RFQ_MechEngr_Franklin.pdf

REQUEST FOR QUALIFICATIONS (RFQ)

Mechanical Engineering Services

Project: Building Systems Assessment and Design Services for UCOP Facilities

Primary Location: 1111 Franklin Street, Oakland, CA

Additional Locations: Riverside, Sacramento, Washington, D.C., and other regional facilities

The University of California Office of the President (UCOP) is seeking qualifications from experienced mechanical engineering firms to provide comprehensive engineering services for the assessment, design, and implementation of building systems across its facilities. The locations for these services include

UCOP’s main office in Oakland, CA, with additional facilities located in Riverside, Sacramento, and

Washington D.C. As UCOP facilities age, a thorough assessment of existing building systems is necessary to determine the best path forward for upgrades, repairs, and future investments. The scope of services may cover various tasks for both the Oakland location and/or the additional regional facilities.

SCOPE OF SERVICES

The selected firm will be responsible for the following tasks:

• Feasibility Studies & Assessments: Conduct assessments of existing building systems, including

HVAC, plumbing, electrical, fire alarm, fire protection, security, and other relevant systems to identify areas needing attention.

• Program Development & Cost Analysis: Develop comprehensive programming, phased planning, and cost analysis to guide future improvements.

• Design & Construction Administration: Provide design services for upgrades and improvements, and offer construction administration support through project completion.

• Systems Evaluation & Recommendations: Recommend system upgrades with multiple option studies, factoring in decarbonization, energy efficiency, life cycle costs, maintenance requirements, and complexity.

• Project Documentation: Depending on the selected delivery method, produce project programming, basis of design, and design services (full or partial), including construction administrative services.

• Collaboration & Coordination: Work collaboratively with UCOP stakeholders, including internal teams, external consultants, and facility managers, across multiple locations.

• Recommissioning & Commissioning: Perform (re)commissioning of both existing and newly designed building systems to ensure optimal functionality.

• Sustainability: Propose design solutions that align with UCOP’s decarbonization and sustainability goals, and comply with university policies and procedures.

• Stakeholder Support: Assist in critical decision-making processes and ensure designs meet the functional and operational needs of UCOP departments.

• Ongoing Services: There is potential for the selected firm to act as the resident engineer for a given location, providing ongoing support for a period of up to three years.

• Cost Estimating Services: Provide cost estimating services at various project stages, including feasibility assessments, schematic design, design development, and construction documentation.

The selected firm will be expected to deliver accurate cost estimates to help the University make informed decisions about project scope and budget.

EXAMPLES OF BUILDING SYSTEMS

The following building systems may be included in the assessment, design, and recommissioning work:

• HVAC Systems: Including central plants, air handling units, distribution systems, chillers, boilers, and related equipment.

• Plumbing Systems: Including potable water, waste and vent systems, storm drainage, and gas distribution systems.

• Electrical Systems: Including power distribution, lighting, emergency backup systems, and lighting controls.

• Fire Protection Systems: Including fire alarms, fire suppression, smoke control, and emergency egress systems.

• Security Systems: Including access control, surveillance, and intrusion detection systems.

• Telecommunications Systems: Including data cabling, voice communication, and network systems.

• Smart Building Systems: Including energy management systems (EMS), building automation, and integration of new technologies for efficient building operations.

• Sustainable Building Systems: Including electrification of natural gas powered systems, renewable energy systems (e.g., solar panels), energy-efficient lighting, and water conservation systems.

The selected firm will be responsible for assessing the condition and performance of these systems and making recommendations for improvement, replacement, or upgrade as needed.

QUALIFICATIONS & CRITERIA

UCOP seeks a mechanical engineering firm with the following qualifications:

• Proven Experience: Demonstrated expertise in the design, evaluation, and assessment of mechanical systems for university or institutional buildings.

• University Facilities Experience: Recent experience designing mechanical systems for office buildings, including high-rise and occupied spaces in university or similar institutional settings.

• Stakeholder Collaboration: Ability to work effectively with various stakeholders, including university administration, building engineers, and external consultants, to ensure the final design aligns with UCOP’s vision and goals.

• Communication Skills: Exceptional verbal and written communication skills to prepare clear reports, deliver presentations, and engage with stakeholders at all levels of the organization.

