SONOMA COUNTY JUNIOR COLLEGE DISTRICT. RFQ #1054 for Engineering & Design Services For Districtwide Energy Management/Sustainability Projects

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1 RFQ SCHEDULE (Subject to Change) SONOMA COUNTY JUNIOR COLLEGE DISTRICT RFQ #1054 for Engineering & Design Services For Districtwide Energy Management/Sustainability Projects Advertisement and issue of RFQ October 9 and 16, 2016 Pre-Proposal Meeting Doyle Library, Room 4245 Monday October 17, :30 PM Deadline for Vendor Questions October 19, pm (PT) Addendum Issue By Friday October 21, 2016 Proposals Due October 27, pm (PT) Evaluation of Statement of Qualifications responses Friday October 28 Monday October 31, 2016 Board Meeting November 8, 2015 The District is issuing this solicitation via its electronic bidding system. All vendor responses must be submitted electronically; no paper or ed responses will be accepted. To download the event information please go to Vendor questions must be submitted via on or before 5:00 p.m. on October 19, 2016, and must be submitted to: Laura Rivera, CPSM, Director of Purchasing at lrivera@santarosa.edu I. Request for Qualifications The Sonoma County Community College District is requesting Statements of Qualifications to establish a pool of qualified engineering firms to provide design services for energy management projects such as retro-commissioning services, monitoring-based commissioning services, photovoltaic systems, solar thermal systems, modular central plants, geothermal direct use central plants, geothermal heat pump systems, Thermal Energy Storage and other energy sustainability related projects. Design work will include all mechanical, electrical and plumbing needs for the above projects. The solicitation of construction and related services will be conducted under the rules of sections through of the California Government Code. The District s expectation is to attain energy cost savings on the current annual electricity cost of an estimated $1.8 million dollars and to reduce its carbon footprint, in compliance with the District s strategic goals for sustainability. The District reserves the right to cancel or to amend this RFQ by issuance of addenda. Subsequent addenda, if any, will be submitted to all known interested parties electronically. II. Background Information The District is a public, two-year California Community College District located in the heart of Sonoma County. The district serves the communities of Santa Rosa, Petaluma, Windsor, Forestville, Healdsburg, amongst others. The College offers educational services for four-year university transfers, technical training, continuing education, contract education with local businesses, and community cultural enrichment. The District serves in excess of 20,000 students and employs more than 3,000 faculty and staff. The District has undertaken a major capital building program to implement the $410 million Measure H Bond Program approved by Sonoma County voters in November The overriding goals of this program's repair, modernization and expansion efforts are to expand the existing college campuses as needed to serve the projected enrollment and to modernize them to a like new condition for another 30 years of service to students and the community as a whole.

2 III. Timelines The District s expectation is for the selected firm or firms to complete design work and initial project completion by end of summer 2017 and to establish timelines for upcoming projects as they are identified. IV. Project List this is a list of potential future projects this list is subject to revisions based on funding allocations. Potential Energy Project List Geothermal Energy plants Building HVAC Replacements Description Utilizing geothermal direct use technology to phase out natural gas and create a sustainable solutions for providing heating and cooling of campus buildings. Renovating existing building to handle future centralized heating and cooling systems. Ground Source Heat Pump Loops Photovoltaics Systems Solar Thermal Systems Retrocommissioning Services Monitoring-Based Commissioning Services ASHRAE Level 2 Energy Audits Cogeneration Plants Modular Central Plants Connecting multpy buildings to a condensing water loop for sustainable heating and cooling of prgram spaces. Design and engineering of 4-5 Megawatt solar systems. Design and engineering of Solar Thermal System for Indoor and Outdoor Pool systems. Energy services for retro-commissioning and energy analysis of existing buildings. Energy services for the commissioning of existing buildings using submetering systems for Measurement and Verification of Energy savings. Energy services for the analysis of energy systems, buildings, and infrastructure, using ASHRAE Standards. Design and Engineering of a sustainable replacement of Santa Rosa Campus, Cogeneration Plant. Design and Engineering of Distributed Cental Plants to gain high efficiencies of heating and cooling for Campus HVAC systems.

