RFP950300-01 WRC CDC Freezer Repair.pdf

STATE OF IOWA

REQUEST FOR PROPOSALS

PROFESSIONAL DESIGN SERVICES

RFP COVER SHEET

Administrative Information

RFP Number RFP950300-01 Title of RFP WRC CDC Freezer Repair

Agency Iowa Department of Administrative Services (DAS)

Project Description

The State of Iowa Department of Administrative Services (DAS) is seeking professional design services for to the roof, walls and doors of the Freezer building.

State Issuing Officer:

Katelyn Howells Issuing Officer Iowa Department of Administrative Services Hoover State Office Building, Level 3 1305 East Walnut, Des Moines, IA 50319-0105 Phone: 515-721-7856 Email: construction.procurement@iowa.gov

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

State Posts Notice of RFP on TSB website 2/25/2026

State Issues RFP 2/27/2026

Pre-Proposal Conference Location and Address:

1251 334th Street, Woodward, IA 50276 Meet at the Story Construction Trailer Is Pre-Proposal Conference mandatory? No If a map is needed, contact the Issuing Officer.

3/10/2026 @ 11:00 AM

Questions, requests for clarification, and suggested changes from Respondents due to Construction Procurement 3/13/2026 @ 2:00 PM

Proposals Due 3/25/2026 @ 2:00 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.

mailto:construction.procurement@iowa.gov http://bidopportunities.iowa.gov/ https://das.iowa.gov/sites/default/files/procurement/pdf/ConsensusDoc803.pdf

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 April 13, 2026 Tentative Design Kick-Off Meeting Week of April 20, 2026 100% Design Development Documents and Cost Opinion By To Be Coordinated 50% Construction Documents and Cost Opinion By To Be Coordinated 95% Construction Documents and Cost Opinion By To Be Coordinated 100% Construction Documents and Cost Opinion By August 21, 2026 Contractor Bidding September 2026 Execution of Contractor’s Contract(s) October 2026 Submittals, Procurement and Construction October 2026 to July 2027 Close out July 2027

1.3 PROJECT DESCRIPTION

Construction Manager (Story 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 evaluating the freezers at the Woodward Resource Center’s Central Distribution Center (CDC) and designing repairs needed for the roof and walls, which may include panel replacement. The current "freezer" is an amalgamation of 3 different freezers designed in 1978, 1982, and 2001.

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 At a minimum, design for repairs or replacement of the walls and roof. Approximate size of freezers is the following: (Freezer 1 & 2: 92’ x 63’ x 14’ high, Freezer 3: 96’ x 65’ x 16’ high).

1.3.5.1 Review of the foundation/floors is included, but any needed design for repairs would be negotiated as additional services.

1.3.5.2 Mechanical system repairs/replacement are not anticipated.

1.3.5.3 SystemWorks has completed a building envelope review, which is included as

Attachment A.

1.3.6 Existing PDF drawings s for the 2001 and 1982 additions, along with roof replacement drawings from 1994 will be provided to the successful designers. There are no drawings for the original freezer construction.

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, 50% construction 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, 50% construction 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 monthly 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 minimum the following site/virtual visits:

In-Person Virtual

Design Kickoff/Building Evaluation 1 -

100% Design Development - 1

50% Construction Documents 1 -

95% Construction Documents - 1

100% Construction Documents - -

Pre-Bid Meeting 1 -

Construction Field Observation 2 -

Substantial Completion/Punch List Development 1 -

Final Completion/Punch List Verification 1 -

One year Warranty Correction Period Visit 1 -

8 2

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 Attachment A: System Works 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.

5.2 SELECTION PROCEDURES

5.2.1 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.

5.2.2 Criteria for evaluating the proposals:

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

5.2.2.2 Approach and Proposed Methods.

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

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

5.2.2.5 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

**** END OF RFP ***

RFP 950300-01 Attachment A

State of Iowa - Iowa Department of Administrative Services State of Iowa - WRC CDC Freezer Building Envelope

9503.00 Freezer Site Investigation

Status: Completed Reported By: Karl Kaufman

Date Of Report: 10/22/2025

Systems Reviewed

The freezers at the Central Distribution Center for the Woodward Resource Center were reviewed on 10/17/25 due to concerns about frost formation on the interior of the freezers, visible daylight from the interior of the freezers, and the potential bowing / displacement of freezer wall panels. The current "freezer" is an amalgamation of 3 different freezers designed in 1978, 1982, and 2001. They are referred to throughout this report as Freezer 1, Freezer 2, and Freezer 3, respectively (see image below). The focus of the investigation on 10/17 was the freezer wall panels. The roofs of the respective freezers were reviewed on 1/7/26. Testing was conducted on the north wall panels of Freezer 1 & 2 on 2/9/26 to identify if moisture was the underlying cause of the previously identified thermal anomalies. While extensive cracking of the concrete slab was noted in freezer 1, the concrete work was not systematically reviewed.

