMITH, Chair

PAUL SAVAS, Commissioner MARK SHULL, Commissioner

MARTHA SCHRADER, Commissioner BEN WEST, Commissioner

Gary Schmidt

County Administrator

Tralee Whitley Contract Analyst

PROPOSAL CLOSING DATE, TIME AND LOCATION

DATE: March 13, 2024

TIME: 2:00 PM, Pacific Time

PLACE: Email: https://bidlocker.us/a/clackamascounty/BidLocker https://bidlocker.us/a/clackamascounty/BidLocker

RFP# 2024-10 Tri-City Lab HVAC and Fume Hood Project Page ii

SCHEDULE

Request for Proposals Issued…….................................................. February 13, 2024

Protest of Specifications Deadline..................................................February 20, 2024, 5:00 PM, Pacific Time

Deadline to Submit Clarifying Questions....................................... March 5, 2024, 5:00 PM, Pacific Time

Request for Proposals Closing Date and Time……....................... March 13, 2024, 2:00 PM, Pacific Time

Deadline to Submit Protest of Award............................................. Seven (7) days from the Intent to Award

TABLE OF CONTENTS

Section 1 – Notice of Request for Proposals

Section 2 – Instructions to Proposers

Section 3 – Scope of Work

Section 4 – Evaluation and Selection Criteria

Section 5 – Proposal Content (Including Proposal Certification)

SECTION 1

NOTICE OF REQUEST FOR PROPOSALS

Notice is hereby given that Water Environment Services (“WES”), through its Board of County Commissioners, will receive sealed Proposals per specifications until 2:00 PM, March 13, 2024 (“Closing”), to provide Tri-City Lab HVAC and Fume Hood Project. No Proposals will be received or considered after that time.

RFP Documents can be downloaded from the state of Oregon procurement website (“OregonBuys”) at the following address https://oregonbuys.gov/bso/view/login/login.xhtml, Document No. S-C01010-00009465

Prospective Proposers will need to sign in to download the information and that information will be accumulated for a Plan Holder's List. Prospective Proposers are responsible for obtaining any Addenda, clarifying questions, and Notices of Award from OregonBuys. Sealed Proposals are to be emailed to https://bidlocker.us/a/clackamascounty/BidLocker.

Submitting Proposals: Bid Locker Proposals will only be accepted electronically thru a secure online bid submission service, Bid Locker.

Email submissions to Clackamas County email addresses will no longer be accepted.

A. Completed proposal documents must arrive electronically via Bid Locker located at https://bidlocker.us/a/clackamascounty/BidLocker.

B. Bid Locker will electronically document the date and time of all submissions. Completed documents must arrive by the deadline indicated in Section 1 or as modified by Addendum.

LATE PROPOSALS WILL NOT BE ACCEPTED.

C. Proposers must register and create a profile for their business with Bid Locker in order to submit for this project. It is free to register for Bid Locker.

D. Proposers with further questions concerning Bid Locker may review the Vendor’s Guide located at https://www.clackamas.us/how-to-bid-on-county-projects .

Contact Information Procurement Process and Technical Questions: Tralee Whitley at TWhitley@clackamas.us

The Board of County Commissioners reserves the right to reject any and all Proposals not in compliance with all prescribed public bidding procedures and requirements, and may reject for good cause any and all Proposals upon the finding that it is in the public interest to do so and to waive any and all informalities in the public interest. In the award of the contract, the Board of County Commissioners will consider the element of time, will accept the Proposal or Proposals which in their estimation will best serve the interests of Clackamas County and will reserve the right to award the contract to the contractor whose Proposal shall be best for the public good.

Clackamas County encourages proposals from Minority, Women, and Emerging Small Businesses.

https://oregonbuys.gov/bso/view/login/login.xhtml https://bidlocker.us/a/clackamascounty/BidLocker https://www.clackamas.us/how-to-bid-on-county-projects mailto:TWhitley@clackamas.us

SECTION 2

INSTRUCTIONS TO PROPOSERS

Clackamas County (“County”) reserves the right to reject any and all Proposals received as a result of this RFP. County Local Contract Review Board Rules (“LCRB”) govern the procurement process for the County.

2.1 Modification or Withdrawal of Proposal: Any Proposal may be modified or withdrawn at any time prior to the Closing deadline, provided that a written request is received by the County Procurement Division Director, prior to the Closing. The withdrawal of a Proposal will not prejudice the right of a Proposer to submit a new Proposal.

2.2 Requests for Clarification and Requests for Change: Proposers may submit questions regarding the specifications of the RFP. Questions must be received in writing on or before 5:00 p.m. (Pacific Time), on the date indicated in the Schedule, at the Procurement Division address as listed in Section 1 of this RFP.

Requests for changes must include the reason for the change and any proposed changes to the requirements.

The purpose of this requirement is to permit County to correct, prior to the opening of Proposals, RFP terms or technical requirements that may be unlawful, improvident or which unjustifiably restrict competition.

County will consider all requested changes and, if appropriate, amend the RFP. No oral or written instructions or information concerning this RFP from County managers, employees or agents to prospective Proposers shall bind County unless included in an Addendum to the RFP.

