RFQ-S-27400-00014513_Commissioning_Agent_The_Dalles_HVAC_Project_Final.pdf

RFQ#S-27400-00014513 Commissioning Agent Services for HVAC Replacement at the Oregon Veterans’ Home in The Dalles pg. 1

REQUEST FOR QUOTATION (RFQ)

RFQ # S-27400-00014513

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

Commissioning Agent Services for HVAC Replacement Project at Oregon Veterans’ Home in The Dalles

Quotes Due (Closing): August 20, 2025 at 2:00PM (PST)

RFQ Submission Requirements: Provide Exhibit A – Quote Submission form no later than 2:00PM (PST) on August 20, 2025, via Electronic Submission through OregonBuys Solicitation #:

S-27400-00014513.

Summary Overview: The Oregon Department of Veterans’ Affairs (ODVA) is requesting quotes for commissioning the new HVAC equipment currently being installed at our Oregon Veterans’ Home in The Dalles, Oregon. We are replacing four (4) large Air Handler Units (AHU’s), two (2) boilers, two

(2) pumps, other ancillary equipment, upgrading our VAV boxes, replacing pneumatic controls with DDC, etc. (See Exhibit D – Specifications and Exhibit E – Plans in this RFQ).

Project Specifications: Contractor shall provide the following services:

• Commissioning Plan;

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

• Test, Adjust and Balance Review: The CxP will review the final TAB report and provide insights, recommendations, etc.;

• Functional performance testing and manufacturer start-up: Testing to be completed by the CxP on 100% of the equipment within the scope of work;

• 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;

• O&M Manual Review: Submitted manuals will be provided to the Commissioning

Provider for the system pertaining to the commissioning scope. The Commissioning Provider will review specific warranty inclusions, organization, and information as accurate to actual project conditions; and

• Personnel: Commissioning agent to provide a list of personnel, including their titles, that will work on the project.

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

https://oregonbuys.gov/bso/

RFQ#S-27400-00014513 Commissioning Agent Services for HVAC Replacement at the Oregon Veterans’ Home in The Dalles pg. 2

Requested Availability Date of Product or Service: Contractor shall begin the work on or before September 4, 2025.

Due to seasonal testing requirements, contract expiration will be extended into 2026. However, a majority of the commissioning work and reporting is expected to be completed by October 31, 2025 (AHU’s are installed and operating, and boilers are planned for installation in August 2025.

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

Award Selection: 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 mailto:Tina.H.Reniere@odva.oregon.gov

RFQ#S-27400-00014513 Commissioning Agent Services for HVAC Replacement at the Oregon Veterans’ Home in The Dalles pg. 3

Exhibit A Quote Submission Form

Company Name:

Contact Name:

Address:

City, State, and Zip Code:

Phone Number:

Email:

Item # Description Time Hourly Rate Total 1 Commissioning plan, documentation creation, submittal review for project familiarization Hrs. $ $

2 Installation verification, site visits, and coordination meetings

Hrs. $ $

3 Manufacturer start-up witnessing for boilers, and review of manufacturer start-up on AHU’s already brought online

Hrs. $ $

4 Tab Report review and Cx testing prep Hrs. $ $ 5 Functional performance testing (including controls system), backchecking and follow-up after specific action items are completed

Hrs. $ $

6 Deficiency resolution Hrs. $ $ 7 Commissioning report Hrs. $ $ 8 Seasonal testing Hrs. $ $ 9 O&M Manual review Hrs. $ $

Other:

Description Total Reimbursables $

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:

All Pricing Must Be Held Firm For 90 Days

Commissioning Base Cost Total $

RFQ#S-27400-00014513 Commissioning Agent Services for HVAC Replacement at the Oregon Veterans’ Home in The Dalles pg. 4

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 at the Oregon Veterans’ Home in The Dalles

Agency Contact: Troy Croff

Facility and Construction Project Manager Troy.croff@odva.oregon.gov Email 971-388-8214 Phone

Project Location: Oregon Veterans’ Home – The Dalles 700 Veterans Drive The Dalles, OR 97058

Existing Conditions Evaluation:

If Vendors wish to evaluate the existing conditions of the site, project, etc. please reach out to the Agency Contact to schedule a visit.

RFQ Project Timeline:

RFQ to be posted to OregonBuys on or before August 7, 2025 Bid Submission deadline: 2:00pm on August 20, 2025 Contract to be issued on or before: September 4, 2025

Commissioning may take place over the course of several month. 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 and cc the agency contact, Troy Croff.