Drawings for the 2001 and 1982 additions are available along with roof replacement drawings from 1994 that are primarily focused on the warehouse. Little information is available regarding feezer 1. The drawings for freezer 2 reference 4" urethane panels from Bally while the drawings for freezer 3 include shop drawings from Master-Bilt Refrigeration Solutions showing 5" panels.

General Site Conditions

The formation of frost on the interior was reviewed and documented below with detail observations for the specific freezers (e.g. 1-FA addresses frost formation at location A in Freezer 1 while 2-FC addresses frost formation at location C in Freezer 2). Please see the image below for the specific locations within each freezer. Additional conditions / concerns are documented in a similar fashion without the use of "F" in the naming convention. Finally, concerns that are not location specific, but apply to the individual freezers themselves are also included in the detailed observations at the end of the wall section of the report.

Ambient conditions during wall review (10/17/25): Outdoors 58% RH @ 77F, Warehouse 63% RH @ 72F, Freezer (2) 65% RH @ -3.7F

Ambient conditions during roof membrane review (1/7/26): Outdoors 55% RH @ 54F with clear sky conditions

A similar nomenclature for roof membrane observations is used (i.e. 1-RA3 addresses the 3rd thermal anomaly noted on the roof of Freezer 1 while 2-RI1 addresses the 1st instance of ice below the roof membrane at Freezer 2). The same freezer numbering used for walls is used for roofs and all roof concerns begin with 'R' (e.g. RH, RI, RA). Where a hole in the roof membrane was noted, RH is used. These areas may include ice (as indicated by the noise made when walking over these areas) or not. Where ice was noted, but a hole in the membrane was not, the concern is indicated using 'RI'. Where a thermal anomaly was indicated using the thermal

Generated on 02/20/2026 https://facilitygrid.net/main/project/20648/subtask/4277304 jkleene Text Box RFP 950300-01 Attachment A imaging camera, but neither a hole nor ice (as indicated / identified above) was noted, the concern was noted by 'RA'.

Recommendations for all locations with holes, ice, and thermal anomalies are included in the first instances of each of these (i.e. 1- RH1, 1-RI1, and 1-RA1 respectively). Finally, concerns that are not specific, but apply to the individual freezers or multiple locations are also included in the detailed observations at the end of the report.

Note: Thermal images in this report include a box in the upper left corner indicated the temperature at the center of the image (white cross-hairs), the maximum temperature (at red cross-hairs), and the minimum temperature (at blue cross-hairs). The colors auto-scale across the temperature range and as a result the same color does not represent the same temperature in each image.

Recommendations

Recommendations are included in the detailed observations below, but testing supports that moisture within the panels is the reason for the thermal anomalies. In addition to moisture, carried by air migrating through the panel joints, a network of voids within the foam making up the panels is believe to be the path for moisture into the system. Because removing the moisture from the panels while in service would require an extensive amount of time for the ice to sublimate, it is clear that sealing the joints around the panels would not address the thermal anomalies / inefficiencies in the short term, but it is not clear if attempting to seal the joints on the exterior would reduce the formation of new ice at a slower rate, or whether this would be a cost effective to attempt (see Observation 21 below). Consulting a freezer manufacturer / freezer design specialist may provide options in addition to replacement of panels noted below. A manufacturer likely has options to help balance the air / moisture infiltration at the doors and their operability.

Note: Moisture flow is from higher to lower gradient (i.e. wet to dry, higher vapor pressure to lower vapor pressure). The vapor pressure is almost always higher on the exterior of the freezers due to their low temperature. Water vapor is addressed with non-permeable or very low vapor permeable products. They must be installed to create a continuous air barrier since air movement can transfer significantly more moisture than vapor diffusion through materials. These products (e.g. roof membranes, continuous sheets of metal, etc.) should be located on the exterior (warm side of the enclosure). Vapor permeable components to the interior of this continuous air and vapor impermeable layer provide a benefit of allowing the assembly to dry. Multiple vapor impermeable layers within an assembly are not advantageous and should be avoided where possible.

