RFQ-S-27400-00011320_Commissioning_Agent_Services_Final_Draft.docx

REQUEST FOR QUOTATION

RFQ # S-27400-00011320

***THIS IS NOT AN ORDER******

Commissioning Agent Services for HVAC Replacement Project at ODVA Building

Quotes Due (Closing): August 23, 2024 at 2:00PM (PST)

RFQ Submission Requirements: Provide Quote Submission form no later than 2:00PM (PST) on August 23, 2024 via Electronic Submission through OregonBuys Solicitation #:

S-27400-00011320.

Summary Overview: The Oregon Department of Veterans’ Affairs is requesting a quote for the commissioning of HVAC equipment installed at our downtown Salem office building. We have recently replaced the chiller, cooling tower, cooling coil, pumps, piping, and ancillary equipment. We will be replacing our boiler in early September and commissioning will include equipment related to both cooling and heating systems, as well as integration and functionality with our current pneumatic controls.

Project Specifications: Contractor shall provide the following services:

Systems to be commissioned include:

· New chiller

· New pumps

· Integration of new and related equipment into existing controls

· New outdoor condenser unit

· Integration with AHU1, related equipment, and existing controls

· New Cooling Tower

· New Pumps

· Integration of new and related equipment into existing controls

· New boilers

· New pumps

· Integration of new and related equipment into existing controls

Commissioning Agent Deliverables:

· Breakdown of fees per phase, including hourly rate

· Commissioning Plan

· Installation Verification per project document requirements, including list of any installation deviations or items that may result in future operational issues.

· Functional performance testing and manufacturer start-up. (Though the cooling equipment has gone through initial start-up, ODVA has scheduled for equipment sequencing verification and adjustments on 8/29/2024.

Commissioning Agent must be present during this effort and provide a witness report that summarizes the success, findings, and any issues found during the start-up process. Testing must be completed by the CxP on 100% of the equipment that has been installed for this phase of the project.

· Re-testing of deficiencies: Commissioning Agent to back-check the Cx issues log after each issue is resolved and signed off by the contractor.

· Final Commissioning Report

· Seasonal testing: Seasonal testing and trend log collection to be completed to verify that opposite season systems are performing as designed.

See Exhibit B – Statement of Work Commissioning Agency Services – HVAC Replacement for more information.

Requested Availability Date of Product or Service: Contractor shall begin the work on 08/29/2024 by attending equipment sequencing meeting at ODVA Facility located at: 700 Summer Street NE, Salem, Oregon.

Due to seasonal testing requirement, contract expiration will be extended into 2025. However, a majority of the commissioning work and reporting is expected to be completed by 10/31/2024 (cooling equipment is already installed and heating equipment is scheduled to be completed by 9/30/2024).

Selected Contractor must provide insurance in amounts and types listed in Exhibit C.

Award will be made based on best value as determined by ODVA.

Type of Solicitation: This Intermediate Procurement is in accordance with OAR 125-247-0270 and 279B.070.

“OR EQUAL”: Any brand name listed in the specifications as “or equal” or “or equivalent” shall establish the minimum requirements for quality, utility, durability, function, purpose, etc. Other product brands may be offered that are equal to or better than the product brand name. Vendor may show cost differences, alternates and options in the space provided in the quote. This clause is not meant to be restrictive, but to set the minimum standard. AGENCY SHALL DETERMINE, IN ITS SOLE DISCRETION, WHETHER A PRODUCT OFFERED IS “EQUAL.” When the designation is “or equal” or “equivalent” Agency shall make its decision after Quote Closing.

ODVA reserves the right to make reject any Quote not in compliance with the RFQ, attachments, and addenda, or it is in the best interest of ODVA.

Single Point of Contact: Tina Reniere (503) 551-5302 Phone Tina.H.Reniere@odva.oregon.gov Email

Exhibit A Quote Submission Form

Company Name:

Contact Name:

Address:

City, State, and Zip Code:

Phone Number:

Email:

(if necessary)

Commissiong Base Cost Total

Hrs.

Vendor Signature: By signature below the undersigned certifies that they are authorized to act on the behalf of the quoter and will comply with all aspects of the quote herein.

Signature:

Name / Title:

Date:

Exhibit B Statement of Work Commissioning Agent Services – HVAC Replacement

The following outlines the key elements of the statement of work related to this project. Any questions or clarifications needed should be directed to the agency contact, who is the single point of contact, as listed below in this document.

Project Name: Commissioning Agent Services for HVAC Replacement Project

Existing Conditions Evaluation:

If vendor wishes to evaluate the existing conditions of the site, project, etc. please schedule with the Agency Contact.

Project Timeline:

RFQ to be posted to OregonBuys on or before 8/16/2024 Bid Submission deadline: 2:00pm on 8/23/2024

Commissioning may take place over the course of 6 months or longer. Invoices may be submitted monthly and based upon percentage of completion of project. Invoices must be submitted to the following email address: ODVA.Invoices@odva.oregon.gov .