Project Description:

The Oregon Department of Veterans’ Affairs (ODVA) is requesting quotes for the commissioning of new HVAC equipment currently being installed at our Veterans’ Home in The Dalles, Oregon. We are replacing four (4) large Air Handler Units (AHU’s), two (2) boilers, two (2) pumps, other ancillary equipment, upgrading our VAV boxes, replacing pneumatic controls with DDC, etc. (See Exhibit D – Specifications and Exhibit E – Plans in this RFQ). The project is nearing completion, so the commissioning will be taking place toward the end of the project, as opposed to the beginning and throughout the project.

Commissioning Agent Deliverables:

• Breakdown of fees per phase (see below), 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;

• Test, Adjust and Balance Review: The CxP will review the final TAB report and provide insights, recommendations, etc.;

• Functional performance testing and manufacturer start-up: Testing to be completed by the CxP on 100% of the equipment within the scope of work;

mailto:Troy.croff@odva.oregon.gov mailto:ODVA.Invoices@odva.oregon.gov

RFQ#S-27400-00014513 Commissioning Agent Services for HVAC Replacement at the Oregon Veterans’ Home in The Dalles pg. 5

• 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;

• O&M Manual Review: Submitted manuals will be provided to the Commissioning

Provider for the system pertaining to the commissioning scope. The Commissioning Provider will review specific warranty inclusions, organization, and information as accurate to actual project conditions; and

• Personnel: Commissioning agent to provide a list of personnel, including their titles, that will work on the project.

Other Important Notes:

• Due to seasonal testing requirements, contract expiration will be extended into 2026.

However, a majority of the commissioning work and reporting is expected to be completed by October 31, 2025 (AHU’s are installed and operating, and boilers are planned for installation in August 2025.

• Commissioning Agent must provide a list of recent project (including reference contact information), similar in nature to this project, that they have performed similar services for.

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

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

• Commissioning Agent must check in and out with the Facilities Staff when visiting the site.

RFQ#S-27400-00014513 Commissioning Agent Services for HVAC Replacement at the Oregon Veterans’ Home in The Dalles pg. 6

HVAC Equipment Sample Pictures:

New AHU’s installed in Delta wing Example of one existing boiler to be replaced

Example of new boilers to be installed Example of pump to be replaced

RFQ#S-27400-00014513 Commissioning Agent Services for HVAC Replacement at the Oregon Veterans’ Home in The Dalles pg. 7

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 C, 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:

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.

RFQ#S-27400-00014513 Commissioning Agent Services for HVAC Replacement at the Oregon Veterans’ Home in The Dalles pg. 8

AUTOMOBILE LIABILITY INSURANCE:

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 Not required

NETWORK SECURITY AND PRIVACY LIABILITY:

Required Not required

POLLUTION LIABILITY:

Required 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 must provide all of the insurance coverages required herein, including, but not limited to, primary and non-contributory, additional insured, Self-Insured Retentions (SIRs), indemnity, and defense requirements. The umbrella or excess policies must 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, must 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, Directors and Officers 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 goods to be delivered and Services to be performed under this Contract. Coverage shall be primary and non-contributory with any other insurance and self-insurance.

Regarding Additional Insured status under the General Liability policy, Agency requires Additional Insured status with respect to liability arising out of ongoing operations and completed operations, but only with respect to Contractor's goods to be delivered and Services to be performed under this Contract. The Additional Insured endorsement with respect to liability arising out of Contractor’s 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.

RFQ#S-27400-00014513 Commissioning Agent Services for HVAC Replacement at the Oregon Veterans’ Home in The Dalles pg. 9

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 shall obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not 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 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 this Contract, for a minimum of 24 months following the later of:

(i) Contractor ’s completion and Agency’s acceptance of all goods and Services required under this Contract, or

(ii) Agency’s or Contractor’s termination of this Contract, or

(iii) 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) of Insurance must list the State of Oregon, its officers, employees, and agents as a Certificate holder and as an endorsed Additional Insured. The Certificate(s) of Insurance must 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(s) 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 under this Exhibit C.