Images

Freezer Observation Locations.jpg Roof Observation Locations.jpg

Site Freezer Plan.jpg

Generated on 02/20/2026 https://facilitygrid.net/inquire/?action=iflv&PID=2473388&prj=20648&rqi=1771620829h9SiaW2jyuSnYuC https://facilitygrid.net/inquire/?action=iflv&PID=2608248&prj=20648&rqi=1771620829NecWESzt3ObMm7a https://facilitygrid.net/inquire/?action=iflv&PID=2465396&prj=20648&rqi=1771620829o1Lv7MXwsf9Iec1

OBSERVATION: SOR-1-001

Status: Published Reported On: 10/23/2025

Asset: Reported By: Karl Kaufman

Recommended Action:

Description

1-A: Daylight was previously noted coming in between the joints in the panels. Spray polyurethane foam (ccSPF) has been installed in the joints in the meantime. Foam in the joint extends to roughly 7' above the base slab. There are some thermal anomalies (see below), but the joint appears relatively well sealed.

Images

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OBSERVATION: SOR-1-002

Status: Published Reported On: 10/23/2025

Asset: Reported By: Karl Kaufman

Recommended Action:

Description

1-FA: Frost has formed on the interior in the vicinity of the positive/negative pressure relief port in the northwest corner (NWC) of freezer 1. It is not clear how well sealed the frame around this penetration is sealed, but frost would be expected at this location given the nature of the pressure relief port.

No remedial action is recommended at this location at this time.

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OBSERVATION: SOR-1-003

Status: Published Reported On: 10/23/2025

Asset: Reported By: Karl Kaufman

Recommended Action:

Description

1-FB: Frost and ice has formed at the ceiling in the northeast corner (NEC) of freezer 1. The joint between freezer 1 and freezer 2 as well as the adjacent wall-to-roof panel joint are suspect. IR imaging supports that there is considerable heat transfer at these locations. Exterior IR imaging indicates thermal anomalies addressed at the end of this report.

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Generated on 02/20/2026 https://facilitygrid.net/main/project/20648/observation/76772 https://facilitygrid.net/inquire/?action=iflv&PID=2467450&prj=20648&rqi=17716208291RXPVlZCfLoqWwY https://facilitygrid.net/inquire/?action=iflv&PID=2467446&prj=20648&rqi=1771620829SJjLnW2SY2eQ89x https://facilitygrid.net/inquire/?action=iflv&PID=2467447&prj=20648&rqi=1771620829WSlq9TBoG1YqxW9 https://facilitygrid.net/inquire/?action=iflv&PID=2467463&prj=20648&rqi=17716208293ClMzEdfuhn3MPw https://facilitygrid.net/inquire/?action=iflv&PID=2467464&prj=20648&rqi=1771620829S1VfQy1uGo56Ht3

OBSERVATION: SOR-1-004

Status: Published Reported On: 10/23/2025

Asset: Reported By: Karl Kaufman

Recommended Action:

Description

1-FC: The SEC of freezer 1 was not accessible due to product being stored in that area. Finish issues and joints on the exterior were indicative of uncontrolled air movement across the panel.

Sealing the expansion joint and joints between panels in this area is recommended.

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Generated on 02/20/2026 https://facilitygrid.net/main/project/20648/observation/76775 https://facilitygrid.net/inquire/?action=iflv&PID=2467468&prj=20648&rqi=17716208295kYjijsQnExs0ue https://facilitygrid.net/inquire/?action=iflv&PID=2467482&prj=20648&rqi=1771620829D5BHqJNBabPK8t0 https://facilitygrid.net/inquire/?action=iflv&PID=2467479&prj=20648&rqi=17716208295K7WB8Jn4rhLJou https://facilitygrid.net/inquire/?action=iflv&PID=2467473&prj=20648&rqi=1771620829mFmGonWkrPUEk9A

OBSERVATION: SOR-1-005

Status: Published Reported On: 10/23/2025

Asset: Reported By: Karl Kaufman

Recommended Action:

Description

2-FA: There is a significant amount of frost and ice on the ceiling in the NWC of Freezer 2. A joint along the west wall separates Freezer 2 from Freezer 1. The joint is covered by a metal plate on the exterior; however, the metal plate is bowing out from the wall (~5/8"). A zip-tie could be inserted in the joint behind the plate below the roof (~4"). Sealant joints in this area have also deteriorated & zip-ties could be inserted ~2.5" before encountering resistance. The 4" panels are believed to have a tongue & groove configuration that limits the zip-tie penetration while allowing air to move freely. Ice is visible on the exterior at the bottom of the panel.

