WLOC Cx RFP Addendum 01 20260311 FINAL.pdf

REQUEST FOR PROPOSALS

The City of West Linn, West Linn Opera�ons Complex

Commissioning Services

RFP Closing (Due Date & Time):

March 18th, 2026 at 2:00 PM Pacific Standard Time

Issued:

March 12th, 2026

Addendum 01

Request for Proposals

The City of West Linn, West Linn Opera�ons Complex

Commissioning Services

Deadline for Bidder/Proposer Ques�ons 03/9/26 at 2:00pm

Addendum 01 Published 3/12/26

1. Ques�ons

a. We are pursuing the City of West Linn’s Opera�on Complex Cx project, and I am hoping you could send me Exhibits 1-3? They are not available on OregonBuys. I do have

Exhibits 4-7. I also want to clarify that they will be returned as separate documents, not included in our package as stated in Sec�on E. Please see exhibits 1-3 a�ached to this addendum. Reference the RFP Exhibit 4: Evalua�on table for page requirements.

b. We manufacture metal roofing and siding in the Pacific Northwest, and I am hoping that you would be able to entertain a subs�tu�on request for the Standing Seam Metal Roof

Panels, Metal Wall Panels, and Underlayment on this project. Please see aAached and let me know if you have any ques�ons or concerns. This solicita�on is for commissioning services, please direct subs�tu�on requests to the contractor at the �me of bidding.

c. I was wondering if you could share the geo report for this project or point me in the right direc�on to find it. This solicita�on is for commissioning services. Geotechnical documents are not included as part of the materials provided for this RFP.

d. Is Exhibit 2 a document provided by the City of West Linn that proposers are expected to complete? Or are we simply being asked to dedicate one page per example project within our proposal? A specific template or document for Exhibit 2 was not included in the posted materials. Please use the a�ached exhibit 2 template and complete in full.

e. Do Exhibits 1–3 count toward the proposal page limit? Exhibits 1-3 count towards the proposal page limit. Reference the evalua�on table shown in the RFP.

f. The RFP requests that proposers “provide the percentage level of effort for each primary team member for each phase.” Does this refer to the percentage of �me each team member is expected to spend on the project during each phase? Please clarify.

Confirmed, please provide a percentage of the �me each team member will spend on a given phase.

g. Are Exhibits 1–3 separate documents that will be provided by the City of West Linn?

These documents were referenced in the RFP but were not included in the posted materials. The RFP indicates that Exhibits 1, 2, and 3 are Word documents to be completed and returned by proposers. However, these templates were not included in the RFP post. Should we: Wait for the City to provide the official Exhibit 1, 2, and 3 Word templates, or create our own sec�ons within the proposal �tled “Exhibit 1,”“Exhibit 2,” and “Exhibit 3” that contain the informa�on described in the evalua�on criteria? Please see exhibits 1-3 a�ached to this addendum.

h. Please can you please provide the following word documents referenced page 5 Sec�on

E. of the RFP.

i. Exhibit 1: Commissioning Firm Experience

ii. Exhibit 2: Commissioning Experience For Similar Project

iii. Exhibit 3: Budget Table

iv. Please see exhibits 1-3 a�ached to this addendum.

i. The 2025 OEESC indicates that commissioning will be included in the design phase. But the commissioning scope of work for this project begins with the construc�on phase.

Has the design phase scope already been addressed already in this project? If not, what are the expecta�ons for the commissioning scope during the design phase?

Commissioning services for this solicita�on are an�cipated to begin during the construc�on phase. The selected commissioning provider will review the available design documenta�on and incorporate any necessary design-phase commissioning ac�vi�es, as applicable, to support compliance with the 2025 OEESC.

j. Exhibit 5: We would request nego�a�ng minor amendments to the provided PSA reflec�ng the nature of services to be provided. These include:

i. *Providing representa�on and warranty that we are licensed to perform the services - Commissioning providers are not licensed.

ii. *Indemnity obliga�ons to be limited to third party claims, losses, damages, etc.

to the extent arising from negligence or wrongful conduct

iii. *Modify insurance provisions;

iv. *addi�onal insured and primary status would apply to the extent the losses are due to negligence

v. *professional liability coverage is provided in aggregate not per occurrence

vi. *auto liability coverage is $1 million not $2 million

vii. *no�ce of cancella�on will not be provided by our insurers, we can agree to provide no�ce directly

viii. *Include a waiver of consequen�al damages and a reasonable limita�on of liability cap

ix. Adjustments to the PSA can be discussed a1er a firm is selected.

k. Will resumes be included in the page count? Resumes count towards the proposal page limit. Reference the evalua�on table shown in the RFP.

l. The RFP states that one complete electronic copy in PDF format is required. Could you please confirm whether proposals should be submiAed via email, and if so, to whom?

Please reference the RFP for submission requirements.

m. Can the City disclose who will be on the evalua�on commiAee? The selec�on commi�ee will be made up of West Linn personnel.

n. I have aAached EV Materials LeAer explaining who we are and a copy of our Product

Catalog, Precast Catalog, Pedestal Catalog, Installa�on Guide and Price List. This solicita�on is for commissioning services, please direct requests to the contractor at the

�me of bidding.

o. Is Interface Engineering eligible to propose and poten�ally be awarded this project?

Please refer to ASHRE 90.1 for requirements surrounding commissioning provider be a third-party en�ty not associated with the building or design of the project.

p. Regarding the sample agreement, will the city accept the following modifica�ons?

i. Sec�on 8: This states the consultant is liable for losses caused by any delay, outside of the City being at fault or Force Majeure, which is rela�vely broad. We would like to propose the following language:

1. Time is of the essence under this Agreement. Contractor shall perform the Services in accordance with the agreed schedule using reasonable professional diligence. Contractor shall not be responsible for delays caused by factors beyond Contractor’s reasonable control. Contractor shall not be liable for consequen�al or delay damages, and the City’s remedy for failure to meet the schedule shall be limited to the remedies set forth in the termina�on provisions of this Agreement.

ii. The heading for Umbrella Insurance is bracketed. Will the umbrella insurance be required?

iii. Adjustments to the PSA can be discussed a1er a firm is selected.