3 V. Services to be provided The District is seeking to qualify professional engineering firms to assist the District in the development of project design in accordance with California Government Code through as it applies to California Community College Districts. Services include the preparation of technical specifications and assisting the District with development and evaluation of RFP responses. Selected firm responsibilities may include: Design Services as it relates the below capital energy projects: Photovoltaic Energy Systems Solar Thermal Energy Systems Geothermal Direct Use systems Condensing Water Loop systems Cogeneration Plants Central Chilled/Hot Water Plants Energy Services as it relates to the below projects ASHRAE Level 2 Energy Audits Retro-commissioning Services Monitoring-Based Commissioning Services Energy Planning and Utility expense analysis Participate in pre-bid meetings and site walks to review the project area, scope, and to obtain a detailed awareness of the conditions at the site. Assist the District in reviewing and evaluating all responses to the RFP and shall recommend a final selection based on submitted qualifications, price, the best value to the District, and other jointly developed criteria. Support or assist in regulatory permit acquisition assistance including Local and State requirements and processes called for by the Division of the State Architect, as needed. Coordinate between the District, utility provider and the selected contractor to identify and implement successful project installation, utility service interface and interconnections, and metering with existing utility infrastructure. Assist the District and the selected contractor in identifying and completing any applications, forms, or other required documentation necessary for compliance with all local or state entity having jurisdiction over the project or for any available public or private rebate, credit or incentive programs. Other engineering and consulting services applicable to the above listed projects. The selected firm(s) shall work closely and in cooperation with the District Measure H Bond Program Team and shall be readily accessible at all times for review and coordination with Measure H Bond Program Team staff and authorized architectural groups and consultants. VI. Submission of RFQ Response To be considered by the Selection Committee, respondents must submit a response to this RFQ which addresses each and every requirement of this RFQ. The total volume of the proposal to comprehensively respond to these items may be no longer than 30, single-sided pages, excluding Project Team resumes. Respondents are solely responsible for timely submission of RFQ responses. The District reserves the right to cancel or amend this RFQ by issuance of written addenda. If addenda to this RFQ are issued, Respondents must acknowledge receipt of addenda in their RFQ responses and RFQ responses must address materials/requirements relating to this RFQ as described in addenda issued by the District. Failure to acknowledge and respond to any addenda issued by the District may render the respondent s RFQ submittal to be deemed non-responsive and it may be rejected.

4 VII. Qualifications When submitted, the complete statement of qualifications should be comprised of the below listed sections. Submittals are to provide the information requested below with contents relevant and specific to each of the following sections and outlined in the specific order provided below: A. Firm Information. The required detailed information regarding the company s specific experience in providing services for similar installations. Experience should include a description of the firm s role on each such project. The statement of experience within the description of the firm must include detailed information as follows: 1. Credentials related to the above stated projects, related to analysis and life cycle cost analysis. 2. Experience related to energy efficiency capital projects, analysis and life cycle cost analysis, including a list of specific projects the firm has completed in the past five years (including the project name, owner, dates the period of service, and dollar value of the services performed by the firm). 3. Credentials related to sustainable construction and/ or sustainability building standards (e.g. Coalition for High Performance Schools, Leadership in Energy and Environmental Design, and Living Building Challenge) 4. Experience related to sustainable construction and/ or sustainability building standards including a list of specific projects the firm has completed in the past five years (including the project name, owner, dates the period of service, and dollar value of the services performed by the firm). 5. Experience working with Community Colleges and other universities including a list of specific projects the firm has completed in the past five years (including the project name, owner, dates the period of service, and dollar value of the services performed by the firm). 6. Credentials for mechanical systems and central plant design and engineering. 7. Credentials for Photovoltaic and Solar thermal systems design and engineering. 8. Experience on projects involving geothermal direct use (ground source heat pumps, condensing water loop, ground source heat pump central plant), including all mechanical and electrical distribution piping throughout a campus or building complex including a list of specific projects the firm has completed in the past five years (including the project name, owner, dates the period of service, and dollar value of the services performed by the firm); 9. Experience on projects involving Photovoltaic Systems including a list of specific projects the firm has completed in the past seven years that ranged in construction cost from $1,000, to $25,000, (including the project name, owner, dates for the period of service, and dollar value of the services performed by the firm). 10. Experience related to Division of State Architect approval and administration, including a list of specific projects the firm has completed in the past five years (including the project name, owner, dates the period of service, and dollar value of the services performed by the firm).