2.3 Protests of the RFP/Specifications: Protests must be in accordance with LCRB C-047-0730.

Protests of Specifications must be received in writing on or before 5:00 p.m. (Pacific Time), on the date indicated in the Schedule, or within three (3) business days of issuance of any addendum, at the Procurement Division address listed in Section 1 of this RFP. Protests may not be faxed. Protests of the RFP specifications must include the reason for the protest and any proposed changes to the requirements.

2.4 Addenda: If any part of this RFP is changed, an addendum will be provided to Proposers that have provided an address to the Procurement Division for this procurement. It shall be Proposers responsibility to regularly check OregonBuys for any notices, published addenda, or response to clarifying questions.

2.5 Submission of Proposals: Proposals must be submitted in accordance with Section 5. All Proposals shall be legibly written in ink or typed and comply in all regards with the requirements of this RFP. Proposals that include orders or qualifications may be rejected as irregular. All Proposals must include a signature that affirms the Proposer’s intent to be bound by the Proposal (may be on cover letter, on the Proposal, or the Proposal Certification Form) shall be signed. If a Proposal is submitted by a firm or partnership, the name and address of the firm or partnership shall be shown, together with the names and addresses of the members. If the Proposal is submitted by a corporation, it shall be signed in the name of such corporation by an official who is authorized to bind the contractor. The Proposals will be considered by the County to be submitted in confidence and are not subject to public disclosure until the notice of intent to award has been issued.

No late Proposals will be accepted. Proposals submitted after the Closing will be considered late and will be returned unopened. Proposals may not be submitted by telephone or fax.

2.6 Post-Selection Review and Protest of Award: County will name the apparent successful Proposer in a Notice of Intent to Award published on OregonBuys. Identification of the apparent successful Proposer is procedural only and creates no right of the named Proposer to award of the contract. Competing Proposers shall be given seven (7) calendar days from the date on the Notice of Intent to Award to review the file at the Procurement Division office and file a written protest of award, pursuant to LCRB C-047-0740. Any award protest must be in writing and must be delivered by hand-delivery or mail to the address for the Procurement Division as listed in Section 1 of this RFP.

Only actual Proposers may protest if they believe they have been adversely affected because the Proposer would be eligible to be awarded the contract in the event the protest is successful. The basis of the written protest must be in accordance with ORS 279B.410 and shall specify the grounds upon which the protest is based. In order to be an adversely affected Proposer with a right to submit a written protest, a Proposer must be next in line for award, i.e. the protester must claim that all higher rated Proposers are ineligible for award because they are non-responsive or non-responsible.

County will consider any protests received and:

a. reject all protests and proceed with final evaluation of, and any allowed contract language negotiation with, the apparent successful Proposer and, pending the satisfactory outcome of this final evaluation and negotiation, enter into a contract with the named Proposer; OR

b. sustain a meritorious protest(s) and reject the apparent successful Proposer as nonresponsive, if such Proposer is unable to demonstrate that its Proposal complied with all material requirements of the solicitation and Oregon public procurement law; thereafter, County may name a new apparent successful Proposer; OR

c. reject all Proposals and cancel the procurement.

2.7 Acceptance of Contractual Requirements: Failure of the selected Proposer to execute a contract and deliver required insurance certificates within ten (10) calendar days after notification of an award may result in cancellation of the award. This time period may be extended at the option of County.

2.8 Public Records: Proposals are deemed confidential until the “Notice of Intent to Award” letter is issued.

This RFP and one copy of each original Proposal received in response to it, together with copies of all documents pertaining to the award of a contract, will be kept and made a part of a file or record which will be open to public inspection. If a Proposal contains any information that is considered a TRADE SECRET under ORS 192.345(2), SUCH INFORMATION MUST BE LISTED ON A SEPARATE SHEET CAPABLE OF SEPARATION

FROM THE REMAINING PROPOSAL AND MUST BE CLEARLY MARKED WITH THE

FOLLOWING LEGEND:

“This information constitutes a trade secret under ORS 192.345(2), and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192.”

The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only “unless the public interest requires disclosure in the particular instance” (ORS 192.345).

Therefore, non-disclosure of documents, or any portion of a document submitted as part of a Proposal, may depend upon official or judicial determinations made pursuant to the Public Records Law.

2.9 Investigation of References: County reserves the right to investigate all references in addition to those supplied references and investigate past performance of any Proposer with respect to its successful performance of similar services, its compliance with specifications and contractual obligations, its completion or delivery of a project on schedule, its lawful payment of subcontractors and workers, and any other factor relevant to this RFP. County may postpone the award or the execution of the contract after the announcement of the apparent successful Proposer in order to complete its investigation.

2.10 RFP Proposal Preparation Costs and Other Costs: Proposer costs of developing the Proposal, cost of attendance at an interview (if requested by County), or any other costs are entirely the responsibility of the Proposer, and will not be reimbursed in any manner by County.

2.11 Clarification and Clarity: County reserves the right to seek clarification of each Proposal, or to make an award without further discussion of Proposals received. Therefore, it is important that each Proposal be submitted initially in the most complete, clear, and favorable manner possible.