NOTICE OF CHANGE OR CANCELLATION:

Contractor or its insurer shall provide at least 30 calendar 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-27400-00014513 Commissioning Agent Services for HVAC Replacement at the Oregon Veterans’ Home in The Dalles pg. 10

Exhibit D

Specifications

Cover Page

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Oregon Veterans' Home at The Dalles HVAC Replacement

June 30, 2023 Bid Set

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Oregon Veterans' Home at The Dalles HVAC Replacement

Oregon Veterans' Home at The Dalles HVAC Replacement

01 2000

PRICE AND PAYMENT PROCEDURES

SECTION 01 2000

PRICE AND PAYMENT PROCEDURES

PART 1 GENERAL

1.01 RELATED REQUIREMENTS

A. State of Oregon Invitation to Bid: Required Forms.

B. Resulting State of Oregon Contract - Exhibit 6, General Conditions and Exhibit 7, Supplemental

Conditions.

1.02 SCHEDULE OF VALUES

A. Use Schedule of Values Form: Any acceptable to Owner and Architect. Provide for review.

B. Electronic media printout including equivalent information will be considered in lieu of standard form specified; submit draft to Architect for approval.

C. Forms filled out by hand will not be accepted.

D. Format: Utilize the Table of Contents of this Project Manual. Identify each line item with number and title of the specification Division. Identify site mobilization.

E. Include in each line item, the amount of Allowances specified in this section. For unit cost

Allowances, identify quantities taken from Contract Documents multiplied by the unit cost to achieve the total for the item.

F. Include separately from each line item, a direct proportional amount of Contractor's overhead and profit.

G. Revise schedule to list approved Change Orders, with each Application For Payment.

1.03 APPLICATIONS FOR PROGRESS PAYMENTS

A. Payment Period: Submit at intervals stipulated in the Agreement.

B. Use Form: Any acceptable to Owner and Architect. Provide for review.

C. Electronic media printout including equivalent information will be considered in lieu of standard form specified; submit sample to Architect for approval.

D. Forms filled out by hand will not be accepted.

E. For each item, provide a column for listing each of the following:

1. Item Number.

2. Description of work.

3. Scheduled Values.

4. Previous Applications.

5. Work in Place and Stored Materials under this Application.

6. Authorized Change Orders.

7. Total Completed and Stored to Date of Application.

8. Percentage of Completion.

9. Balance to Finish.

10. Retainage.

F. Execute certification by signature of authorized officer.

G. Use data from approved Schedule of Values. Provide dollar value in each column for each line item for portion of work performed and for stored products.

Oregon Veterans' Home at The Dalles HVAC Replacement

H. List each authorized Change Order as a separate line item, listing Change Order number and dollar amount as for an original item of work.

I. Submit one (1) signed and notarized copy of each Application for Payment to Architect and Project

Manager.

J. Include the following with the application:

1. Transmittal letter as specified for submittals in Section 01 3000 Administrative Requirements.

2. Construction progress schedule, revised and current as specified in Section 01 3000 Administrative Requirements.

3. Current construction photographs specified in Section 01 3000 Administrative Requirements.

4. Partial release of liens from major subcontractors and vendors.

5. Project record documents as specified in Section 01 7800 Closeout Submittals, for review by Owner which will be returned to the Contractor.

K. When Architect requires substantiating information, submit data justifying dollar amounts in question.

Provide one copy of data with cover letter for each copy of submittal. Show application number and date, and line item by number and description.

1.04 MODIFICATION PROCEDURES

A. Architect's Supplemental Instructions:

1. For minor changes not involving an adjustment to the Contract Sum or Contract Time, Architect will issue instructions directly to Contractor.

B. Construction Change Directive:

1. For other required changes, Architect will issue a document signed by Owner instructing Contractor to proceed with the change, for subsequent inclusion in a Change Order.

2. The document will describe the required changes and will designate method of determining any change in Contract Price or Contract Time.

3. Promptly execute the change.

C. Proposal Request - Initiated by the Architect or Owner:

1. For changes for which advance pricing is desired, Architect will issue a document that includes a detailed description of a proposed change with supplementary or revised drawings and specifications, a change in Contract Time for executing the change with a stipulation of any overtime work required and the period of time during which the requested price will be considered valid.

Contractor shall prepare and submit a fixed price quotation within five working days.

D. Proposal Request - Initiated by the Contractor:

1. Contractor may propose a change by submitting a request for change to Architect, describing the proposed change and its full effect on the work, with a statement describing the reason for the change, and the effect on the Contract Price and Contract Time with full documentation. Document any requested substitutions in accordance with Section 01 6000 Product Requirements.

E. Computation of Change in Contract Amount: As specified in the Agreement and Conditions of the

Contract.

1. For change requested by Architect for work falling under a fixed price contract, the amount will be based on Contractor's price quotation.