5 11. Experience on projects involving integration of new equipment and central plant systems with energy management systems and existing related legacy systems, including a list of specific projects the firm has completed in the past five years (including the project name, owner, dates the period of service, and dollar value of the services performed by the firm). 12. Experience on commissioning building energy systems, retro-commissioning building energy systems and monitoring based commissioning energy systems, including a list of specific projects the firm has completed in the past five years (including the project name, owner, dates the period of service, and dollar value of the services performed by the firm). B. Description of Key Personnel. Provide Specific descriptions of the background, experience and qualifications of all key personnel who will have an active part in providing the services requested. All professionals should be experienced and if required, licensed, certified, or registered in their areas of expertise. Specific information as to credentials and experience with the firm must be provided for each key team member identified. The District reserves the right to request references for key personnel. C. Identification of Sub-consultants. Each respondent shall identify any sub-consultant(s) it intends to utilize in the performance of its services, and provide information on each such sub-consultant similar to the information required in preceding item B. The same specific information as to credentials and experience with the firm must be provided for each sub-consultant identified, whether by firm or individual. D. Additional information. Each respondent is encouraged to provide any additional information or a description of resources it believes is pertinent to this RFQ. The District encourages the inclusion of letters of reference and/or testimonials in proposals. E. Fee Schedule. Each respondent shall provide cost information on fees for all positions that will provide consulting services to the District. The District will request firm fixed cost proposals of the best qualified firm for specific project scopes, as they are identified. VIII. Compensation Following the qualifications-based selection process, the District will request Firm Fixed-Price proposal(s) for all or part of the services delineated above from those firms(s) identified for specific project. Those proposals may be subsequently negotiated by the District. If fee negotiations with any firm deemed most qualified for the project, based on the firm(s) SOQ, and interviews if conducted, are not successful, the District will then seek to negotiate and execute a contract with the next qualified firm. IX. Selection of Pre-Qualified Firms The selection process will be based on the completeness and responsiveness of the submittal. The selection process will consist of the following: Qualifications received will be reviewed for responsiveness by the selection committee. Responsive firms may be requested to attend interviews conducted by the selection committee at Sonoma County Junior College District. Following the evaluations of the responses to the RFQ and any interviews conducted, the Selection Committee will publish a short-list of firms determined to be qualified to propose on the subject project. Short-listed firms will be requested to respond to a Request for Proposal for the project. The successful firms will be selected based on a combination of their submitted Statement of Qualifications, interview results should there be any interviews, and Project Proposals. The Selection Committee will then recommend to the Board of Trustees that the District enter into an agreement for services with the selected firm for the project.

6 Recommendations by the Selection Committee for the selection of providers will be based upon the ability of the firm to achieve the District s objectives and demonstrated competence and qualifications to perform the basic services at a fair and reasonable price to the District. The recommendation by the Selection Committee is not binding on the District. Formal award of any Agreement will only be affected after the District s Board of Trustees has formally approved of such award. The District reserves the right to waive minor irregularities in the solicitation process. The District may award one or more Consultant Contracts, or no Consultant Contracts. X. Selection Criteria 1. Project History demonstrated experience of the firm in providing equal services as those described in this document - 25 points 2. Personnel qualifications and experience of the listed personnel - 25 points 3. Project history with projects of similar size and scope working in a California Higher Education organization (Community Colleges and/or University system) - 25 points 4. Project experience working with DSA or with DSA requirements - 15 points 5. Fees - 10 points Total Points: 100 XI. Evaluation & Acceptance of Statements of Qualification The District reserves the right to reject any and all SOQs, to amend the RFQ and the RFQ process, and to discontinue or re-open the process at any time. The SOQs will be evaluated based on each respondent s qualifications and relevant experience. XII. Basis of Award As the basis of award the District intends to utilize the determination of best qualified to provide the required services. There is no guarantee express or implied that the District will provide work to all or any of the Respondents that submit a response to this RFQ. All costs and expenses incurred by the respondent to this RFQ including but not limited to preparation time, materials and supplies, attendance and presentation at any interviews requested by the District are to be borne completely by the respondent and are not subject to reimbursement by the District. XIII. Contract Award Upon approval of the recommended firms by the Board of Trustees, the pre-qualified firms will be eligible to submit proposals for a term not to exceed five (5) years. Upon award, all terms and conditions applicable to the solicitation and vendor proposal submittals represent the complete contract documentation. Pre-qualification of firms does not represents a guarantee that contracts will be awarded, this process will be dependent on the firms demonstrated competence, qualifications and a fair and reasonable cost as projects are identified.