2.12 Right to Reject Proposals: County reserves the right to reject any or all Proposals or to withdraw any item from the award, if such rejection or withdrawal would be in the public interest, as determined by County.

2.13 Cancellation: County reserves the right to cancel or postpone this RFP at any time or to award no contract.

2.14 Proposal Terms: All Proposals, including any price quotations, will be valid and firm through a period of one hundred and eighty (180) calendar days following the Closing date. County may require an extension of this firm offer period. Proposers will be required to agree to the longer time frame in order to be further considered in the procurement process.

2.15 Oral Presentations: At County’s sole option, Proposers may be required to give an oral presentation of their Proposals to County, a process which would provide an opportunity for the Proposer to clarify or elaborate on the Proposal but will in no material way change Proposer’s original Proposal. If the evaluating committee requests presentations, the Procurement Division will schedule the time and location for said presentation. Any costs of participating in such presentations will be borne solely by Proposer and will not be reimbursed by County. Note: Oral presentations are at the discretion of the evaluating committee and may not be conducted;

therefore, written Proposals should be complete.

2.16 Usage: It is the intention of County to utilize the services of the successful Proposer(s) to provide services as outlined in the below Scope of Work.

2.17 Review for Responsiveness: Upon receipt of all Proposals, the Procurement Division or designee will determine the responsiveness of all Proposals before submitting them to the evaluation committee. If a Proposal is incomplete or non-responsive in significant part or in whole, it will be rejected and will not be submitted to the evaluation committee. County reserves the right to determine if an inadvertent error is solely clerical or is a minor informality which may be waived, and then to determine if an error is grounds for disqualifying a Proposal. The Proposer’s contact person identified on the Proposal will be notified, identifying the reason(s) the Proposal is non-responsive. One copy of the Proposal will be archived and all others discarded.

2.18 RFP Incorporated into Contract: This RFP will become part of the Contract between County and the selected contractor(s). The contractor(s) will be bound to perform according to the terms of this RFP, their Proposal(s), and the terms of the Sample Contract.

2.19 Communication Blackout Period: Except as called for in this RFP, Proposers may not communicate with members of the Evaluation Committee or other County employees or representatives about the RFP during the procurement process until the apparent successful Proposer is selected, and all protests, if any, have been resolved. Communication in violation of this restriction may result in rejection of a Proposer.

2.20 Prohibition on Commissions and Subcontractors: County will contract directly with persons/entities capable of performing the requirements of this RFP. Contractors must be represented directly.

Participation by brokers or commissioned agents will not be allowed during the Proposal process. Contractor shall not use subcontractors to perform the Work unless specifically pre-authorized in writing to do so by the County. Contractor represents that any employees assigned to perform the Work, and any authorized subcontractors performing the Work, are fully qualified to perform the tasks assigned to them, and shall perform the Work in a competent and professional manner. Contractor shall not be permitted to add on any fee or charge for subcontractor Work. Contractor shall provide, if requested, any documents relating to subcontractor’s qualifications to perform required Work.

2.21 Ownership of Proposals: All Proposals in response to this RFP are the sole property of County, and subject to the provisions of ORS 192.410-192.505 (Public Records Act).

2.22 Clerical Errors in Awards: County reserves the right to correct inaccurate awards resulting from its clerical errors.

2.23 Rejection of Qualified Proposals: Proposals may be rejected in whole or in part if they attempt to limit or modify any of the terms, conditions, or specifications of the RFP or the Sample Contract.

2.24 Collusion: By responding, the Proposer states that the Proposal is not made in connection with any competing Proposer submitting a separate response to the RFP, and is in all aspects fair and without collusion or fraud. Proposer also certifies that no officer, agent, elected official, or employee of County has a pecuniary interest in this Proposal.

2.25 Evaluation Committee: Proposals will be evaluated by a committee consisting of representatives from County and potentially external representatives. County reserves the right to modify the Evaluation Committee make-up in its sole discretion.

2.26 Commencement of Work: The contractor shall commence no work until all insurance requirements have been met, the Protest of Awards deadline has been passed, any protest have been decided, a contract has been fully executed, and a Notice to Proceed has been issued by County.

2.27 Nondiscrimination: The successful Proposer agrees that, in performing the work called for by this RFP and in securing and supplying materials, contractor will not discriminate against any person on the basis of race, color, religious creed, political ideas, sex, age, marital status, sexual orientation, gender identity, veteran status, physical or mental handicap, national origin or ancestry, or any other class protected by applicable law.

SECTION 3

SCOPE OF WORK

3.1. INTRODUCTION

Clackamas Water Environment Services (“WES”), referred to as “District”, is seeking Proposals for a vendor to provide engineering services for design, bidding, and engineering services during construction for the Tri-City Lab HVAC and Fume Hood project.

Proposers should demonstrate their firm’s capabilities to successfully complete this project within the allowed budget and schedule. Selection will be made based on firm qualifications. An agreement will be developed with the selected firm.

Please direct all Technical/Specifications or Procurement Process Questions to the indicated representative referenced in the Notice of Request for Proposals and note the communication restriction outlined in Section 2.19.

