RFP937700-01 Hope-Stratton HVAC Replacement Final.pdf

STATE OF IOWA

REQUEST FOR PROPOSALS

PROFESSIONAL DESIGN SERVICES

RFP COVER SHEET

Administrative Information

RFP Number RFP937700-01 Title of RFP Hope-Stratton HVAC Replacement

Agency Iowa Department of Administrative Services (DAS)

Project

Description

The State of Iowa Department of Administrative Services (DAS) is seeking professional design services for upgrades to the current HVAC system at Hope House at 2501 Holiday Road, Coralville, IA 52240.

State Issuing Officer:

Michael Bradbury

Issuing Officer

Iowa Department of Administrative Services

Hoover State Office Building, First Floor

1305 East Walnut, Des Moines, IA 50319-0105 Phone: 515-823-9327

Email: construction.procurement@iowa.gov

PROCUREMENT TIMETABLE—Event or Action Date/Time (Central Time)

State Posts Notice of RFP on TSB website 04/30/2024

State Issues RFP 05/02/2024

Pre-Proposal Conference Location and Address:

Is Pre-Proposal Conference mandatory? No

If a map is needed, contact the Issuing Officer.

May 8, 2024 @ 11 am at 2501 Holiday Rd, Coralville, IA 52240

Questions, requests for clarification, and suggested changes from Respondents due to Construction Procurement

5/16/2024 @ 12 pm

Proposals Due 5/23/2024 @ 2 pm

Relevant Websites

Website where Addenda to this RFP will be posted http://bidopportunities.iowa.gov

Website where contract terms and conditions are posted https://das.iowa.gov/sites/default/files/procurement/pdf/ConsensusDoc803.pdf

Number of Copies of Proposals Required to be Submitted: 1 Digital

Firm Proposal Terms

The minimum number of days following the deadline for submitting Proposals that the firm guarantees all proposal terms, including price, will remain firm is 120 Days.

1.1 INTRODUCTION

The Iowa Department of Administrative Services (DAS) is seeking proposals from qualified and available Design companies for services, per RFP cover page, and as outlined in the following

(Sections 1.2 - 1.3). The successful proposal must:

● For the staff that will be assigned, identify and describe qualifications, experience, and expertise in providing services for similar, or relevant, projects.

● For the staff that will be assigned, provide a list of past similar or relevant projects completed in the last 5 years, and include brief descriptions of what the projects entailed and a contact name and phone number (reference). In addition provide estimated project cost, final project cost at acceptance, and whether it was completed on time.

● Describe the composition of your team. Identify staff to be assigned. Provide resumes of key individual(s) including education, relevant experience, and certifications/licensing.

NOTE: Any responding company and/or consultant that is part of the project design services cannot receive an award from the resulting request for bid of construction services.

● Describe the cost estimating, status reporting, and cost reporting procedures you utilize.

● Describe computer program/software capabilities and expertise you utilize. Please describe your experience.

● Provide a copy of your organizational chart.

● Describe your experience, if any, on designing similar or relevant projects for the State of

Iowa.

● Provide the hourly rates, and anticipated hours by position, for all persons (including sub-consultants) that will be assigned to the project. Also provide an estimated fee total.

● Identify desired reimbursable charges (the State has limitations, per State of Iowa Accounting

Policies and Procedures 210.245), and all other charges.

1.2 SCHEDULE

DAS is seeking a firm that can commence work upon execution of a contract. Time is of the essence.

Execution of Designer’s Contract Week of June 03, 2024

Tentative Design Kick-Off Meeting Week of June 10, 2024

100% Design Development Documents and Cost Opinion By Design Professional to Propose in RFP Schedule

95% Construction Documents and Cost Opinion By Design Professional to Propose in RFP Schedule

100% Construction Documents and Cost Opinion By August 23, 2024

Contractor Bidding September 2024

Execution of Contractor’s Contract(s) September 2024

Submittals, Procurement and Construction October 2024 to April 2025

Close out April 2025 to May 2025

1.3 PROJECT DESCRIPTION

Construction Manager (McGough Construction) has been engaged for this Project to serve as advisor to DAS and to provide assistance in administrating the Contract for Design between DAS and the Designer according to separate contract between DAS and Construction Manager. DAS is currently seeking design services from qualified firms for a project consisting of HVAC upgrades for Phase 1 only as specified in the Hope-Stratton HVAC Evaluation report to improve humidity issues within the facility. DAS may negotiate with the design firm selected through this process to provide additional future design services for Phase 2 and any other HVAC-related recommendations that may develop.

Design services shall include:

1.3.1 The contract for this work will be a modified ConsensusDoc 803. See link on cover page for a sample contract.

1.3.2 All design disciplines necessary to complete the scope of work.

1.3.3 Attend design kick-off meeting onsite to discuss desired outcome of the project with the

Owner, Construction Manager, and Owner’s maintenance staff.

1.3.4 Use of the State of Iowa‘s construction management software program for uploading all documents, submitting and approving pay apps, and construction administration. The cost for the use of the software is paid by the Owner.

1.3.5 Design for the follow scope of work:

1.3.5.1 Phase 1 HVAC Upgrades as noted in the Hope-Stratton HVAC Evaluation report.

Designer to review and confirm all recommendations for equipment sizing, controls and ventilation levels.

1.3.6 Existing PDF drawings will be provided to the successful design firm. Accuracy of drawings shall be verified by the design firm.