7 SONOMA COUNTY JUNIOR COLLEGE DISTRICT GENERAL TERMS AND CONDITIONS 1. CONFLICT OF INTEREST District employees are prohibited from participating in the selection process when they have a financial or business relationship with any private entity seeking to enter into a contract with the District. The District requires compliance with all laws regarding political contributions, conflicts of interest or unlawful activities. Vendor represents that it presently has no interest which would conflict in any manner or degree with the performance of services contemplated by this Agreement, and Vendor further represents that, during the performance of this Agreement, no such conflict of interest shall exist. 2. ANTI LOBBYING PROVISION All oral and written inquiries or statements regarding a potential contract with the District must be directed through the Sonoma County Junior College District s Purchasing Department. Potential vendors to the District are hereby advised that lobbying any District staff, the District s President, or any member or members of its Board of Trustees is not permitted and will result in disqualification as outlined below. Lobbying, in this section, is defined as any action taken by an individual, firm, associate, joint venture, partnership, syndicate, corporation, or any other individual or group of individuals who seek(s) to influence a governmental decision regarding the award of business in connection with a competitive solicitation. Lobbying by any vendor or potential vendor to the District, or any individual or group as defined above acting on behalf of a vendor or potential vendor to the District, regarding a current or impending solicitation advertised or to be advertised by the District, including Requests for Proposals (RFP s), Requests for Qualifications (RFQ s) and Invitation to Bid, will result in the rejection and disqualification of that vendor s offer. 3. ACCEPTANCE PERIOD Bidder agrees to a minimum of 60 calendar-day acceptance period from the date of receipt of bid. 4. ACCEPTANCE OR REJECTION OF PROPOSALS The District reserves the right to reject any and all proposals, or any or all items of any proposal. 5. PROPOSAL REQUIREMENTS No corrections or withdrawal can be made after the time for submitting the proposals. 6. DISQUALIFICATION OF PROPOSERS Bidders may be disqualified and rejection of Proposals may be recommended by the Purchasing Department for (but not limited to) the following causes: Failure to use the process furnished by the DISTRICT, lack of signature by an authorized representative on the Bid Response Form evidence of collusion among Bidders, unauthorized alteration of forms, failure to submit requested documents, and failure to furnish proof of receipt of any addendum pertaining to a particular project. The DISTRICT reserves the right to waive any minor informality or irregularity in a bid, or to reject all bids.

8 7. AWARD OF CONTRACT Award will be made to the lowest responsible and responsive Bidder(s). The basis of award will be determined by cost and vendor meeting the requirements and qualifying criteria contained in the bid documents and applicable addenda including life cycle cost, quality, availability, conformance to specifications, financial capability and service in the best interest of the DISTRICT. 8. DISCUSSION OF PROPOSALS From the date of issuance until our District takes final action and awards a contract, the Respondent shall not discuss the Proposals or any part thereof with any employee, agent, or representative of our District except as expressly requested by District in writing or with District staff identified in this document as the contact person for all related matters. Failure to comply with this provision will result in rejection of the Respondent s Proposal. 9. FEDERAL OR STATE REGULATIONS The Vendor s proposal and any contract entered into are subject to all applicable statutes of the United States or of the State of California and all applicable regulations and orders of the federal and State governments now in effect or which shall be in effect during the period of such contract. 10. NON-DISCRIMINATION The Vendor shall not discriminate against any employee or applicant for employment because of sex, race, creed, color, national origin, religion, age or non-job related handicap or disability. Failure to comply with these provisions shall be considered cause for termination. 11. TERM OF CONTRACT Any contract resulting from this bid shall be in accordance with these conditions. 12. DEFAULT OF CONTRACT In case of default of contract by Vendor, DISTRICT may procure the articles or services from other sources and hold the Vendor responsible for any excess cost, provided that public necessity requires the use of materials or supplies not conforming to the specifications. 13. GOVERNING LAW All contracts resulting from award of this solicitation shall be governed by and construed in accordance with the laws of California. No action involving this contract may be brought except in the Superior Court of the Sonoma County, California, and no other place. 14. INDEMNIFICATION Vendor shall indemnify and hold harmless to the full extent permitted by law, DISTRICT and its Board of Trustees, officers, agents, employees and volunteers from and against any and all liability, loss, damage, claims, expenses and costs in connection with any claim arising from the performance of the contract or the work described in the contract, excepting cases involving the sole negligence or the willful misconduct of the DISTRICT. 15. LICENSES Vendor and its agents shall possess and maintain in good standing a California Contractor s

