Request for Proposals - Commissioning Services

The City of West Linn, Oregon, located in Clackamas County, is soliciting proposals for comprehensive commissioning services for the West Linn Operations Complex (WLOC), a new public works facility being developed on approximately 7 acres of a 30-acre site at 22500 Salamo Road. The procurement encompasses commissioning services to verify and optimize the performance of building systems, including HVAC, chiller systems, boiler systems, energy management systems, variable frequency drives, lighting controls, electrical systems, fire/life safety systems, plumbing, and other mechanical and controls systems. The facility includes two primary buildings with offices, workshops, and storage bays, along with a paved yard for bulk storage, truck circulation, fueling, and washout, designed to prioritize safety, seismic resilience, and energy efficiency while enhancing emergency response readiness and reducing long-term operating costs. Key deliverables required from the selected commissioning agent include developing a comprehensive commissioning plan, authoring commissioning specifications, developing functional test procedures, witnessing and documenting functional tests, performing hands-on testing, reviewing O&M manuals and training, compiling commissioning records, developing systems manuals, and conducting seasonal testing during the warranty period in compliance with 2025 OEESC standards and ASHRAE 90.1 requirements. Qualified firms must demonstrate extensive experience in commissioning complex building systems across multiple sectors, with registered professional engineers on staff who have directed similar projects, documented experience with the specific systems identified, and ability to serve as third-party entities independent of the building designer and contractor. Proposals must be submitted electronically in PDF format to Julia Stong at Julia@KloshGroup.com with a copy to Morgan Lovell at Mlovell@westlinnoregon.gov no later than 2:00 p.m. Pacific Standard Time on March 18, 2026; Addendum 01 was issued on March 11, 2026, addressing bidder questions submitted by the March 9, 2026 deadline. Evaluation criteria include demonstrated commissioning experience on similar projects, firm qualifications and technical expertise, project team composition with identified personnel and percentage time commitments, and detailed budget proposals organized by construction and warranty period phases.

The procurement does not specify any particular set-aside designations for disadvantaged enterprises, though proposers must certify non-discrimination in employment practices and identify resident status as defined in Oregon Revised Statutes 279A.120. All proposals must comply with Oregon public bidding procedures and the City's Local Contract Review Board Policy, with electronic submission required and hardcopy or faxed submissions not accepted. Proposers must register with the OregonBuys bid management platform to receive future addenda and project updates. No incumbent vendor or current contractor information is identified in the available procurement documents. The contract will operate under a Personal Services Agreement substantially similar in structure to existing City agreements, with proposed modifications regarding insurance provisions, indemnification obligations, liability limitations, and other contractual terms subject to negotiation following firm selection. The agreement will require the selected contractor to maintain commercial general liability insurance of $2,000,000, automobile liability insurance of $2,000,000, and professional liability insurance of $2,000,000. While specific contract award values and total budget constraints are not detailed in the publicly available RFP materials, the commissioning services budget structure itemizes costs across nine construction phase task categories and warranty period activities, with compensation to be determined based on scope completion and City acceptance of all deliverables.