3.2 BACKGROUND

SYSTEM OVERVIEW

WES provides wastewater treatment to ratepayers in the District service area at five treatment facilities, including the Tri-City Wastewater Resource Recovery Facility (WRRF) in Oregon City and the Kellogg Creek WRRF in Milwaukie. WES operates a water quality lab at the Tri-City WRRF for routine testing in support of the facility operation. The lab facility is a standalone structure on the Tri-City campus at 15941 S Agnes Ave in Oregon City, OR. The building was constructed in 1995 with two distinct and separate HVAC systems. The focus of this project is only the HVAC system and fume hoods servicing the lab portion of the building.

The existing lab HVAC system and fume hoods have a number of challenges including but not limited to:

• Aging equipment: Most of the equipment is from the original 1995 construction, and as such, it does not function as needed and is difficult to maintain.

• Nonfunctioning controls: Despite numerous attempts to resolve the control issues, , the HVAC system does not hold an acceptable range of temperature.

• Various components are unreliable, so that the current state is:

o The pressure sensing aspect is mechanically set with no automation.

o The VFD to the make-up air RTU is set to a “good average” set speed for the make-up blower and never varies.

o The pressure sensor unit on the wall in the lab is not connected up to/or controlling anything.

o The bypass dampers and actuators on the Strobic exhaust fan do not appear to be functioning. They only partially open and appear to be damaged.

o The automatic damper actuators do not appear to be functional.

o Pressure sensors in ductwork are disconnected.

o Time clock, Sterling controller, Differential Pressure Sensor Transmitter, Floating

Contact Null Switch, vacuum tubing and such are all disconnected.

• The Strobic fans have exceeded their listed bearing life and likely need to be replaced.

• The air handling unit appears to be undersized.

PROJECT OVERVIEW

In 2023 a Basis of Design Technical Memorandum (BOD), attached, was completed by Hazen and Sawyer. The BOD identified, via HAP model, a number of deficiencies with the existing system and set forth a recommended plan to address the HVAC and fume hood issues at the water quality lab. Items included in this analysis and recommendations:

• Replacement of AHU, AC, and EF equipment for the Water Quality Lab.

• Upgrades to the electrical and control systems to support the HVAC system

• Replacement of the flat roofing system to support the new AHU and EF equipment.

• Replacement of four fume hood units.

The majority of the Project will be constructed within an active water quality lab facility. Though some lab testing can be temporarily outsourced, there will be a need for close coordination with WES operations and lab staff to ensure WRRF operations and compliance testing are not affected by the Project.

The key objectives of the Project are as follows:

1. Design a HVAC and fume hood system that can be constructed and meets all regulatory requirements for a water quality lab facility.

2. Update HVAC and fume hood equipment to improve automated functionality and ease of maintenance.

3. Upgrade electrical service to the building to support new HVAC equipment.

4. Minimize and mitigate disruption to lab operations.

5. Evaluate and potentially design the use of existing hot water service at the Tri-City WRRF into the lab heating units including coordination with Energy Trust of Oregon.

6. Ensure HVAC updates are compatible with the future Lab building remodel. See attached conceptual design documents.

3.3. SCOPE OF WORK

3.3.1 Design Services

Elements of the consultant’s design services will include:

a. Project management and quality control - Proposers should demonstrate ability to manage the project and provide information regarding processes and tools that will be used to ensure project completion on schedule and within budget. Quality control staff and procedures should be identified to ensure technically accurate and complete deliverables.

b. Preliminary Design – The deliverable should include approximately 30% design level drawings and cost estimate. The preliminary design deliverable should provide adequate information and detail to show the full intent of the design including HVAC and fume hood design, electrical and controls design, architectural design, and construction sequencing. This will include initial contact with the permitting agencies to introduce the entire project and develop a permitting plan to develop the required permit applications for the project and coordination with the Energy Trust of Oregon to identify possible incentives. It will also include a feasibility analysis of the hot water service as potential heat source for the Lab HVAC system.

This feasibility analysis will inform whether this option is advanced to Final Design. Proposers should describe their approach to developing a preliminary design deliverable, experience specific to lab facilities, and how you anticipate involvement with WES staff for decision making.

c. Final Design - Draft 60% and 90% design deliverables should be comprised of drawings, specifications, and updated cost estimates. Proposers should describe their approach for developing the draft documents, including approaches for engaging with WES staff to gather feedback, and addressing District review comments.

d. Bid Documents - Produce 100% bid documents. Firms should demonstrate a history of bid document development that resulted in responsive bids and provided ratepayer value on bid day and through construction completion.

3.3.2 Engineering Services During Construction

Services during construction may be added by future contract amendment. Anticipated tasks in this phase include:

a. Bid period services – Including responses to technical questions during the bid period.

b. Services During Construction – Including on site construction management, responding to

Requests for Information, submittal review and response, and start up support. Proposers should demonstrate experience with these services and provide evidence of a history of timely response to maintain contract requirements and construction schedules.

The following items are included and incorporated within this RFP:

1. Tri-City Water Quality Lab HVAC Retrofit Technical Memo (Hazen and Sawyer, 2023)

2. Tri-City Lab Building – MEP Systems Concept Narrative (KCL Engineering, 2021)

3. Tri-City Laboratory Building Drawings (DECA Architecture, Inc., 2021)

3.3.3. Term of Contract:

The term of the contract shall be from the effective date through December 30, 2025.