Oregon Veterans' Home at The Dalles HVAC Replacement

2. For change requested by Contractor, the amount will be based on the Contractor's request for a Change Order as approved by Architect.

3. For change ordered by Architect without a quotation from Contractor, the amount will be determined by Architect based on the Contractor's substantiation of costs as specified for Time and Material work.

1.05 SUBSTANTIATION OF COSTS: PROVIDE FULL INFORMATION REQUIRED FOR EVALUATION.

A. On request, provide the following data:

1. Quantities of products, labor, and equipment.

2. Taxes, insurance, and bonds.

3. Overhead and profit.

4. Justification for any change in Contract Time.

5. Credit for deletions from Contract, similarly documented.

B. Support each claim for additional costs with additional information:

1. Origin and date of claim.

2. Dates and times work was performed, and by whom.

3. Time records and wage rates paid.

4. Invoices and receipts for products, equipment, and subcontracts, similarly documented.

C. For Time and Material work, submit itemized account and supporting data after completion of change, within time limits indicated in the Conditions of the Contract.

D. Execution of Change Orders: Contractor will draft Change Orders for for the Agency to gather signatures of parties as provided in the general terms and conditions of the Contract.

E. After execution of Change Order, promptly revise Schedule of Values and Application for Payment forms to record each authorized Change Order as a separate line item and adjust the Contract Price.

F. Promptly revise progress schedules to reflect any change in Contract Time, revise sub-schedules to adjust times for other items of work affected by the change, and resubmit.

G. Promptly enter changes in Project Record Documents.

1.06 APPLICATION FOR FINAL PAYMENT

A. Prepare Application for Final Payment as specified for progress payments, identifying total adjusted

Contract Price, previous payments, and sum remaining due.

B. Application for Final Payment will not be considered until the following have been accomplished:

1. All closeout procedures specified in Section 01 7000 Execution and Closeout Requirements.

PART 2 PRODUCTS - NOT USED

PART 3 EXECUTION - NOT USED

END OF SECTION

Oregon Veterans' Home at The Dalles HVAC Replacement

01 2500

SUBSTITUTION PROCEDURES

SECTION 01 2500

SUBSTITUTION PROCEDURES

PART 1 GENERAL

1.01 DEFINITIONS

A. Substitutions: Changes from Contract Documents requirements proposed by Contractor to materials, products, assemblies, and equipment.

1. Substitutions for Cause: Proposed due to changed Project circumstances beyond Contractor's

Control.

a. Unavailability.

b. Regulatory changes.

2. Substitutions for Convenience: Proposed due to possibility of offering substantial advantage to the Project.

PART 2 PRODUCTS - NOT USED

PART 3 EXECUTION

3.01 GENERAL REQUIREMENTS

A. A Substitution Request for products, assemblies, materials, and equipment constitutes a representation that the submitter:

1. Has investigated proposed product and determined that it meets or exceeds the quality level of the specified product, equipment, assembly, or system.

2. Agrees to provide the same warranty for the substitution as for the specified product.

3. Agrees to provide same or equivalent maintenance service and source of replacement parts, as applicable.

4. Agrees to coordinate installation and make changes to other work that may be required for the work to be complete, with no additional cost to Owner.

5. Waives claims for additional costs or time extension that may subsequently become apparent.

6. Agrees to reimburse Owner and Architect for review or redesign services associated with re-approval by authorities.

B. A Substitution Request for specified installer constitutes a representation that the submitter:

1. Has acted in good faith to obtain services of specified installer, but was unable to come to commercial, or other terms.

C. Document each request with complete data substantiating compliance of proposed substitution with

Contract Documents. Burden of proof is on proposer.

1. Note explicitly any non-compliant characteristics.

D. Content: Include information necessary for tracking the status of each Substitution Request, and information necessary to provide an actionable response.

1. Forms included in the Project Manual are adequate for this purpose, and must be used.

E. Limit each request to a single proposed substitution item.

1. Submit an electronic document, combining the request form with supporting data into single document.

Oregon Veterans' Home at The Dalles HVAC Replacement

3.02 SUBSTITUTION PROCEDURES DURING PROCUREMENT

A. Submittal Time Restrictions:

1. Instructions to Bidders specifies time restrictions and the documents required for submitting substitution requests during the bidding period.

B. Submittal Form (before award of contract):

1. Submit substitution requests by completing the form in Section 00 4325 Substitution Request Form - During Procurement; see this section for additional information and instructions. Use only this form; other forms of submission are unacceptable.