1.3.7 Field examination of the existing buildings.

1.3.8 Design for scope of work. Provide material recommendations based on experience, quality, and price. Recommendations for replacements and upgrades shall include non-proprietary equipment and systems.

1.3.9 Provide minor drawing work to assist the Construction Manager in the development of hazardous materials bid package. This shall include providing PDF backgrounds for identification, by others, of hazardous materials removal.

1.3.10 Designer shall include any and all survey work required for completion of project.

1.3.11 Coordinate with State agencies to confirm utilities that may be abandoned as well as shut down requirements where required.

1.3.12 Provide detailed input of design schedule to Construction Manager for overall incorporation into master schedule.

1.3.13 Designer shall assist Construction Manager in the evaluation of long lead times.

1.3.14 Quality control during Design, Preconstruction and Construction.

1.3.15 Compliance with all Federal, State, and applicable AHJ codes.

1.3.16 Completion of State building and energy code documents, as required.

1.3.17 Design review will be conducted at 100% design development documents, and 95% construction documents. Dates for design review meetings to be coordinated with the design and project team and set no later than the design kickoff meeting. Review will be conducted with DAS Owner Representative, Construction Manager, and Facility

Representative, at a minimum. Drawings, specifications and cost opinions (if applicable) shall be provided at least five days prior to each review meeting. An additional review meeting may be required at the end if there are discrepancies in cost opinions or constructability review questions.

1.3.18 Review with the Department of Inspections, Appeals, and Licensing’s Building Code

Bureau for approval of plans or exemption from review. All fees associated with the

Bureau are the responsibility of the designer.

1.3.19 Develop and distribute agendas and meeting minutes for all meetings during the design phase.

1.3.20 Designer shall provide any information necessary to obtain utility rebates where applicable.

1.3.21 Construction cost opinions provided by the Design Professional team during Design (at

100% design development documents, and 95% construction documents) with a Final

Estimate for construction included with bid documents, per Iowa Code.

1.3.22 Construction drawings, specifications (the Construction Manager will produce Divisions

00 and 01), and addenda.

1.3.23 Provide bid alternates as determined during the course of design and bid package development.

1.3.24 Assist Owner and Construction Manager in obtaining bids from qualified contractors.

1.3.25 Construction administration, including creation of the submittal and closeout items log, review of and responses to submittals and closeout documentation, RFIs, proposal requests, change orders, pay applications, periodic site visits, attendance at project meetings as required, participation / development of contractor punch list, closeout documentation review and approval, certificates of substantial completion, and certificates of final completion, as well as development of Architectural Supplemental

Instructions for design revisions, and punch lists within the construction management software program.

1.3.26 Participation with project team during construction progress meetings as required.

Designer shall participate in bi-weekly conference calls during the construction period.

1.3.27 Field Observation reports, with photos, submitted for each site inspection within five (5) days of the site visit.

1.3.28 Acknowledgement that all documents are copyright to the State of Iowa and shall be turned over to the State of Iowa in their native computer format. Any ASIs/RFIs/PRs and addendums will be expected to be incorporated before final posting. Both the native computer format and PDF versions shall be uploaded to the construction management software program at the end of the project.

1.3.29 The Department requests lump sum pricing from the respondents to this RFP, with the lump sum base scope price being inclusive of all reimbursables, such as printing, mileage and travel expenses. The Department requests the fee proposal from the respondents to this RFP be broken down as follows. These breakdown prices will be used as the schedule of values for billing purposes.

1.3.29.1 Design Development Documents

1.3.29.2 Construction Documents

1.3.29.3 Bidding or Negotiation Assistance

1.3.29.4 Construction Phase

Include at a minimum, eight (8) site visits. Design kick-off/Building evaluation, 100% design development document review meeting, Pre-bid meeting, Construction Field

Observation (2), Substantial completion/punch list development, Punch list/Final

Completion approval, and one year warranty correction period visit. Design Review at

95% construction document development will be conducted via conference call. Beyond these site visits, each proposing firm shall provide additional visits as they see fit to complete the work of design. In addition to the lump sum pricing, the Department requests a unit price per construction inspection visit. This unit price will be additive or deductive based on the number of actual visits made.

1.4 ATTACHMENTS

1.4.1 DOC 6JD IC Hope-Stratton HVAC Evaluation Report

2 – ADMINISTRATIVE ISSUES

2.1 GENERAL INFORMATION

2.1.1 DAS will evaluate the qualifications, experience, and other relevant information from companies interested in contracting with the State of Iowa to provide the necessary services to complete the project described in this RFP.

2.1.2 Companies certified as Targeted Small Businesses are encouraged to submit Proposals. The Iowa Department of Economic Development administer the Targeted Small Business (TSB) Program. Businesses meeting the requirements of the program are approved and registered with the Department of Economic Development and are considered Targeted Small Businesses for purposes of this RFP and most other solicitations issued by DAS. Questions concerning the TSB Program and for identification of companies certified as Targeted Small Businesses, contact the TSB Certification office in the Department of Economic Development at (515) 348- 6159.

2.2 INQUIRIES

2.2.1 All inquiries concerning this RFP shall reference the RFP number and shall be provided (via email) to the issuing officer email address identified on the cover page of this RFP. Addenda type questions must be submitted per Schedule, Section 1.2.