3.3.4 Sample Contract: Submission of a Proposal in response to this RFP indicates Proposer’s willingness to enter into a contract containing substantially the same terms (including insurance requirements) of the sample contract identified below. No action or response to the sample contract is required under this RFP. Any objections to the sample contract terms should be raised in accordance with Paragraphs 2.2 or 2.3 of this RFP, pertaining to requests for clarification or change or protest of the RFP/specifications, and as otherwise provided for in this RFP. This RFP and all supplemental information in response to this RFP will be a binding part of the final contract.

The applicable Sample Personal Services Contract, for this RFP can be found at https://www.clackamas.us/finance/terms.html.

Personal Services Contract (unless checked, item does not apply)

The following paragraphs of the Professional Services Contract will be applicable:

Article I, Paragraph 5 – Travel and Other Expense is Authorized Article II, Paragraph 27 – Confidentiality Article II, Paragraph 28 – Criminal Background Check Requirements Article II, Paragraph 29 – Key Persons Exhibit A – On-Call Provision https://www.clackamas.us/finance/terms.html

Additional Professional Services Contract Terms

Max Multiplier: 3.15

Rate Cap: $260.00

Technical Expert: Negotiated.

Subcontractor Markup: 5%

Expenses Markup: 0%

Accounting, Technology and Safety program charges are considered to be business expenses and included in the multiplier.

The following insurance requirements will be applicable:

Commercial General Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for Bodily Injury and Property Damage.

Professional Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for damages caused by error, omission or negligent acts.

Automobile Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence for Bodily Injury and Property Damage.

RFP# 2024-10 Tri-City Lab HVAC and Fume Hood Project Page

SECTION 4

EVALUATION PROCEDURE

4.1 An evaluation committee will review all Proposals that are initially deemed responsive and they shall rank the Proposals in accordance with the below criteria. The evaluation committee may recommend an award based solely on the written responses or may request Proposal interviews/presentations.

Interviews/presentations, if deemed beneficial by the evaluation committee, will consist of the highest scoring Proposers. The invited Proposers will be notified of the time, place, and format of the interview/presentation. Based on the interview/presentation, the evaluation committee may revise their scoring.

Written Proposals must be complete and no additions, deletions, or substitutions will be permitted during the interview/presentation (if any). The evaluation committee will recommend award of a contract to the final County decision maker based on the highest scoring Proposal. The County decision maker reserves the right to accept the recommendation, award to a different Proposer, or reject all Proposals and cancel the RFP.

Proposers are not permitted to directly communicate with any member of the evaluation committee during the evaluation process. All communication will be facilitated through the Procurement representative.

4.2 Evaluation Criteria

Category Points available:

Project Manager 0-20

Project Team 0-30 Firm Experience 0-10

Project Understanding and Approach 0-40 Available points 0-100

4.3 Once a selection has been made, the Proposer will be required to submit its proposed fees for completion of the project. The proposed fees must be on a time and material basis with a not to exceed for each phase of the Work. The proposed fees must be reasonable and fair to the County, as determined solely by the County.

During negotiation, the County may require any additional information it deems necessary to clarify the approach and understanding of the requested services. Any changes agreed upon during contract negotiations will become part of the final contract. The negotiations will identify a level of work and associated fee that best represents the efforts required. If the County is unable to come to terms with the highest scoring Proposer, negotiations shall be terminated and negotiations will begin with the next highest scoring Proposer. If the resulting contract contemplates multiple phases and the County deems it is in its interest to not authorize any particular phase, it reserves the right to return to this solicitation and commence negotiations with the next highest ranked Proposer to complete the remaining phases.

SECTION 5

PROPOSAL CONTENTS

5.1. Vendors must observe submission instructions and be advised as follows:

5.1.1. Complete Proposals must be emailed to https://bidlocker.us/a/clackamascounty/BidLocker. The subject line of the email must identify the RFP title. Proposers are encouraged to contact Procurement to confirm receipt of the Proposal.

5.1.2. County reserves the right to solicit additional information or Proposal clarification from the vendors, or any one vendor, should the County deem such information necessary.

5.1.3. Statements of Qualifications (SOQ) will be limited to 20 pages. To maintain the fairness and integrity of the selection process, it is important that SOQs conform to the requirements of these instructions. Use 8 ½ x 11 paper, printed double sided in a minimum of 12 pt. font, with one inch margins. All page counts are for double-sided paper. (Each sheet of paper is two pages; blank pages, cover letter, section separators and resumes do not count). Interviews are not anticipated to be a part of the selection process, but WES reserves the right to require interviews, if needed, to make a final selection.

Provide the following information in the order in which it appears below:

5.2 Cover Letter:

The cover letter should identify the proposing entity, the contact for the procurement and contract negotiation process, and be signed by an authorized representative or official.