Project Description:

The Oregon Department of Veterans’ Affairs is requesting a quote for the commissioning of HVAC equipment installed at our downtown Salem office building. We have recently replaced the chiller, cooling tower, cooling coil, pumps, piping, and ancillary equipment. We will be replacing our boiler in early September and commissioning will include equipment related to both cooling and heating systems, as well as integration and functionality with our current pneumatic controls.

Systems to be commissioned include:

· New chiller

· New pumps

· Integration of new and related equipment into existing controls

· New outdoor condenser unit

· Integration with AHU1, related equipment, and existing controls

· New Cooling Tower

· New Pumps

· Integration of new and related equipment into existing controls

· New boilers

· New pumps

· Integration of new and related equipment into existing controls

Commissioning Agent Deliverables:

· Breakdown of fees per phase, including hourly rate

· Commissioning Plan

· Installation Verification per project document requirements, including list of any installation deviations or items that may result in future operational issues.

· Functional performance testing and manufacturer start-up. (Though the cooling equipment has gone through initial start-up, ODVA has scheduled for equipment sequencing verification and adjustments on 8/29/2024. Commissioning Agent must be present during this effort and provide a witness report that summarizes the success, findings, and any issues found during the start-up process. Testing must be completed by the CxP on 100% of the equipment that has been installed for this phase of the project.

· Re-testing of deficiencies: Commissioning Agent to back-check the Cx issues log after each issue is resolved and signed off by the contractor.

· Final Commissioning Report

· Seasonal testing: Seasonal testing and trend log collection to be completed to verify that opposite season systems are performing as designed.

Other notes:

· Due to seasonal testing requirement, contract expiration will be extended into 2025. However, a majority of the commissioning work and reporting is expected to be completed by 10/31/2024 (cooling equipment is already installed and heating equipment is scheduled to be completed by 9/30/2024).

· Commissioning agent to provide ODVA with a list of employees who will be working on the project.

· Invoices must be submitted via email to ODVA.Invoices@odva.oregon.gov and may be submitted monthly based upon the percentage of completion of the commissioning project.

· Commissioning agent must provide of recent projects (including reference contact information), similar in nature to ODVA’s project, that they have performed similar services for.

· Owner will provide plans and specifications for HVAC Replacement project as designed by Architect and Mechanical Engineer.

· Owner will provide access during business hours for Commissioning Agent and their staff in order to perform their work.

· Commissioning Agent must check in and out with the Facilities Office, (Suite 50) each day when onsite.

Sample pictures of HVAC equipment:

New chiller

New Cooling Tower

New Pumps

New Pumps and Tank

New Rooftop Condenser Unit (for AHU-1)

Existing AHU-1

Existing Boiler to be replaced

New Boilers to be installed

Exhibit C Insurance Requirements

Contractor shall obtain at Contractor’s expense the insurance specified in this Exhibit C prior to performing under this Contract. Contractor shall maintain such insurance in full force and at its own expense throughout the duration of this Contract, as required by any extended reporting period or continuous claims made coverage requirements, and all warranty periods that apply. Contractor shall obtain the following insurance from insurance companies or entities that are authorized to transact the business of insurance and issue coverage in the State of Oregon and that are acceptable to Agency. All coverage shall be primary and non-contributory with any other insurance and self-insurance, with the exception of Professional Liability and Workers’ Compensation. Contractor shall pay for all deductibles, self-insured retention, and self-insurance, if any.

If Contractor maintains broader coverage and/or higher limits than the minimums shown in this Exhibit, Agency requires and shall be entitled to the broader coverage and/or higher limits maintained by Contractor.

WORKERS’ COMPENSATION & EMPLOYERS’ LIABILITY:

All employers, including Contractor, that employ subject workers, as defined in ORS 656.027, shall comply with ORS 656.017, and provide Workers’ Compensation Insurance coverage for those workers, unless they meet the requirement for an exemption under ORS 656.126(2). Contractor shall require and ensure that each of its subcontractors complies with these requirements. If Contractor is a subject employer, as defined in ORS 656.023, Contractor shall also obtain Employers' Liability Insurance coverage with limits not less than $500,000 each accident.

If Contractor is an employer subject to any other state’s Workers’ Compensation law, Contactor shall provide Workers’ Compensation Insurance coverage for its employees as required by applicable Workers’ Compensation laws including Employers’ Liability Insurance coverage with limits not less than $500,000 and shall require and ensure that each of its out-of-state subcontractors complies with these requirements.

As applicable, Contractor shall obtain coverage to discharge all responsibilities and liabilities that arise out of or relate to the Jones Act with limits of no less than $5,000,000 and/or the Longshoremen’s and Harbor Workers’ Compensation Act.

COMMERCIAL GENERAL LIABILITY:

|X| Required Contractor shall provide Commercial General Liability Insurance covering bodily injury and property damage in a form and with coverage that are satisfactory to the State of Oregon. This insurance must include personal and advertising injury liability, products and completed operations, contractual liability coverage for the indemnity provided under this Contract, and have no limitation of coverage to designated premises, project, or operation. Coverage must be written on an occurrence basis in an amount of not less than $1,000,000 per occurrence and not less than $2,000,000 annual aggregate limit.