The poorly sealed construction joint between freezers as well as between panels is likely responsible for ice & frost at 1-FB, 2-FA, & 2-FB. Removal of the exterior plate & resealing of the construction joint as well as resealing of the panel joints is recommended.

Images

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Generated on 02/20/2026 https://facilitygrid.net/main/project/20648/observation/76776 https://facilitygrid.net/inquire/?action=iflv&PID=2467630&prj=20648&rqi=1771620829HnyzycAK67TZ4de https://facilitygrid.net/inquire/?action=iflv&PID=2467631&prj=20648&rqi=1771620829GSYArQ2ZX8IGKUy https://facilitygrid.net/inquire/?action=iflv&PID=2467632&prj=20648&rqi=1771620829tIgbh1LDnSDAF13

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OBSERVATION: SOR-1-006

Status: Published Reported On: 10/23/2025

Asset: Reported By: Karl Kaufman

Recommended Action:

Description

2-FB: Frost and ice has formed immediately east of 2-FA in freezer 2. This is likely a result of deteriorated panel joints.

Resealing the panel joints in this area is recommended.

Images

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OBSERVATION: SOR-1-007

Status: Published Reported On: 10/23/2025

Asset: Reported By: Karl Kaufman

Recommended Action:

Description

2-A: While frost & ice had not formed at the door on the east facade of freezer 2, the deteriorated finish support long term uncontrolled air movement between the interior & exterior. The frame of the door is not flush with the panels and suspected of obscuring poorly sealed joints.

Generated on 02/20/2026 https://facilitygrid.net/main/project/20648/observation/76777 https://facilitygrid.net/inquire/?action=iflv&PID=2467646&prj=20648&rqi=1771620830tWWFTQRd2rR31xC https://facilitygrid.net/inquire/?action=iflv&PID=2467647&prj=20648&rqi=1771620830iAVFc3VnRK8Hwib https://facilitygrid.net/inquire/?action=iflv&PID=2467648&prj=20648&rqi=1771620830Z15eG3KBju21A2F https://facilitygrid.net/main/project/20648/observation/76778

Images

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OBSERVATION: SOR-1-008

Status: Published Reported On: 10/23/2025

Asset: Reported By: Karl Kaufman

Recommended Action:

Description

2-B: The panel at the SEC of freezer 2 has been damaged. Despite the damage, the associated thermal anomalies were minimal.

Installing a watershedding patch is recommended to reduce the exposure of the panel insulation to water.

Generated on 02/20/2026 https://facilitygrid.net/inquire/?action=iflv&PID=2467650&prj=20648&rqi=17716208306bZ227tVxLTWrqU https://facilitygrid.net/inquire/?action=iflv&PID=2467651&prj=20648&rqi=17716208304tWryMVUWGiKdgo https://facilitygrid.net/inquire/?action=iflv&PID=2467652&prj=20648&rqi=1771620830NcdQ3TIJyAxHKLB https://facilitygrid.net/inquire/?action=iflv&PID=2467653&prj=20648&rqi=1771620830r0vjPBkRxMJ9nLZ https://facilitygrid.net/inquire/?action=iflv&PID=2467654&prj=20648&rqi=1771620830gaXISI2rQz65YYz https://facilitygrid.net/inquire/?action=iflv&PID=2467649&prj=20648&rqi=1771620830J32O5XQzrOpb4Oj https://facilitygrid.net/main/project/20648/observation/76779

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OBSERVATION: SOR-1-009

Status: Published Reported On: 10/24/2025

Asset: Reported By: Karl Kaufman

Recommended Action:

Description

2-FC: Frost is apparent at the ceiling in the SWC of freezer 2. This is located at the connection between freezer 1 and freezer 2. Deterioration in the finish and large joints in the panels support uncontrolled air leakage similar to the north side of the freezer 2.