2.2.2 Any information provided by prospective companies orally shall not be considered part of the companies Proposal.

2.2.3 DAS assumes no responsibility for representations concerning conditions made by its officers or employees prior to the execution of a contract. Oral discussions pertaining to modifications or clarifications of this RFP shall not be considered part of this RFP and are not binding.

2.3 PREPARATION OF THE PROPOSAL

2.3.1 Proposals must be submitted on the Iowa IMPACS Electronic Procurement System.

Prospective companies are solely responsible for timely submission.

2.4 DATE, TIME AND PLACE TO SUBMIT PROPOSALS

2.4.1 As stated above the proposal must be submitted on the Iowa IMPACS Electronic

2.4.2 The Proposal must be submitted into IMPACS, on or before 2:00 pm, central time on the

2.5 ECONOMY OF PRESENTATION

Proposals shall address the specific RFP requirements. All questions posed by the RFP shall be answered clearly and concisely.

Procurement System

Proposal due date.

https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=DASIowa

2.6 RFP CHANGES AND ADDENDA

Written Addenda will serve to amend the RFP documents accordingly.

2.7 CERTIFICATION OF INDEPENDENT PRICE DETERMINATION

By submission of a response to this Proposal, the Company certifies, and in the case of a joint Proposal, each party thereto certifies as to its own organization, that in connection with this procurement:

2.7.1 Any prices or hourly rates in this Proposal have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any competitor.

2.7.2 Unless otherwise required by law, any prices or hourly rates which have been provided in this Proposal shall not knowingly be disclosed by the Firm, directly or indirectly, to any competitor prior to the notice of intent to award a contract for services.

2.7.3 No attempt has been made or shall be made by the Company to induce any other person or Company to submit or not to submit a Proposal for the purpose of restricting competition.

2.7.4 Each person signing this Proposal certifies that:

2.7.4.1 He/she is the person in the Firm’s organization responsible within that organization for the decision as to any prices being offered herein, or

2.7.4.2 He/she is not the person in the Firm’s organization responsible within that organization for the decision as to any prices being offered herein, but that he/she has been authorized in writing to act as agent for the persons responsible for such decision, and

2.7.4.3 Any offer made by the submitted Proposal and any clarifications to that Proposal shall be signed by an officer of the offering Company or a designated agent empowered to bind the Company in a contract.

2.8 NOTICE OF INTENT TO AWARD

After the successful Company has been selected, a copy of the Notice of Intent to Award will be issued to all Companies who submitted Proposals in response to this RFP.

2.9 WITHDRAWAL OF PROPOSALS

Prospective Companies may withdraw, modify, and/or resubmit at any time prior to the date and time set for the receipt of Proposals. Once the time set for receipt of Proposals has passed, a Company shall not withdraw a Proposal for a period of sixty (60) days following the issuance of the Notice of Intent to

Award a contract. Proposals shall remain open and valid for consideration by DAS throughout this period of sixty days, and until such time thereafter that written request to withdraw a Proposal is received by DAS.

2.10 DISPOSITION OF PROPOSALS

All Proposals become the property of DAS and disposition of the Proposals shall be at the sole discretion of DAS.

2.11 DISCLOSURE OF PROPOSAL CONTENT

Proposals will be placed in the public domain and be available for examination by interested parties.

No Proposals shall be disclosed until after a Notice of Intent to Award has been issued. DAS reserves the right to destroy all Proposals if the RFP is withdrawn or otherwise in the normal course of business.

Trade secrets or proprietary information legally recognized as such and protected by law may be withheld if they are clearly and conspicuously labeled “Proprietary” in the margin of each individual page where they appear in the Proposal. Pricing information is not normally considered proprietary.

Public Records and Requests for Confidential Treatment.

The Agency’s release of public records is governed by Iowa Code chapter 22. Contractors are encouraged to familiarize themselves with Chapter 22 before submitting a Proposal. The Agency will copy and produce public records upon request as required to comply with Chapter 22 and will treat all information submitted by a Contractor as non-confidential records unless Contractor requests specific parts of the Proposal be treated as confidential at the time of the submission as set forth herein AND the information is confidential under Iowa or other applicable law.

Failure to request information be treated as confidential as specified herein shall relieve Agency and State personnel from any responsibility for maintaining the information in confidence.

Contractors may not request confidential treatment with respect to pricing information and transmittal letters. A contractor’s request for confidentiality that does not comply with this section or a contractor’s request for confidentiality on information or material that cannot be held in confidence as set forth herein are grounds for rejecting contractor’s Proposal as non-responsive.

Requests to maintain an entire Proposal as confidential will be rejected as non-responsive.

If Agency receives a request for information that Contractor has marked as confidential and if a judicial or administrative proceeding is initiated to compel the release of such material, Contractor shall, at its sole expense, appear in such action and defend its request for confidentiality. If

Contractor fails to do so, Agency may release the information or material with or without providing advance notice to Contractor and with or without affording Contractor the opportunity to obtain an order restraining its release from a court possessing competent jurisdiction. Additionally, if

Contractor fails to comply with the request process set forth herein, if Contractor’s request for confidentiality is unreasonable, or if Contractor rescinds its request for confidential treatment, Agency may release such information or material with or without providing advance notice to

Contractor and with or without affording Contractor the opportunity to obtain an order restraining its release from a court possessing competent jurisdiction.