• Sustainability Expertise: Experience in delivering sustainable design solutions, including decarbonization and electrification projects, LEED certifications and demonstrated effectiveness in energy and resource conservation.

• Project Management: Strong experience in planning, design, and construction administration, including managing project phasing and ensuring timely delivery within budget constraints.

• Smart Building Integration: Familiarity with integrating advanced technologies such as smart building systems, audio/visual (A/V), telecommunication/data systems, and energy-efficient solutions into building designs.

• Operational Understanding: Ability to understand and propose solutions to operational challenges related to building systems, ensuring ease of implementation and long-term performance.

• Cost Management: Proven ability to manage budgets effectively, delivering cost-effective solutions without compromising design quality. Experience with value engineering and cost-benefit analysis is essential.

• Regulatory Experience: Experience navigating complex approval processes, including working with fire marshals, building officials, and other governing bodies to secure necessary permits and approvals.

• Public Sector Experience: Familiarity with working within public sector environments, including low-bid contracting processes, is advantageous.

• University of California Experience (Desirable): Previous experience working on projects for the

University of California or similar institutions is preferred.

INSURANCE REQUIREMENTS

The University requires evidence of insurance coverage, to be presented only after the successful firm is selected to provide services. Submittal of insurance information is not required as part of the Statement of Qualifications. General Liability, Professional Liability Insurance, Business Automobile Liability, and

Worker’s Compensation will be required in the following minimal amounts. Increase amounts may apply to larger projects.:

1. General Liability:

Comprehensive or Commercial Form:

Each Occurrence $1,000,000

Products/Completed Operations, Aggregate $2,000,000

Personal and Advertising Injury $1,000,000

General Aggregate (Not applicable to Comprehensive Form) $2,000,000

If the above insurance is written on a claims-made form, it shall continue for three years following termination of this Agreement. The insurance shall have a retroactive date of placement prior to or coinciding with the effective date of this Agreement.

2. Business Automobile Liability Insurance for owned, scheduled, non-owned, or hired automobiles with a combined single limit not less than one million dollars ($1,000,000) per occurrence.

3. Workers' Compensation as required by California State law.

4. Professional Liability Minimum Insurance:

Each Occurrence $1,000,000

Project Aggregate $2,000,000

Increased professional liability may be required for larger projects. If the above insurance is written on a claims-made form, it shall continue for three years following termination of this

Agreement. The insurance shall have a retroactive date of placement prior to or coinciding with the effective date of this Agreement.

5. Such other insurance in such amounts which from time to time may reasonably be required by the mutual agreement of the University and Consultant against other insurable hazards relating to the work to be done.

If the Consultant does not currently have coverage in accordance with University policies, then evidence should be submitted indicating that such coverage will be effective prior to entering into a contractual agreement with the University. Depending on the complexity and scale of the project scope and delivery methods, the insurance requirements may increase.

SELECTION PROCESS

The University will review all proposals, select and rank the three most qualified Consultants. The selection and ranking shall be based on the criteria listed below. The order in which the criteria appear does not indicate the importance, ranking or weighing that will be used in the evaluation. Proposal must not exceed 10 pages and shall provide sufficient information to allow the University to evaluate the

Consultant’s approach, experience, staff and availability. Proposals shall include the following information:

• Proposed approach to the Services.

• Description of projects and scope including a client contact and phone number for at least three

(3) projects. Experience needs to be shown on these areas of work:

- Highrise office buildings assessment and design

- Building assessment and design services in multi-use buildings with offices, classrooms and residential functions.

- University projects and/or institutional building projects that demonstrate sustainability achievements including decarbonization and/or electrification.

- Being the resident engineer for at least 3 years in one facility

• Experience of staff to perform the services required by the Project. Resumes of staff to be assigned to the Project and a statement regarding availability of staff to begin the Project.

• Describe whether or not any of the core A/E firms are presently for sale or involved in any transaction to expand or become acquired by another business entity. If so, explain the impact both in organizational and directional terms

The University may select more than one firm depending on the needs of the facility types and locations.