3.03 SUBSTITUTION PROCEDURES DURING CONSTRUCTION

A. Submittal Form (after award of contract):

1. Submit substitution requests by completing the form in Section 00 6325 Substitution Request Form - During Construction; see this section for additional information and instructions. Use only this form; other forms of submission are unacceptable.

B. Submit request for Substitution for Cause immediately upon discovery of need for substitution, but not later than 14 days prior to time required for review and approval by Architect, in order to stay on approved project schedule.

C. Submit request for Substitution for Convenience immediately upon discovery of its potential advantage to the project, but not later than 14 days prior to time required for review and approval by Architect, in order to stay on approved project schedule.

1. In addition to meeting general documentation requirements, document how the requested substitution benefits the Owner through cost savings, time savings, greater energy conservation, or in other specific ways.

2. Document means of coordinating of substitution item with other portions of the work, including work by affected subcontractors.

3. Bear the costs engendered by proposed substitution of:

a. Owner's compensation to the Architect for any required redesign, time spent processing and evaluating the request.

b. Other construction by Owner.

c. Other unanticipated project considerations.

D. Substitutions will not be considered under one or more of the following circumstances:

1. When they are indicated or implied on shop drawing or product data submittals, without having received prior approval.

2. Without a separate written request.

3.04 RESOLUTION

A. Architect may request additional information and documentation prior to rendering a decision. Provide this data in an expeditious manner.

B. Architect will notify Contractor in writing of decision to accept or reject request.

1. Architect's decision following review of proposed substitution will be noted on the submitted form.

3.05 ACCEPTANCE

Oregon Veterans' Home at The Dalles HVAC Replacement

A. Accepted substitutions change the work of the Project. They will be documented and incorporated into work of the Project by Change Order, Construction Change Directive, Architectural Supplementary Instructions, or similar instruments provided for in the Conditions of the Contract.

3.06 CLOSEOUT ACTIVITIES

A. See Section 01 7800 - Closeout Submittals, for closeout submittals.

B. Include completed Substitution Request Forms as part of the Project record. Include both approved and rejected Requests.

END OF SECTION

Oregon Veterans' Home at The Dalles HVAC Replacement

01 3000

ADMINISTRATIVE REQUIREMENTS

SECTION 01 3000

ADMINISTRATIVE REQUIREMENTS

PART 1 GENERAL

1.01 RELATED REQUIREMENTS

A. Section 01 6000 - Product Requirements: General product requirements.

B. Section 01 7000 - Execution and Closeout Requirements: Additional coordination requirements.

C. Section 01 7800 - Closeout Submittals: Project record documents; operation and maintenance data;

warranties and bonds.

D. Section 01 9113 - General Commissioning Requirements: Additional procedures for submittals relating to commissioning.

1. Where submittals are indicated for review by both Architect and the Commissioning Authority, submit one extra and route to Architect first, for forwarding to the Commissioning Authority.

2. Where submittals are not indicated to be reviewed by Architect, submit directly to the

Commissioning Authority; otherwise, the procedures specified in this section apply to commissioning submittals.

1.02 GENERAL ADMINISTRATIVE REQUIREMENTS

A. Comply with requirements of Section 01 7000 - Execution and Closeout Requirements for coordination of execution of administrative tasks with timing of construction activities.

B. Make the following types of submittals to Architect:

1. Requests for Information (RFI).

2. Requests for substitution.

3. Shop drawings, product data, and samples.

4. Test and inspection reports.

5. Design data.

6. Manufacturer's instructions and field reports.

7. Applications for payment and change order requests.

8. Progress schedules.

9. Coordination drawings.

10. Correction Punch List and Final Correction Punch List for Substantial Completion.

11. Closeout submittals.

PART 2 PRODUCTS - NOT USED

PART 3 EXECUTION

3.01 PRECONSTRUCTION MEETING

A. Owner will schedule a meeting after Notice of Award.

B. Attendance Required:

1. Owner.

2. Architect.

3. Contractor.

Oregon Veterans' Home at The Dalles HVAC Replacement

4. Sub-consultants as determined by the Architect..

5. Sub-contractors as determined by the General Contractor.

C. Agenda:

1. Execution of Owner-Contractor Agreement.

2. Submission of executed bonds and insurance certificates.

3. Review of Contract Documents.

4. Submission of list of Subcontractors, schedule of values, and progress schedule.

5. Designation of personnel representing the parties to Contract, such as the Owner and Architect.

6. Procedures and processing of field decisions, submittals, substitutions, applications for payments, proposal request, Change Orders, and Contract closeout procedures.