2.12 PROPOSAL EVALUATION AND AWARD

The contract shall be awarded to the Company determined to be the best qualified to provide the services required under this RFP and the best value to the State.

2.13 GRATUITIES

The laws of Iowa provide that it is a felony to offer, promise, or give anything of value or benefit to a

State employee with the intent to influence that employee’s acts, opinions and judgment or exercise the discretion with respect to that employee’s duties. Evidence of violations of this statute will be turned over to the proper prosecuting attorney.

Note: The State provides reimbursement to its employees for their transportation, lodging, meals, and miscellaneous expenses that are deemed necessary.

2.14 CONFLICTS BETWEEN TERMS

DAS reserves the right to accept or reject any exception taken by a prospective Company to the terms and conditions of this RFP. Should a prospective Company take exception to the terms and conditions required by DAS, the Firm’s exceptions may be rejected and the entire Proposal declared non-responsive. DAS may elect to negotiate with the Company regarding contract terms or the contents of the Firm’s Proposal.

2.15 IOWA STATUTES AND RULES

The terms and conditions of this RFP, the resulting contract, or activities based upon this RFP shall be construed in accordance with the laws of Iowa.

2.16 COSTS FOR PREPARATION OF PROPOSALS

No payments will be made to cover costs incurred by any Company in the preparation or the submission of this RFP, nor for any other associated costs.

2.17 NEWS RELEASES

News releases or other materials made available to the public, the Firm’s clients, or potential clients pertaining to this procurement or any part of the Proposal shall not be made without prior written approval from DAS.

2.18 MISCELLANEOUS

2.18.1 DAS reserves the right to accept or reject any part of any Proposal, and to accept or reject any or all Proposals without penalty.

2.18.2 DAS reserves the right to waive minor deficiencies and informalities if, in the judgment of DAS, the best interests of the State of Iowa will be served.

2.18.3 DAS reserves the right to make a written request for additional information from a Company to assist in understanding or clarifying a Proposal. Any information received shall not be considered in the evaluation of the Firm’s Proposal if it materially alters the content of said Proposal.

Section 3 – CONTRACT TERMS AND CONDITIONS

3.1 ELEMENTS OF CONTRACT

3.1.1 No contract relationship is created or implied by DAS from the acceptance of a proposal or an interview with a company in response to this RFP.

3.1.2 No contract relationship is created or implied by DAS from the acceptance of a proposal or an interview with a company in response to this RFP.

3.1.3 The proposed form of contract between the Company and the State will be a revised Consensus Doc 803, which will be modified to include the following:

3.1.3.1 Incorporation, by reference, of this Request for Proposal and subsequent addenda and the Proposal submitted by the successful Firm in response to this RFP.

3.1.3.2 Professional liability insurance in the amount of $2 million will be required. See Exhibit A – Sample Insurance Certificate.

3.1.3.3 The proposed project fee, start dates, and scheduling of the selected Firm’s services shall be established during negotiations.

3.1.3.4 Iowa Code Section 8.47, The Accountable Government Act, requires that the terms and conditions of service contracts shall include the following:

3.1.3.4.1 The amount or basis for paying consideration to the party based on the party’s performance under the service contract.

3.1.3.4.2 Methods to effectively oversee the party’s compliance with the service contract.

3.1.3.4.3 Methods to effectively review performance of a service contract.

3.1.3.5 Other terms, mutually agreeable to the State and the Firm, may be developed during negotiations with the selected Firm.

Other contract forms, as mutually agreeable, may be utilized as appropriate for additional services directly associated with this project.

3.1.4 This RFP does NOT establish a statewide contract.

Section 4 –REQUIREMENTS

All services to be provided by the Firm shall take into account the following assumptions:

4.1 MINIMUM FIRM QUALIFICATIONS

4.1.1 Firms, other than Sole Proprietorships and General Partnerships, shall be registered with the Office of the Iowa Secretary of State.

4.1.2 The selected Firm shall have sufficient, qualified staff to deliver the services needed. Per Chapter 26 of the Iowa Code regarding construction bids: A governmental entity shall have an engineer licensed under chapter 542B, a landscape architect licensed under chapter 544B, or an architect registered under chapter 544A prepare plans and specifications, and calculate the estimated total cost of a proposed public improvement.

4.1.3 The selected Firm shall have the resources and capabilities and the commitment to complete the required work in an efficient and timely manner, within the time period specified/negotiated.

4.1.4 DAS reserves the right to require proof of a submitting Firm’s financial stability.

4.1.5 Failure to adhere to these instructions may be grounds for a Firm’s Proposal to be found non-compliant with requirements of this RFP, and may be cause for rejection of the Proposal.

4.2 PROPOSAL CONTENT

Please do not exceed 10 MB on the file size of your proposal. The Proposal shall consist of the following elements in the order given below, and shall be limited to thirty (30) single pages or less, not including dividers, cover page, or resumes:

4.2.1 Letter of Transmittal/Statement of Interest including understanding and compliance with all requirements in this RFP (note section 4), email address for contact person, and acknowledgment of any addenda.

4.2.2 Executive Summary of the Proposal.

4.2.3 Response to all things in Sections 1 (1.1-1.3) and Section 4.

4.2.4 Company information regarding Organizational Stability, and Financial Strength (or provide Bank or Accountant reference).