The University shall negotiate with the highest ranked consultant(s) on the staffing, rate schedule and terms for agreements. Negotiations may be formally terminated if they fail to result in a contract within a reasonable amount of time.

The successful firm(s) will be required to sign one or more of the following agreements depending on the scope and delivery methods for each project. The agreements are available to view at https://www.ucop.edu/facilities-manual/design-contract-templates/index.html.

- Professional Services Agreement (PSA)

- Executive Design Professional Agreement (EDPA)

- EDPA Blanket Agreement

- Executive Design Professional Agreement Lite (EDPA Lite)

- Master Architect Agreement for Design-Build Delivery

This Request for Statements of Qualification will be available at https://www.ucop.edu/building-administrative-services/services/design-and-construction-project-management/projects-open-for-bid.html on May 7 to April 21 to May 22, 2025. Architectural firms interested in submitting qualifications are recommended to notify the University prior to submittal by e-mail. Failure to notify the University may result in firms not receiving updates to the Request for Statements of Qualifications.

The University will convene a Screening Committee to review the submissions and rank the firms in their qualifications. If deemed necessary, the highest ranked firms will be invited for interviews/presentations.

Screening is expected to take approximately one week. The Selection Committee will notify only the shortlisted firms of interview time and place. Once a selection is made unsuccessful respondents will be notified.

The University reserves the right to request any further documentation that it deems appropriate and necessary for the screening and selection process.

The respondent must submit three (3) hard copies of the proposal and one electronic copy, each signed by an authorized representative of the Consultant. The qualification must be submitted to arrive no later than

2:00 p.m. on May 23, 2025 to: Jihee Lee, Project Manager

University of California Office of the President

Building & Administrative Service Center

1111 Franklin Street

Oakland, CA 94607

E-mail: jihee.lee@ucop.edu

Phone: 510-587-6333

The University of California is an Equal Opportunity Employer – Minorities and women are encouraged to apply. Every effort will be made to ensure that all persons, regardless of race, religion, sex, color, and national origin have equal access to contracts and other business opportunities with the University. Each candidate firm will be required to show evidence of its equal employment opportunity policy.

In addition, the University is committed to promoting and increasing participation of small business enterprises (SBEs) and disabled veteran business enterprises (DVBEs) relating to all goods and services covered under the awarded agreement, subject to any and all applicable obligations under state and federal law, and University policies. The awarded contractor shall make best efforts to provide qualified

SBEs and DVBEs with the maximum opportunity to participate. Please contact the University

Representative for further information.

The University of California is requiring contractors and consultants to use University-designated data systems to track monthly payments, including those to certified subcontractors or subconsultants

(SBE/DVBE/DBE/WBE) as well as non-certified. The University aims to achieve a minimum of 25% participation.

At the University’s sole discretion, submissions received later than this date and time may be rejected and returned unopened. Questions regarding the submittal or the project may be addressed to:

Jihee Lee, Facilities Project Manager

E-mail: jihee.lee@ucop.edu

PRIVACY NOTIFICATION

The State of California Information Practices Act of 1977 requires the University to provide the following information to individuals who are asked to supply information about them:

The principal purpose for requesting the information on this form is for use in the selection process for

Design Professionals commissioned by the University. University Policy authorizes maintenance of this information.

Furnishing all information requested on this form is mandatory—failure to provide such information will delay or may even prevent completion of the action for which the form is being filled out. Information furnished on this form will be used in the University’s screening and selection process for awarding commissions to Design Professionals.

Individuals have the right to access this record as it pertains to them.

The official responsible for maintaining the information contained on this form is the Director of Building and Administrative Services University of California Office of the President.

INSTRUCTIONS—SUBMITTAL CONTENTS AND FORMAT

Proposal (exclusive of appendix materials) must not exceed 10 pages and shall provide sufficient information to allow the University to evaluate the Consultant’s approach, experience, staff and availability. Proposals must follow the format below. Adherence to these instructions is used as a criterion in the screening and selection process. Material must all be in 8-1/2 x 11 inch format—no foldouts. Use of the University of California seal, or any University of California logo, is prohibited. Submittals shall include divider tabs labeled with the boldfaced headers below; e.g., the first tab would be entitled “Cover Letter”, the second tab “Qualifications”, etc. Double-sided printing is encouraged. PROVIDE 1 electronic and 3 BOUND COPIES.