9 license and any other applicable licenses as may be required by law. 16. CONTRACT REPRESENTATIVE The Director of Purchasing will handle most contractual matters. A designated manager(s) for the District will address day-to-day operations as well as specific procedural matters. Vendors are expected to designate and maintain comparable representatives with authority to carry out their duties. 17. ASSIGNMENT The vendor shall not assign the contract in whole or in part without the express written consent of the Director of Purchasing nor shall the Vendor have the right to authorize or permit the use of DISTRICT facilities by third parties without the express written consent of the DISTRICT. 18. TERMINATION The contract or any portion of the contract may be canceled for convenience by the District by giving thirty (30) days written notice to the vendor. In that event, the District shall pay Vendor for all services satisfactorily rendered up to the date of termination. 19. APPROPRIATION OF FUNDS Notwithstanding the provisions, terms and conditions of this solicitation, in the event any recognized funding authority fails to appropriate sufficient funds to the DISTRICT to enable obligations to be fulfilled under the award of contract, the DISTRICT will notify the Vendor by giving sixty (60) days written notice. The DISTRICT will reimburse the Vendor for all services satisfactorily rendered through the end of the sixty (60) day notification period. 20. FREIGHT TERMS All shipments shall be made on an FOB Destination basis unless other arrangements are made prior to shipment and authorized in writing by the Purchasing Department. 21. PREVAILING WAGES Vendor shall comply with applicable prevailing wages requirements as required by state and federal law. 22. PAYMENT TERMS The DISTRICT s payment terms are 30 days from acceptance of the related invoice, unless otherwise stated. Early payment discounts may be accepted at the discretion of the Director of Purchasing and arranged prior to shipment of goods or delivery of services. 23. BID PROTESTS All bid protests shall be submitted in writing to the Director of Purchasing in accordance with the provisions of SCJCD Board of Trustees Policy 5.8 P. 24. DEBARMENT/SUSPENSION STATUS By signing the proposal form vendor certifies that it is not suspended, debarred or ineligible from entering into contracts with the Executive Branch of the Federal Government, or in receipt of a notice of proposed debarment from any state agency or local public body. Vendor agrees

10 to provide immediate notice to DISTRICT in the event of being suspended, debarred or declared ineligible by any state or federal department or agency, or upon receipt of a notice of proposed debarment during the Term of the bid award. 25. EMPLOYMENT LAW Contracts awarded as a result of this solicitation require compliance with federal, state and local laws in regards to employee eligibility to work in the United States. Failure to comply may result in termination of the contract. 26. PCI SECURITY COMPLIANCE Applicable vendors must comply with the Payment Card Industry Data Security Standard (PCI DSS). The PCI Data Security Standard requirements apply to all payment card network members, merchants and service providers that store, process or transmit cardholder data. The requirements apply to all methods of credit card processing; the most comprehensive and demanding of which apply to e-commerce websites, and retail POS systems that process credit cards over the Internet. PCI official website at: INDEPENDENT CONTRACTOR Vendor employees and/or subcontractors shall not be treated or considered as employees of DISTRICT, it being the intention of the parties that Vendor shall be and remain an independent contractor, and that nothing contained in this solicitation and resulting contracts shall be construed inconsistent with that status. Vendor covenants and agrees to save and hold harmless DISTRICT from and against any and all damages, claims, costs or expenses whatsoever, due to the existence of any applicable labor/employment codes, ordinances, and of any and all claims, costs and expenses in connection therewith under any claim or subrogation provided by said applicable codes, ordinances or otherwise. 28. SUSTAINABILITY The Sonoma County Junior College District is committed to minimizing the impact of procured goods and services on the local environment by supporting sustainable economic and social and environmental practices. It is important that Bidders show this commitment as well by offering sustainable goods and services whenever available. The DISTRICT may request reports related to sustainability on all goods and services provided under a bid. All electrical and electronic equipment shall comply with energy star ratings. 29. PUBLIC RECORDS The Sonoma County Junior College District is subject to the provisions of the California Public Records Act contained in Government Code sections Documents received by the college are subject to release in compliance with the above statutes. 30. COMPLIANCE WITH AMERICAN DISABLITIES ACT All e-learning and information technology developed, purchased, upgraded or renewed by or For the use of Sonoma County Junior College District shall comply with all applicable District policies, Federal and State laws and regulations including but not limited to Section 508, Subpart B, Subsection , Guidelines A-P of the rehabilitation Act of 1973 as revised in 1998, World Wide Web Consortium (W3C), Web Content Accessibility Guidelines 2.0.and all

11 other regulations promulgated under Title II of The Americans with Disabilities Act which are applicable to all benefits, services, programs, and activities provided by or on behalf of the District. END OF DOCUMENT