4.2.5 Overview and Discussion of Offered Services including Approach and Methods (reference Section 1).

4.2.6 Estimated fee total, hourly rates, and anticipated hours by position per Section 1.1(8).

Section 5 – PROPOSAL EVALUATION, SELECTION, AND AWARD

5.1 EVALUATION PROCEDURES

5.1.1 Proposal packages will be opened by the Issuing Officer and the names of all Companies who submitted Proposals will be released upon request.

5.1.2 The Issuing Officer will review the proposals for compliance with the RFP instructions/requirements.

5.1.3 The Issuing Officer will retain non-compliant Proposals.

5.1.4 Copies of proposals determined by the Issuing Officer to be compliant with the RFP will be evaluated.

5.1.5 Evaluation criteria is shown in 5.2.2

5.1.6 All answers provided to the questions asked in this RFP are subject to verification. Misleading answers shall be grounds for disqualification at any stage in the procurement process.

5.1.7 DAS reserves the right to make a written request for additional information from a prospective Company to assist in understanding or clarifying a Proposal.

5.1.8 The Companies with the highest scoring Proposals may be selected for interviews.

5.1 SELECTION PROCEDURES

5.1.1 A Selection Committee will be formed to evaluate all compliant proposals. The committee’s size and membership will be determined at the sole discretion of DAS.

5.1.2 Criteria for evaluating the proposals:

5.2.1.1 Qualifications (experience and expertise of staff assigned for similar projects), firm’s capabilities and financial stability.

5.2.1.2 Approach and Proposed Methods.

5.2.1.3 The Firm’s proposed schedule with respect to the State’s needs.

5.2.1.4 Stipulated Fee, hourly rates, and anticipated hours by position per Section 1.1(8).

5.2.1.5 Interviews (optional)

5.3 AWARD OF CONTRACT

5.3.1 After selection, DAS will meet with the Firm for the purpose of negotiating an Agreement that is acceptable to both parties. In the event that the parties do not achieve an acceptable agreement, DAS reserves the right, at its sole discretion, to negotiate with other RFP respondents.

5.3.2 Should the above process not result in a contract, DAS will re-evaluate relevant issues and take appropriate follow-up action.

Exhibit A – SAMPLE INSURANCE CERTIFICATE

9377.00 DOC 6JD IC HOPE-STRATTON

HVAC EVALUATION

CORALVILLE, IOWA

MARCH 11, 2024

Michael Drahos, P.E. Mike.Drahos@westplainsengineering.com mailto:Mike.Drahos@westplainsengineering.com

1 | 9377.00 DOC 6JD IC Hope-Stratton HVAC Evaluation westplainsengineering.com

TABLE OF CONTENTS

Introduction ……………………………………………………………………………………………………………………………. 1

Background …………………………………………………………………………………………………………………………….. 1

Analysis …………………………………………………………………………………………………………………………………… 2

As-Built Drawings ……………………………………………………………………………………………………………………. 2

Site Investigations …………………………………………………………………………………………………………………… 2

Interview Facility Staff …………………………………………………………………………………………………………….. 2

Airflow Data ……………………………………………………………………………………………………………………………. 2

Air Handling Unit Systems ………………………………………………………………………………………………………. 4

Recommendations …………………………………………………………………………………………………………………. 11

Cost Opinion …………………………………………………………………………………………………………………………… 14

Photos …………..………………………………………………………………………………………………………………………… 16

Appendix A – Building HVAC Floor Plan with Comments ………………………………………………………….

Appendix B – SystemWorks Balance Report………………………………………………………………………………

Appendix C – Equipment Inventory ………………………………………………………………………………………….

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INTRODUCTION

West Plains Engineering (WPE) was contacted by Iowa Department of Administrative Services (DAS) to perform a HVAC Evaluation for the Department of Corrections 6th Judicial District Hope House (Stratton Center) in Coralville, Iowa. The study would be the first part of an improvement project to identify and correct deficiencies in the building. McGough Construction is the Construction Manager on this project. SystemWorks is the Testing, Adjusting, and Balancing Agent on this project.

The facility is currently observing high humidity issues in the summer season. This is causing uncomfortable space conditions. The high humidity is also thought to be contributing to condensation in and on the ductwork which is dripping through diffusers and onto the ceiling tile.

The goal of the evaluation is to identify current deficiencies in the HVAC systems. There are no heating concerns and the study shall be focused on the air handling unit cooling system. The study will include recommendations for HVAC upgrades and estimated construction costs.

BACKGROUND

The building was constructed in 1992. Most of the original equipment (furnaces and condensing units) have since been upgraded to higher efficient units approximately 10 years ago.

The building HVAC system consists of multiple furnace air handling units with remote condensing units mounted on-grade. There are louvers on the side of the building that bring ventilation air into the air handling units. The bottom portion of the louvers used to serve combustion air for the furnaces. These ducts and dampers still remain, but have been closed off since the upgrade to high efficient sealed combustion furnaces. Facility engineering installed bi-polar ionization air cleaners on the air handling units in 2021.

The air handing units are controlled by programmable thermostats. The thermostats have an on/off/auto feature for fan operation. The thermostats used to be kept in the auto mode, but this did not provide proper continuous ventilation for the spaces. In this mode, the fans would shut off when the heating or cooling space temperature was satisfied, and no ventilation was provided. Now the thermostats are kept in ‘fan on’ mode since most of the spaces operate 24/7.