AUTOMOBILE LIABILITY INSURANCE:

|X| Required |_| Not required Contractor shall provide Automobile Liability Insurance covering Contractor’s business use including coverage for all owned, non-owned, or hired vehicles with a combined single limit of not less than $1,000,000 for bodily injury and property damage. This coverage may be written in combination with the Commercial General Liability Insurance (with separate limits for Commercial General Liability and Automobile Liability). Use of personal automobile liability insurance coverage may be acceptable if evidence that the policy includes a business use endorsement is provided.

PROFESSIONAL LIABILITY:

|_| Required |X| Not required

NETWORK SECURITY AND PRIVACY LIABILITY:

|_| Required |X| Not required

POLLUTION LIABILITY:

|_| Required |X| Not required

EXCESS/UMBRELLA INSURANCE:

A combination of primary and excess/umbrella insurance may be used to meet the required limits of insurance. When used, all of the primary and umbrella or excess policies shall provide all of the insurance coverages herein required, including, but not limited to, primary and non-contributory, additional insured, Self-Insured Retentions (SIRs), indemnity, and defense requirements. The umbrella or excess policies shall be provided on a true “following form” or broader coverage basis, with coverage at least as broad as provided on the underlying insurance. No insurance policies maintained by the Additional Insureds, whether primary or excess, and which also apply to a loss covered hereunder, shall be called upon to contribute to a loss until the Contractor’s primary and excess liability policies are exhausted.

If excess/umbrella insurance is used to meet the minimum insurance requirement, the Certificate of Insurance must include a list of all policies that fall under the excess/umbrella insurance.

ADDITIONAL INSURED:

All liability insurance, except for Workers’ Compensation, Professional Liability, Pollution Liability and Network Security and Privacy Liability (if applicable), required under this Contract must include an additional insured endorsement specifying the State of Oregon, its officers, employees, and agents as Additional Insureds, but only with respect to Contractor’s activities to be performed under this contract. Coverage shall be primary and non-contributory with any other activities to be performed under this Grant.

Regarding Additional Insured status under the General Liability policy, we require additional insured status with respect to liability arising out of ongoing operations and completed operations, but only with respect to Contractor's activities to be performed under this Contract. The Additional Insured endorsement with respect to liability arising out of your ongoing operations must be on or at least as broad as ISO Form CG 20 10 and the Additional Insured endorsement with respect to completed operations must be on or at least as broad as ISO form CG 20 37.

WAIVER OF SUBROGATION:

Contractor shall waive rights of subrogation which Contractor or any insurer of Contractor may acquire against the Agency or State of Oregon by virtue of the payment of any loss. Contractor will obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the Agency has received a waiver of subrogation endorsement from the Contractor or the Contractor’s insurer(s).

CONTINUOUS CLAIMS MADE COVERAGE:

If any of the required liability insurance is on a claims made basis and does not include an extended reporting period of at least twenty-four (24) months, then Contractor shall maintain continuous claims made liability coverage, provided the effective date of the continuous claims made coverage is on or before the effective date of the Grant Agreement, for a minimum of twenty-four (24) months following the later of:

1. Contractor’s completion and Agency’s acceptance of all Services required under the Contract, or

1. Agency or Contractor termination of this Contract, or

1. The expiration of all warranty periods provided under this Contract.

CERTIFICATE(S) AND PROOF OF INSURANCE:

Contractor shall provide to Agency Certificate(s) of Insurance for all required insurance before delivering any Goods and performing any Services required under this Contract. The Certificate(s) shall list the State of Oregon, its officers, employees, and agents as a Certificate holder and as an endorsed Additional Insured. The Certificate(s) shall also include all required endorsements or copies of the applicable policy language effecting coverage required by this Contract. If excess/umbrella insurance is used to meet the minimum insurance requirement, the Certificate of Insurance must include a list of all policies that fall under the excess/umbrella insurance. As proof of insurance Agency has the right to request copies of insurance policies and endorsements relating to the insurance requirements in this Contract.

NOTICE OF CHANGE OR CANCELLATION:

The Contractor or its insurer must provide at least thirty (30) days’ written notice to Agency before cancellation of, material change to, potential exhaustion of aggregate limits of, or non-renewal of the required insurance coverage(s).

INSURANCE REQUIREMENT REVIEW:

Contractor agrees to periodic review of insurance requirements by Agency under this Contract and to provide updated requirements as mutually agreed upon by Contractor and Agency.

STATE ACCEPTANCE:

All insurance providers are subject to Agency acceptance. If requested by Agency, Contractor shall provide complete copies of insurance policies, endorsements, self-insurance documents and related insurance documents to Agency’s representatives responsible for verification of the insurance coverages required under this Exhibit C.

RFQ S-27400-00011320 Commissiong Agent Services for HVAC Replacement at ODVA Building pg. 2

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