5.3 Project Manager (20 Points):

Describe the proposer’s ability to manage projects, including information regarding processes and tools that will be used to:

• Ensure project completion on schedule and within budget,

• Provide resources as required to execute the project,

• Facilitate workshops with District staff to drive decision making

• Minimize errors and omissions in deliverables

• Foster successful relationships and approach for communicating with the District.

• Provide deliverables that are well-written, concise, technically accurate, and convey information in a manner that can be understood by stakeholders.

• Develop reliable planning level cost estimates

5.4 Project Team (30 Points):

This criterion relates to the Proposer's key individual’s qualifications, capabilities, and experience. Provide a description of the following:

• Credentials/experience of key individuals that would be assigned to this project. Key individuals should include the project manager, civil, mechanical, electrical, instrumentation/control engineers.

• Identify the firm's (including partners and sub-consultants) accomplishments in similar projects.

Specific examples of your proposed team working together to deliver projects is preferred.

5.5 Firm Experience (10 Points):

Provide a brief history of the firm’s experience and capabilities. Highlight recent (within the last 10 years) and local project experience in particular any Lab HVAC specific projects. Particular emphasis on projects that demonstrate the qualifications and specialized experience of the staff who will work directly with the District is preferred.

Provide project descriptions including scope, type of facility, year completed, project size and location, and proposed team members who were involved and their roles. For all projects listed, provide name of the owner, owner’s contact person with their phone number and email address. Contact information must be current and accurate to be considered.

5.6 Project Understanding and Approach (40 Points):

This criterion relates to the Proposer’s understanding of the project goals. Provide a description of the following:

• Proposer’s understanding of the project as described in the RFP and awareness of key issues facing operation of the Tri-City Water Quality Lab. Describe approach to developing design deliverable, including HVAC and fume hood equipment selection, and to developing project cost estimates that account for current construction market volatility.

• Describe approach for coordinating with other stakeholders, including the operations and lab staff.

• Proposer’s awareness of project requirements to produce the necessary project deliverables on schedule and within budget.

• Include a schedule that achieves the District’s goal to have the Tri-City Lab HVAC and Fume Hood project designed and ready to be bid by Summer 2025.

5.7 Resumes

Provide resumes of key project team members highlighting relevant experience. Resumes will not be included in page count.

5.8 Completed Proposal Certification (see the below form)

PROPOSAL CERTIFICATION

RFP #2024-10

Submitted by:

(Must be entity’s full legal name, and State of Formation)

Each Proposer must read, complete and submit a copy of this Proposal Certification with their Proposal. Failure to do so may result in rejection of the Proposal. By signature on this Proposal Certification, the undersigned certifies that they are authorized to act on behalf of the Proposer and that under penalty of perjury, the undersigned will comply with the following:

SECTION I. OREGON TAX LAWS: As required in ORS 279B.110(2)(e), the undersigned hereby certifies that, to the best of the undersigned’s knowledge, the Proposer is not in violation of any Oregon Tax Laws. For purposes of this certification, “Oregon Tax Laws” means the tax laws of the state or a political subdivision of the state, including ORS 305.620 and ORS chapters 316, 317 and 318. If a contract is executed, this information will be reported to the Internal Revenue Service. Information not matching IRS records could subject Proposer to 24% backup withholding.

SECTION II. NON-DISCRIMINATION: That the Proposer has not and will not discriminate in its employment practices with regard to race, creed, age, religious affiliation, sex, disability, sexual orientation, gender identity, national origin, or any other protected class. Nor has Proposer or will Proposer discriminate against a subcontractor in the awarding of a subcontract because the subcontractor is a disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owns or an emerging small business that is certified under ORS 200.055.

SECTION III. CONFLICT OF INTEREST: The undersigned hereby certifies that no elected official, officer, agent or employee of Clackamas County is personally interested, directly or indirectly, in any resulting contract from this RFP, or the compensation to be paid under such contract, and that no representation, statements (oral or in writing), of the County, its elected officials, officers, agents, or employees had induced Proposer to submit this Proposal. In addition, the undersigned hereby certifies that this proposal is made without connection with any person, firm, or corporation submitting a proposal for the same material, and is in all respects fair and without collusion or fraud.

SECTION IV. COMPLIANCE WITH SOLICITATION: The undersigned further agrees and certifies that they:

1. Have read, understand and agree to be bound by and comply with all requirements, instructions, specifications, terms and conditions of the RFP (including any attachments); and

2. Are an authorized representative of the Proposer, that the information provided is true and accurate, and that providing incorrect or incomplete information may be cause for rejection of the Proposal or contract termination; and

3. Will furnish the designated item(s) and/or service(s) in accordance with the RFP and Proposal; and

4. Will use recyclable products to the maximum extend economically feasible in the performance of the contract work set forth in this RFP.