There are exhaust fans that serve janitor closets, toilets, shower rooms, kitchen hoods, and dishwasher hood. The exhaust fans are a combination of roof mounted exhausters and ceiling mounted cabinet fans. There is a roof mounted supply fan that provides makeup air to the kitchen hood. This kitchen hood makeup air is not conditioned (heated or cooled).

The air distribution system has fully ducted supply and return air. The ductwork is routed in the interstitial space between the insulated attic and the gypsum ceiling or lay-in ceiling tiles. No ducts are routed in the attic, except for exhaust serving roof exhausters.

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ANALYSIS

WPE’s approach in gathering information for the study was to review existing construction documents, perform site investigations, interview DOC Hope House facilities staff, and review airflow data collected by SystemWorks.

EXISTING DOCUMENTS

WPE had access to existing drawings from the original construction project. Although the documents were not As-Built drawings, the drawings had notes indicating changes in the original design. WPE utilized existing construction drawings to review the current equipment sizing. The following evaluation will identify cases where the equipment appeared to be improperly sized for the area being served.

SITE INVESTIGATIONS

WPE performed a site visit to survey the existing air handling equipment. As part of the survey, we compared current installations with the existing construction drawings. In most cases, the installation of equipment and ductwork matched what was shown on the construction documents.

WPE did not perform above ceiling verification during the site visit. This effort would be accomplished when new documents are developed for HVAC upgrades from the outcome of this evaluation.

INTERVIEW FACILITIES STAFF

WPE held a meeting with Cory Snyder and Brian Mullinnix. The purpose of the discussion was to get insight on building temperature/humidify concerns and equipment performance deficiencies that cannot be obtained by visual inspection. Cory Snyder maintains the equipment and was knowledgeable of which air handling systems are operating properly and which systems have cooling overages/shortages. Since the timing of the site investigation was not in the summer season, the locations of condensation problems were identified by the staff. Information gathered from the staff interview was incorporated into the evaluation.

AIRFLOW DATA

Humidity issues are commonly a result of too much outside air entering the building that is not properly conditioned to remove moisture. Humidity can also be a result of too high of airflow at the evaporator coils. In order to evaluate these potential causes of the humidity, WPE requested DAS to hire a testing agency to measure current outside air to the air handling units. SystemWorks performed airflow measurements that were evaluated as part of HVAC evaluation.

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AIR HANDLING SYSTEMS

The following summarizes our evaluation of the 14 air handling systems that serve the building. The evaluation also addresses the observed condensation issues. Our evaluation does not include the basement storage area air handling unit.

Refer to Appendix A for floor plans with air handling unit locations and comments.

Refer to Appendix B for SystemWorks balance report.

Refer to Appendix C for existing equipment sizes and model numbers.

The following is a list of air handling systems with area served, square footage of area served, cooling capacity, and original design airflow:

System # Area Served Zone Area (SF) Capacity (Tons) Design Airflow (CFM)*

F-1 Office SW Wing 815 2 875

F-2 Office SW Wing 1040 2 1075

F-3 Office Central 1450 4 1975

F-4 Office SE Wing 925 2.5 950

F-5 Office SE Wing 1130 5 1850

F-6 Resident, NW Wing 1095 3 1200

F-7 Resident, NW Wing 1490 5 1725

F-8 Classroom W Central 845 5 1255

F-9 Resident NE Wing 1340 5** 1600

F-10 Office E Central 490 2** 850

F-11 Resident NE Wing 1225 3 1325

F-12 Dining West 1035 6 1950

F-13 Dining East 1210 6 1950

F-14 Kitchen 750 (2) 5 1940

* Design Airflow is the sum of the Original Construction Document room outlets.

** Original Construction Schedule had F-9 as 2 tons and F-10 as 5 tons. This was believed to be an error and the current installation has them switched as indicated above.

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OUTSIDE AIR TO AIR HANDLING UNITS

The original design had motorized dampers intended to open the outside air to each furnace when the unit is operating. There is evidence of an attempt to install low voltage controls for the dampers, but this was abandoned. Currently the dampers have no damper operators, so the dampers are locked opened manually. In the event the furnace is not operating, outside air will enter the building with no enabled cooling coil to condition this air. This situation will add humidity to the building.

The current installation does not have balancing dampers to control the amount of outside air flow to the furnaces. Without balancing dampers, the outside air flow could get too high for the dehumidification capabilities of the furnace cooling coil. Too much outside air flow above design conditions will add humidity to the building.

IMPROPERLY SIZED AIR HANDLING UNITS

Our evaluation identified some air handling units that were not properly sized. Oversized equipment will not allow the cooling coil to run long enough to remove moisture from the air and increase humidity to the space. Oversized condensing units may cause excessive cycling on/off of the cooling which is not desirable and can cause premature failure of compressors. Undersized equipment will not have enough cooling capacity to remove moisture from the air and increase humidity to the space.

New installations incorporate variable speed furnace blowers, and multistage (or variable) burners and condensing units to best control space temperatures and humidity in the building. This is especially recommended for units that operate 24/7 such as this facility. Although it is desirable to upgrade the existing furnaces for improved performance, they are only 10 years old and have several years of expected life. Since the upgrade budget is limited, the furnace replacement with variable blowers and burners is considered on only a few units. Others furnaces can be replaced in the future.

