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Urbana-Champaign Independent Media Center

Bidders' Conference - Commercial HVAC Request for Proposals

The Urbana Champaign Independent Media Center (UCIMC) is seeking competitive proposals for replacement of the HVAC system at its Community Media and Arts Center located at 202 S. Broadway Avenue, Urbana, IL, known as the historic downtown Urbana post office building. The building is a two-story structure with a full basement and approximately 32,600 ft2 of conditioned area.

UCIMC will award a contract to the responsible offeror whose proposal is most advantageous to UCIMC, with price and other factors considered. UCIMC will select not more than one offeror for award. UCIMC reserves the right to reject all proposals.

Funding for this project is provided in part through a grant from the State of Illinois. Labor for any work associated with a contract award shall be paid prevailing wages. 

Business Enterprise Program (BEP): UCIMC has committed to goals for project spending on minority-owned and women-owned businesses. Our BEP Utilization Goal is 20% overall with 15% going to Minority-Owned Business Enterprises and 5% going to Women-Owned Business Enterprises. Businesses must be either in process for certification or already certified as MBE or WBE through the State of Illinois’ CMS Business Enterprise Program.

Subcontractors in HVAC, electrical, sheet metal, demolition, and equipment supply are welcome to attend.

 

RFP Event Timeline

Bidder’s Conference:

Date / Time: Friday,  June 17th, 9am

Location: UCIMC – 202 S. Broadway Avenue, Urbana, IL

Please RSVP to by emailing [email protected]

Questions Due:

Date / Time: Wednesday, June 22nd

Questions Answered:

Date / Time: Monday, June 27th

Proposals Due:

Date / Time: Friday, July 22nd

Please submit proposals to: [email protected]

Selection Decision:

Monday, August 8th

 

Documents

Mechanical Drawings

City of Urbana Mechanical Permit

 

Project Description

Existing Conditions, HVAC. The existing HVAC is 3 air handling units, one central chiller, and one central hot water boiler. As of 2021, the chiller is no longer functional, and air conditioning is provided by temporary window units in spaces throughout the building. 

Two air handling units, located in the basement mechanical area, serve all zones in the basement and first floor. One air handling unit, located on the second-floor mechanical area, serves all zones on that floor. 

The chiller compressor unit and chilled water pump equipment are in the basement mechanical area. The air-cooled condensing unit is on the roof. Chilled water is distributed to cooling coils in each of the 3 air handling units. 

The boiler and the heating hot water pump equipment are in the basement mechanical area. Heating hot water is distributed to hot water coils in the air handling units, radiators throughout the building, and a few unit heater/fan-coil units.

An air compressor is in the basement mechanical area, and it serves the pneumatic thermostats, controls, and actuators.

Summary of HVAC Work Requested. The work requested in this RFP is presented in detail in the attached construction drawings, and generally summarized as follows:

  • Demolition
    • Demolition of the existing air handling units. Note: Depending on project costs and available budget, UCIMC may choose to abandon in place, rather than demolish, existing AHU-1.
    • Demolition of chiller equipment in the basement mechanical area. Demolition of the electrical service to the rooftop air-cooled condensing unit, however the unit is to be abandoned in place. Note: Depending on project costs and available budget, UCIMC may choose to abandon in place, rather than demolish, the chiller equipment in the basement mechanical area.
    • Selective, limited demolition of existing ductwork. The goal is to accomplish a re-zoning of space conditioning to meet current facility needs, while utilizing existing ductwork to the extent possible and practical.
    • Note that the boiler and associated equipment, radiators, unit heaters, associated pneumatic thermostats, and air compressor are to remain fully operational and in their current condition. The exception is the hot water coils, plumbing, and actuators that serve the existing air handling units that are to be demolished.