Name:_______________________________________ Date:______________________________________

Signature:____________________________________ Title:______________________________________

Email:_______________________________________ Telephone:_________________________________

Oregon Business Registry Number:________________ OR CCB # (if applicable):________________________

Business Designation (check one):

Corporation Partnership Sole Proprietorship Non-Profit Limited Liability Company

Resident Quoter, as defined in ORS 279A.120 Non-Resident Quote. Resident State:__________________________

Hazen and Sawyer • 4640 S Macadam Avenue, Suite 50 • Portland, OR 97239 • 503.334.3399

Technical Memorandum

-0

November 30, 2023

Prepared For: Clackamas Water Environment Services

Project Title: Tri-City Water Quality Lab HVAC Retrofit

Hazen Project No: 80002-000

Contract No: 8050

Subject: Lab HVAC System Evaluation

Date: November 30, 2023

To: Michael Rice, PE

From: Hazen: Dan Garbely, PE; Swaid Alhajri, PE; Thomas Nolan, PE; Adam Butts, PE

Reviewed: Richard Van Dyke, PE

Tri-City Water Quality Lab HVAC Retrofit Preliminary Design Memo

Tri-City Water Quality Lab HVAC Retrofit Preliminary Design Report Page 2 of 17

Table of Contents

1. Background

2. HVAC Design Criteria

2.1 Codes and Standards

3. Available HVAC System Styles

3.1 Variable Air Volume (VAV) without Supply Terminal Units

3.2 Variable Air Volume with Supply Terminal Units

3.3 Constant Volume

4. HVAC System Package Type and Location

5. Hot Water System Expansion Option

6. Laboratory Exhaust System

7. Laboratory Fume Hoods

8. Electrical Considerations

8.1 Existing Electrical Conditions

8.2 Electrical Load Analysis

8.3 Electrical Upgrades for HVAC Equipment

8.4 Electrical Upgrades for Facility Electrical System

8.4.1 Existing Electrical Service Limitations

8.4.2 Considerations for ACCU-101 Circuit Breaker

8.4.3 Panelboard Solution

9. HVAC System Recommendations

10. System Costs

10.1 HVAC System Costs

10.2 Fume Hood Replacement Costs

10.3 Electrical System Costs

10.4 Hot Water Supply Expansion Costs

10.5 Project Cost Summary

Tri-City Water Quality Lab HVAC Retrofit Preliminary Design Report Page 3 of 17

1. Background

The Tri-City Water Quality Lab is located in Clackamas County, Oregon. The Lab Building is located on the north side of the Water Resource Recovery Facility property and houses administrative staff and laboratory. The existing lab HVAC system consists of a split system air handling unit with two fan speeds, a gas furnace manufactured by Sterling located on the roof and a condensing unit manufactured by Trane located near the northeast corner of the building. The laboratory is exhausted by two strobic fans located on the roof. The existing general office and lobby HVAC system consists of a packaged air conditioning unit with gas furnace located on the roof and exhaust fans for the restrooms and fume hood in the IPT (Industrial Pre-Treatment) garage.

The existing lab HVAC system exhaust controls function by modulating outside air dampers and running the exhaust fans continuously to maintain the exhaust duct static pressure setpoint. When fume hoods are opened, the static pressure on the suction side of the exhaust fans drops below the setpoint and the outside air dampers open to allow air into the lab. When air pressure differential between the lab area and the office varies from setpoint, the speed of the lab air handling unit supply fan is adjusted to change the lab room air pressure to the negative value setpoint.

Over time, the lab HVAC system has aged and no longer functions as intended. The pressure differential cannot be maintained and there is inadequate heating/cooling for comfort. The design loads for the laboratory were calculated using the software Carrier Hourly Analysis Program (HAP) and are summarized in Table 1 below. Refer to Appendix A for the detailed HAP calculation output. Overall, the existing system has undersized cooling capacity for the ventilation air required for the laboratory. The HAP model results align with the issues with inadequate cooling for comfort.

Table 1 – HAP Analysis Summary

Outside Air

(CFM)

Calculated Capacity

Required (BTUH)

Leaving Air Temperature

(°F DB/°F WB)

Room Setpoint Temperature

(°F DB/ RH %)

Cooling 8500 354,200 55 / 52.9 74 / 50%

Heating 8500 256,700 83 68

To mitigate these issues, the existing air conditioning unit should be replaced. The control dampers as well as the strobic fans serving the laboratory should also be replaced. The Direct Digital Control (DDC) system is recommended to be replaced with a simpler DDC system with accessibility by plant staff.

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2. HVAC Design Criteria

The HVAC system for the lab must comply with current codes and standards while providing the facility with a suitable environment for the operation of equipment and a comfortable environment for staff. The lab HVAC system shall consist of a variable volume air handling unit with cooling/heating and a variable speed exhaust system connected to fume hoods. The aesthetics of the exterior of the building will be maintained and considered in the HVAC system design. Design criteria shall be taken from ASHRAE 2021 0.4 percent (0.4%) / 99.6 percent (99.6%) weather data for Aurora, OR, USA (WMO: 726959). For summer conditions, ventilation and cooling will be based upon an outdoor temperature of 92.4° F Dry Bulb with a mean coincident Wet Bulb of 67.1 °F criteria. For winter conditions, ventilation and heating will be based upon an outdoor temperature of 25.4° F Dry Bulb. HVAC system setpoints will be designed to maintain spaces at 74° F Dry Bulb and 50% relative humidity in summer conditions and 68° F Dry Bulb in winter conditions. These design criteria do not specifically account for future climate change related temperature impacts, however, they are the most conservative ASHRAE temperature values and, as such, should provide the County with sufficient cooling well into the future.