MISMATCH CONDENSING UNITS AND EVAPORATOR COILS

Our evaluation identified some air handling units that had mismatched condensing unit and furnace cooling (evaporator) coils. If an evaporator coil has a larger capacity than the condensing unit, it can operate more efficiently but it can be difficult to dehumidify. If the evaporator has less capacity than the condensing unit, the system will dehumidify but it may be difficult to cool the space. It is not standard practice to mismatch condensing units and furnace evaporator coils. It is unknown why this was done.

Our recommendations have selectively chosen to remedy a few of these mismatched instances, but not in all cases. The recommended corrections were focused on the larger capacity systems where mismatched condensing units and evaporator coils were suspected to be a cause of the humidity concerns.

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FURNACE-1

This furnace was originally designed for 2 tons. I agree with this sizing. The updated furnace has a 3-ton casing, 3-ton evaporator coil, and a 2-ton condensing unit. The evaporator is oversized compared to the condensing unit and would provide limited dehumidification capabilities at higher airflows. The unit has single stage heating, single stage cooling, and constant speed fan. The fan has 4 fan speed options and is running at low heating/low cooling speed settings.

The outside air design is 100 CFM and it is delivering 33 CFM. Airflow needs to be adjusted.

FURNACE-2

This furnace was originally for 2 tons. I would recommend the sizing to be 2.5 tons. The updated furnace has a 3-ton casing, 3-ton evaporator coil, and a 2-ton condensing unit. The evaporator is oversized compared to the condensing unit and would provide limited dehumidification capabilities at higher airflows. The unit has single stage heating, single stage cooling, and constant speed fan.

The fan has 4 fan speed options and is running at low heating/low cooling speed settings.

The outside air design is 100 CFM and it is only delivering 134 CFM. Airflow needs to be adjusted.

FURNACE-3

This furnace was originally designed for 4 tons. This space has an added split A/C unit for the Computer area. I agree with the sizing although the room design airflows exceed this capacity. The airflow in the Corridor, Conference Room, and Waiting can be reduced to better match system capacity of 4 tons. The updated furnace has a 5-ton casing, 5-ton evaporator coil, and a 4-ton condensing unit. The evaporator is oversized compared to the condensing unit and would provide limited dehumidification capabilities at higher airflows. The unit has single stage heating, single stage cooling, and constant speed fan. The fan has 4 fan speed options and is running at medium low heating/high cooling settings.

The outside air design is 125 CFM and it is delivering 126 CFM.

FURNACE-4

This furnace was originally designed for 2.5 tons. I agree with this sizing. The updated furnace has a 3-ton casing, 3-ton evaporator coil, and a 3-ton condensing unit. The unit has single stage heating, single stage cooling, and constant speed fan. The fan has 4 fan speed options and is running at medium low heating/high cooling settings. AAA Mechanical had found that this unit had a bad thermal expansion valve that was not feeding all the way and only getting about 2 tons of cooling capacity. This thermal expansion valve has been replaced.

The outside air design is 150 CFM and it is delivering 204 CFM. Airflow needs to be adjusted.

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FURNACE-5

This furnace was originally designed for 5 tons. I would recommend the capacity to be 4 tons. I believe the airflow in the Clerical area is too high. This space is 305 square feet and the airflow should be closer to 600 CFM and not 900 CFM as originally designed. The updated furnace has a 5-ton casing, 5-ton evaporator coil, and a 5-ton condensing unit. The unit has single stage heating, single stage cooling, and constant speed fan. The fan has 4 fan speed options and is running at medium low heating/medium high cooling settings. The single state condensing unit at this oversized capacity can make it difficult to maintain temperature and humidity at a constant airflow.

The outside air design is 200 CFM and it is delivering 404 CFM. Airflow needs to be adjusted.

FURNACE-6

This furnace was originally designed for 3 tons. I agree with this sizing. The updated furnace has a 3-ton casing, 3-ton evaporator coil, and a 3-ton condensing unit. The unit has single stage heating, single stage cooling, and constant speed fan. The fan has 4 fan speed options and is running at medium low heating/medium high cooling settings.

The outside air design is 175 CFM and it is delivering negative 104 CFM. It appears Furnaces 7 & 8 are drawing air from Furnace 6 outside air duct. Airflow needs to be adjusted.

FURNACE-7

This furnace was originally designed for 5 tons. I would recommend the capacity to be 4 tons. The updated furnace has a 5-ton casing, 5-ton evaporator coil, and a 5-ton condensing unit. The unit has single stage heating, single stage cooling, and constant speed fan. The fan has 4 fan speed options and is running at medium low heating/medium high cooling settings. The single state condensing unit at this oversized capacity can make it difficult to maintain temperature and humidity at a constant airflow.

The outside air design is 200 CFM and it is delivering 376 CFM. Airflow needs to be adjusted.

FURNACE-8

This furnace was originally designed for 5 tons. I would recommend the capacity to be 4 tons. The updated furnace has a 5-ton casing, 5-ton evaporator coil, and a 5-ton condensing unit. The unit has single stage heating, single stage cooling, and constant speed fan. The fan has 4 fan speed options and is running at medium low heating/medium high heating settings. The single state condensing unit at this oversized capacity can make it difficult to maintain temperature and humidity at a constant airflow.

The outside air design is 375 CFM and it is delivering 112 CFM. Airflow needs to be adjusted.