1. COVER LETTER (maximum of 1 double-sided page)

_ identify team

_ provide name of contact person, phone and fax

_ summarize qualifications most relevant to this project

2. DISCUSSION OF CONSULTANT’S APPROACH TO THE PROJECT. (maximum of 1 double-sided page)

3. RELEVANT QUALIFICATIONS (maximum of 2 double-sided pages)

_ provide in summary format only; do not include general information

_ offer short, focused paragraphs by topic (i.e., building type, technical aspects; team communication; construction type;

sustainability/LEED; etc.) Experience needs to be shown in various building systems with relevant type of buildings

3. RELEVANT PROJECT EXPERIENCE (maximum of 3 double-sided pages)

_ briefly state relevance for each project

_ specify role of the firm or individual if work was not exclusively by the firm (i.e., joint venture, association); if work was done by individuals on the project team while with other firms or other offices within the same firm, this must be clearly stated

_ clearly state the roles of the individuals proposed for the current project in each example project

_ provide a list of the following for each project:

- project name, location, and construction budget

- beginning and ending dates of project

- phases for which services were provided

- square footage

- main program elements

- summary history of budget and construction change orders

- general contractor name with name of contact person

- owner name with name of contact person

Note: Projects that are currently in design or under construction are acceptable, but completed projects may carry more weight in the evaluation.

4. PROJECT TEAM SUMMARY & EXPERIENCE (maximum of 2 double-sided pages)

_ identify consultant or individual team member

_ summarize roles/responsibilities on this project and experience relative to those roles

_ describe previous university experience with your firm on relevant projects; state relevance

_ include benefits attributable to any techniques used on specific projects; ideally, references should confirm effectiveness

5. REFERENCES (maximum of 1 double-sided page)

_ Provide additional contractor and owner references (at least one and up to four additional references)

6. APPENDIX

_ firm brochure/history/background, reprints, etc. (optional)

_ key team member resumes

_ UC Request for Supplemental Information (per attachment)

REQUEST FOR SUPPLEMENTAL INFORMATION

Please submit the following information together with the other required submittal material by the date noted in the Request for Statements of Qualifications. Failure to respond may affect consideration of your firm for this project. Responses may be listed on separate pages.

1) Please separately list each pending unresolved claim for professional negligence and each current arbitration, mediation or litigation in which professional negligence or breach of professional services agreement is alleged or indemnity is being sought (because of such alleged negligence or breach of contract) using the following claimant categories:

a) The Regents of the University of California against your firm or any principal of your firm (indicate campus, medical center, or Department of Energy (DOE) Laboratory and name of project). If none, indicate none.

b) Any owner, person or entity against your firm or any principal of your firm (indicate project, location and owner). If none, indicate none.

c) The Regents of the University of California against any of your proposed major consultants (i.e. structural engineer, mechanical engineer, and/or any other major consultant on your proposed project team. Indicate campus, medical center, or

Department of Energy (DOE) Laboratory and name of project). If none, indicate none.

d) Any owner, person or entity against any of your proposed major consultants (indicate

2) Please separately list each resolved (settled, arbitrated, litigated) claim for professional negligence or breach of professional services agreement or for indemnity (because of such alleged negligence or breach of contract) during the last 5 years using the following categories:

a) The Regents of the University of California against your firm or any principal of your firm (indicate campus, medical center, or Department of Energy (DOE) Laboratory and name of project). If none, indicate none.

b) Any owner, person or entity against your firm or any principal of your firm (indicate

c) The Regents of the University of California against any of your proposed major consultants (i.e. structural engineer, mechanical engineer, and/or any other major consultant on your proposed project team. Indicate campus, medical center, or

Department of Energy (DOE) Laboratory and name of project). If none, indicate none.

d) Any owner, person or entity against any of your proposed major consultants (indicate

DECLARATION

The undersigned declares under penalty of perjury that all of the information submitted is true and correct and that this declaration was executed in

County, California, on (date)

(Name and Title – Printed or Typed)

Signature Firm Name

(Address) (City, State, Zip)

(Telephone Number) (Facsimile Telephone Number)