2.1 Codes and Standards

2022 Oregon Structural Specialty Code (OSSC)

2022 Oregon Mechanical Specialty Code (OMSC)

2021 Oregon Plumbing Specialty Code (OPSC)

2021 Oregon Energy Efficiency Specialty Code (OEESC)

ASHRAE 90.1-2022

ASHRAE 55-2020

ASHRAE 62.1-2022

SMACNA (Sheet Metal and Air Conditioning Contractors National Association)

3. Available HVAC System Styles

There are several HVAC systems which may be employed to condition the Laboratory. Each system has advantages and disadvantages that will impact the decision on which type is best implemented for this project. The various types of conditioning units and associated duct modifications are detailed below.

3.1 Variable Air Volume (VAV) without Supply Terminal Units

A Variable Air Volume (VAV) system consists of an air handling unit providing conditioned air at low to medium pressure (1.0” to 2” water column static pressure) distributed through a main duct to diffusers

Tri-City Water Quality Lab HVAC Retrofit Preliminary Design Report Page 5 of 17 which are balanced to provide the appropriate amount of air to the conditioned space in order to maintain the desired space temperature. A main heating coil warms the air from the air handling unit to provide heating as needed for the space. VAV systems provide moderate temperature control, energy efficiency, and occupant comfort.

Outside air required for occupants in the breathing zone is brought into the air conditioning unit and distributed as a part of the main duct system. The volume of air is monitored by a carbon dioxide sensor and is adjusted to maintain the appropriate fresh air levels in the whole service area.

Laboratories are good applications for VAV air conditioning systems when variable air volumes are exhausted from the laboratory hoods.

Since the existing system consists of a VAV air conditioning unit, it would be easy to implement this type of system to condition the Laboratory space.

Installing a VAV system requires:

A new air conditioning unit to be installed to handle the Laboratory heating and cooling loads.

The new air conditioning unit to be provided on the roof or on a pad outside the building along with the required new portions of main air ducts to connect to the existing ducts serving the spaces.

Temporary supplemental ventilation air and cooling in the summer months and temporary ventilation and heating in the winter months will need to be provided between the time of demolition of the existing unit and installation of new unit.

Some parts of the ductwork system would need to be modified to redistribute air diffuser locations.

Temporary relocation of some or all of the lab functions during construction.

VAV systems without terminal units are less costly than VAV systems with terminal units and have less components to maintain, however there are some downsides when terminal units are not used. Occupant comfort and efficiency is less than VAV systems with terminal units. Also, when different rooms have varying demands from differences in exhaust airflow, without zone control the whole system will vary supply airflow which can cause some mismatch of airflows to a specific area.

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3.2 Variable Air Volume with Supply Terminal Units

A VAV system with supply terminal units consists of an air handling unit providing conditioned air at medium pressure (1.5” to 2” water column static pressure) distributed through a main duct to terminal units which reduce the pressure and throttle the appropriate amount of air to the conditioned space in order to maintain the desired space temperature. Terminal boxes then reheat the air from the air conditioning unit to provide heating as needed for the zone. VAV systems provide excellent temperature control, energy efficiency, and occupant comfort.

Outside air required for occupants in the breathing zone is brought into the air conditioning unit and distributed as a part of the main duct system. The volume of air is monitored by a carbon dioxide sensor and is adjusted to maintain the appropriate, specific fresh air levels in the zones.

Laboratories are good applications for VAV air conditioning systems when variable air volumes are exhausted from the laboratory hoods.

Since the existing system consists of a VAV air conditioning unit and no VAV terminal boxes, it would require modification of existing duct and grille locations to implement this type of system to condition the Laboratory space.

Installing a VAV system requires:

A new air conditioning unit to be installed to handle the Laboratory heating and cooling loads.

The new air conditioning unit to be provided on the roof or on a pad outside the building along with the required new portions of main air ducts to connect to the existing ducts serving the spaces.

Temporary supplemental ventilation air and cooling in the summer months and temporary ventilation and heating in the winter months will need to be provided between the time of demolition of the existing unit and installation of new unit.

New terminal boxes would be installed to serve the various zones.

Most of the ductwork system would need to be modified to accept zones created by the terminal boxes.

Temporary relocation of some or all of the lab functions during construction.

VAV systems with terminal units are more costly than VAV systems without terminal units and have more components to maintain, however the benefits of improved occupant comfort often outweigh these issues. This option is represented in Appendix B.

Tri-City Water Quality Lab HVAC Retrofit Preliminary Design Report Page 7 of 17

3.3 Constant Volume

Constant volume air conditioning systems are the prevalent type of systems installed in buildings. A constant volume system operates at a single speed and always provides a constant amount of air.

Capacity control comes from cycling the refrigerant compressor or staging the heating. Temperature control is handled by a single thermostat within the building. The occupants receive conditioned air from the air conditioning unit whenever it is operating.

Constant volume systems are the simplest type of air conditioning;

however, they provide the least amount of temperature control for the occupants and do not provide good energy efficiency for off peak times when the maximum heating or cooling is not required.

Constant volume air conditioning systems are not ideal for larger spaces with multiple…