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FURNACE-9

This furnace was originally designed for 2 tons, but I believe there was an error on the design documents and it should be 5 tons. I would recommend the capacity to be 4 tons. The updated furnace has a 5-ton casing, 5-ton evaporator coil, and a 5-ton condensing unit. The unit has single stage heating, single stage cooling, and constant speed fan. The fan has 4 fan speed options and is running at medium low heating/medium high cooling settings.

The outside air design is 100 CFM and it is delivering 0 CFM as the outside air is capped. It is my understanding that this was done as the smoking area is near the outdoor intake. This should be corrected to provide proper ventilation.

FURNACE-10

This furnace was originally designed for 5 tons, but I believe there was an error on the design documents and it should be 2 tons. I agree with this sizing. The updated furnace has a 3-ton casing, 3-ton evaporator coil, and a 2-ton condensing unit. The evaporator is oversized compared to the condensing unit and would provide limited dehumidification capabilities at higher airflows. The unit has single stage heating, single stage cooling, and constant speed fan. The fan has 4 fan speed options and is running at low heating/medium high cooling speed settings.

The outside air design is 200 CFM and it is delivering 0 CFM as the outside air is capped. It is my understanding that this was done as the smoking area is near the outdoor intake. This should be corrected to provide proper ventilation.

FURNACE-11

This furnace was originally designed for 3 tons. I agree with this sizing. The updated furnace has a 3-ton casing, 3-ton evaporator coil, and a 3-ton condensing unit. The unit has single stage heating, single stage cooling, and constant speed fan. The fan has 4 fan speed options and is running at medium low heating/medium high cooling settings.

The outside air design is 175 CFM and it is delivering 404 CFM. Airflow needs to be adjusted.

FURNACE-12

This furnace serves the Dining area. It was originally designed for 6 tons. I agree with the sizing. The furnace has a 5-ton evaporator coil and a 6-ton condensing unit. The unit has single stage heating, single stage cooling, and constant speed fan. The fan has 4 fan speed options and is running at medium low heating/medium high heating settings.

The outside air design is 700 CFM and it is delivering negative 547 CFM. Airflow needs to be adjusted. There was a missing outdoor air access door on this furnace which contributed to the negative outside airflow.

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FURNACE-13

This furnace serves the Dining area. It was originally designed for 6 tons. I agree with the sizing. The furnace has a 5-ton evaporator coil and a 6-ton condensing unit. The unit has single stage heating, single stage cooling, and constant speed fan. The fan has 4 fan speed options and is running at medium low heating/medium high cooling settings.

The outside air design is 700 CFM and it is delivering 399 CFM. Airflow needs to be adjusted.

FURNACE-14

This furnace serves the Kitchen area. The system is a twinned system consisting of two furnaces with 5-ton evaporator coils and two 5-ton condensing units. I agree with this sizing. Each system has single stage heating, single stage cooling, and constant speed fan. The fans have 4 fan speed options and are running at medium low heating/medium high cooling settings.

The outside air design is 1500 CFM and it is delivering 832 CFM. The outside air for this system is used for makeup air to the kitchen and dishwasher hoods. The outside air damper for this system has been closed for an undetermined number of years. During testing, only one furnace system was operating. The kitchen hood was on during testing. It would be my understanding that twinned furnaces should both be operating when the kitchen hood is on. I am not sure if one of the furnaces had a fault or if the controls are set up to stage the furnaces. Since Furnace-12 and Furnace-13 had adequate outside air to help supplement the kitchen hood makeup air, it is possible that Furnace-14 system does not need to operate both furnaces. This needs to be investigated further. To help with dehumidification, the kitchen makeup air (outside air) could be shared between systems Furnace-12, 13, and 14.

CONDENSATION

The building has observed condensation dripping on the ceiling tiles. Site investigations have verified that there are areas where the duct is not continuously insulated. A hole was drilling to one of the supply ducts and confirmed that the ducts are internally lined. The take-offs to supply diffusers are externally wrapped with insulation. Some of the connections between the lined ductwork and wrapped ductwork are missing insulation. Refer to attached photo.

It has been my experience that buildings operating at higher humidity levels will also observe condensation on the surface of the supply diffuser cones and drip water at the diffuser outlets. We have had success mitigating this problem by insulating the top of the diffusers. Refer to Photos for top of diffusers.

AIRFLOW

Several of the air handling units were not operating at design airflow conditions per the sum of air outlet design. This was confirmed as part of the testing and balancing effort. This is most likely contributed to the design airflow being set at the higher cooling speed setting and the testing was done during the heating season at a lower speed setting. The testing was performed at an estimated 20% filter loading, so the data should be representative of standard condition. Further balancing should be performed to adjust diffusers, registers, and furnace fan speeds to meet design conditions.

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ELECTRICAL

The power for the 2-ton and 2.5-ton capacity condensing units is 208 volt, single phase. The power for the 3-ton and larger capacity condensing units is 208 volt, three phase. The electrical requirements of newer 2-stage and variable stage condensing unit that would offer improved cooling capacity and dehumidification control require single phase (1-phase) power. The existing electrical distribution system does not offer a simple change of a 3-phase condensing unit with a 1-phase condensing unit.

The existing main distribution panel (MDP) has 5 branch breakers that provide 3-phase feeders to exterior wireways that serve groups of condensing units. These wireways have multiples splices (taps) that feed the disconnects for the condensing units. As an example, condensing units #9, 10, and 11 come from the same exterior wireway. It is difficult to make changes within the wireway to balance loads when changing a 3-phase condensing unit to a 1-phase condensing unit.