Images

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Generated on 02/20/2026 https://facilitygrid.net/inquire/?action=iflv&PID=2467655&prj=20648&rqi=17716208302QLK0pPvP98LR81 https://facilitygrid.net/inquire/?action=iflv&PID=2467656&prj=20648&rqi=1771620830TI0ZvQvUvJ8Ylyh https://facilitygrid.net/inquire/?action=iflv&PID=2467657&prj=20648&rqi=1771620830aqI6rIEWVVK62cu https://facilitygrid.net/main/project/20648/observation/76812 https://facilitygrid.net/inquire/?action=iflv&PID=2469937&prj=20648&rqi=1771620830UDfpugJZReKiIga https://facilitygrid.net/inquire/?action=iflv&PID=2469938&prj=20648&rqi=17716208307lm0lU2iReO7GAL https://facilitygrid.net/inquire/?action=iflv&PID=2469960&prj=20648&rqi=1771620830nPHpDBQ7JMeN69U

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OBSERVATION: SOR-1-010

Status: Published Reported On: 10/24/2025

Asset: Reported By: Karl Kaufman

Recommended Action:

Description

3-FA: Freezer 3 is connected to Freezer 2 by a corridor. Frost and ice have formed on the west (and east) side of the corridor where the new panels of freezer 3 abutted the existing panels of freezer 2. In addition to a source of heat at the intersection of the 2 walls, the intersection of the wall of freezer 3 and roof of freezer 2 is unusually warm.

Images

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Generated on 02/20/2026 https://facilitygrid.net/inquire/?action=iflv&PID=2469961&prj=20648&rqi=1771620830aWMghil6t0Dhtuc https://facilitygrid.net/inquire/?action=iflv&PID=2469986&prj=20648&rqi=1771620830pkgX8gY9gxb6Lba https://facilitygrid.net/main/project/20648/observation/76813 https://facilitygrid.net/inquire/?action=iflv&PID=2469988&prj=20648&rqi=1771620830kipvL5v3U9A1D0c https://facilitygrid.net/inquire/?action=iflv&PID=2470002&prj=20648&rqi=1771620830ak2G0bUZ3LokiBj https://facilitygrid.net/inquire/?action=iflv&PID=2470001&prj=20648&rqi=17716208309QKWPAFmZZ2auh8

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OBSERVATION: SOR-1-011

Status: Published Reported On: 10/24/2025

Asset: Reported By: Karl Kaufman

Recommended Action:

Description

3-FB: Frost and ice have formed at the east (& west) walls of the corridor that connects freezer 3 to freezer 2. There are thermal anomalies along the length of this wall and moisture is apparent low on the exterior wall. All are indications of uncontrolled air flow. A zip-tie could be passed roughly 6" toward the interior at the base (greater than the indicated 5" panel thickness).

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Generated on 02/20/2026 https://facilitygrid.net/inquire/?action=iflv&PID=2470007&prj=20648&rqi=1771620830u7fTQ50vfpHE0vY https://facilitygrid.net/main/project/20648/observation/76815 https://facilitygrid.net/inquire/?action=iflv&PID=2470017&prj=20648&rqi=1771620830DD4kMFKfMjp31GT https://facilitygrid.net/inquire/?action=iflv&PID=2470020&prj=20648&rqi=1771620830f0RiCS0UTlt7zq3 https://facilitygrid.net/inquire/?action=iflv&PID=2470019&prj=20648&rqi=1771620830uuFcuvjiJTChP8Y

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OBSERVATION: SOR-1-012

Status: Published Reported On: 10/24/2025

Asset: Reported By: Karl Kaufman

Recommended Action:

Description

3-A: The panels along the north facade of freezer 3 have been dented and punctured. It is not clear that these are currently causing problems, but sealing the holes is recommended to avoid moisture saturation of the insulation and deterioration of the thermal performance.

Generated on 02/20/2026 https://facilitygrid.net/inquire/?action=iflv&PID=2470021&prj=20648&rqi=1771620830CP0zDHh80Ia4hDg https://facilitygrid.net/inquire/?action=iflv&PID=2470022&prj=20648&rqi=1771620830TlVFZ2M9K99hBu9 https://facilitygrid.net/inquire/?action=iflv&PID=2470023&prj=20648&rqi=1771620830hhqlZQGSTpl3Ute…