7. Scheduling.

D. Record minutes and distribute copies within two days after meeting to participants, with copies to

Architect, Owner, participants, and those affected by decisions made.

3.02 PROGRESS MEETINGS

A. General Contractor will make arrangements for meetings, prepare agenda with copies for participants, preside at meetings.

B. Attendance Required:

1. Contractor.

2. Owner.

3. Architect.

4. Special consultants as needed.

5. Contractor's superintendent.

6. Major subcontractors as needed.

C. Agenda:

1. Review minutes of previous meetings.

2. Review of work progress.

3. Field observations, problems, and decisions.

4. Identification of problems that impede, or will impede, planned progress.

5. Review of submittals schedule and status of submittals.

6. Review of RFIs log and status of responses.

7. Review of off-site fabrication and delivery schedules.

8. Maintenance of progress schedule.

9. Corrective measures to regain projected schedules.

10. Planned progress during succeeding work period.

11. Coordination of projected progress.

12. Maintenance of quality and work standards.

13. Effect of proposed changes on progress schedule and coordination.

14. Other business relating to work.

Oregon Veterans' Home at The Dalles HVAC Replacement

D. Record minutes and distribute copies within two days after meeting to participants, with copies to

Architect, Owner, participants, and those affected by decisions made.

3.03 CONSTRUCTION PROGRESS SCHEDULE

A. Within 10 days after date of the Agreement, submit preliminary schedule.

B. If preliminary schedule requires revision after review, submit revised schedule within 10 days.

C. Within 20 days after review of preliminary schedule, submit draft of proposed complete schedule for review.

1. Include written certification that major Subcontractors have reviewed and accepted proposed

Schedule.

D. Within 10 days after joint review, submit complete schedule.

E. Submit updated schedule with each Application for Payment.

3.04 PROGRESS PHOTOGRAPHS

A. Submit photographs with each Application for Payment, taken not more than 3 days prior to submission of application for payment.

B. Photography Type: Digital; electronic files.

C. Provide photographs of site and construction throughout progress of work produced by an experienced photographer, acceptable to Architect.

D. In addition to periodic, recurring views, take photographs of each of the following events:

1. Completion of site clearing.

2. Excavations in progress.

3. Foundations in progress and upon completion.

4. Structural framing in progress and upon completion.

5. Enclosure of building, upon completion.

6. Final completion, minimum of ten (10) photos.

E. Views:

1. Provide aerial photographs from four cardinal views at each specified time, until structure is enclosed.

2. Provide non-aerial photographs from four cardinal views at each specified time, until date of

Substantial Completion.

3. Consult with Architect for instructions on views required.

4. Provide factual presentation.

5. Provide correct exposure and focus, high resolution and sharpness, maximum depth of field, and minimum distortion.

F. Digital Photographs: 24 bit color, minimum resolution of 1024 by 768, in JPG format; provide files unaltered by photo editing software.

1. Delivery Medium: Via email.

2. File Naming: Include project identification, date and time of view, and view identification.

3. PDF File: Assemble all photos into printable pages in PDF format, with 2 to 3 photos per

Oregon Veterans' Home at The Dalles HVAC Replacement page, each photo labeled with file name; one PDF file per submittal.

3.05 COORDINATION DRAWINGS

A. Provide information required by Owner for preparation of coordination drawings.

B. Review drawings prior to submission to Architect.

3.06 REQUESTS FOR INFORMATION (RFI)

A. Definition: A request seeking one of the following:

1. An interpretation, amplification, or clarification of some requirement of Contract Documents arising from inability to determine from them the exact material, process, or system to be installed; or when the elements of construction are required to occupy the same space

(interference); or when an item of work is described differently at more than one place in

Contract Documents.

2. A resolution to an issue which has arisen due to field conditions and affects design intent.

B. Whenever possible, request clarifications at the next appropriate project progress meeting, with response entered into meeting minutes, rendering unnecessary the issuance of a formal RFI.

C. Preparation: Prepare an RFI immediately upon discovery of a need for interpretation of Contract

Documents. Failure to submit a RFI in a timely manner is not a legitimate cause for claiming additional costs or delays in execution of the work.

1. Prepare a separate RFI for each specific item.

a. Review, coordinate, and comment on requests originating with subcontractors and/or materials suppliers.

b. Do not forward requests which solely require internal coordination between

Subcontractors.

2. Prepare in a format and with…