 

  • Provide and Install New Equipment
    • Air Handler / Heat Pumps (4 units)
      • Two units will be installed in the basement mechanical area, with the outdoor heat pump units installed on the north side of the building. One will primarily serve the post office areas on the first floor. One will primarily serve areas in the basement. 
      • Two units will be installed in the second-floor mechanical area, with the outdoor heat pump units installed on the roof. One will primarily serve areas on the east side of the second floor. One will primarily serve areas on the west side of the second floor. 
    • Roof Top Unit (1 unit) – The unit will be installed on the roof. It will primarily serve the large open areas on the first floor.
    • Economizers and outdoor air equipment as specified in the drawings for the roof top unit and the air handler / heat pumps.
    • Note that the existing hot water hydronic system will continue to provide primary space heating for the building. Heating capacity for the new HVAC equipment is to be operated as secondary source for supplement or backup as needed.
  • Provide and Install New Ductwork, Dampers, Electrical, Plumbing, Controls, Accessory Equipment and Materials. The selected contractor is responsible for ensuring successful completion of all work needed to accomplish the design and specifications in the attached drawings, and otherwise as needed to ensure reasonably expected HVAC conditioning performance in all areas of the building. 

 

  • Inspections and Permitting. The selected contractor is responsible for coordinating with local and other jurisdiction authorities for inspection(s) and permit(s) as required.

 

  • Start up, Commissioning, Testing and Balancing.

 

  • Project Management and Coordination with Building Owner or Owner’s Representative. 
    • The contractor will maintain regular communication and coordination with the Owner, with regard to aspects including but not limited to: project logistics planning; space (indoor and outdoor) impacts; deliveries and on-site storage of equipment and materials; notification of changes, delays, problems, accidents, and injuries; equipment performance issues; and requests for information or clarifications on design or installation. 
    • The contractor will provide weekly progress updates with completion status; summary of progress; summary of issues encountered, resolved, and yet to be addressed; summary of expenses invoiced; updated timeline of remaining key milestones and anticipated invoice schedule; and any other relevant progress items. 
    • UCIMC will assign a main point of contact for the contractor and a cross functional oversight team with expertise including architecture, engineering, budget/finance, and administration. It is not currently anticipated that the design engineer indicated on the drawings will participate in construction oversight.
    • The contractor will provide manufacturer cutsheets, documentation, and manuals for all equipment.

 

  • Training of Owner Personnel and Operations and Maintenance Manuals.

 

  • Warranty on Equipment and Labor.

 

Qualified and Responsible Offerors Only. UCIMC will evaluate proposals from qualified and responsible Offerors. UCIMC shall reject proposals not demonstrating adequate qualifications and experience.

Evaluation Criteria. UCIMC will evaluate all proposals according to the following factors:

  • Price (55 points). The lowest price from qualified and responsible Offerors will be awarded 50 points. Other proposals will be awarded price points according to the following formula:
    • 55 Points × [Lowest Responsible Price Offer] ÷ [Offeror’s Price] = Offeror’s Price Points

 

  • Proposal Work Description and Approach (25 points).
    •  Proposals with complete, coherent, responsive descriptions and attachments will be awarded 25 points.
    • Proposals with minor omissions of requested information, but otherwise including coherent, responsive descriptions and attachments, will be awarded 20 points.
    • Proposals with significant omissions of requested information, but otherwise including coherent, responsive descriptions and attachments, will be awarded 10 points.
    • Scoring in this category is based on the judgment of the reviewers. 

Note: UCIMC may reject proposals with inadequate work descriptions, approaches that are not credible, or unreasonable deviations from the scope of work described in this RFP or from the designs and specifications in the attached drawings.

    • BEP Utilization, as a % of contract value (20 points).
      • a.) equal to the percentage of total contract spend on MBE contractor(s) or subcontractor(s) on this project, or 
      • b.) 15 points, whichever is lower. 
      • Minority-owned business enterprise (MBE) points (maximum 15 points). The MBE points awarded will be either:

 

  • Example A: 5% of the contract spend is on a MBE contractor, so 5 MBE points are awarded. 

 

  • Example B: 20% of the contract spend is on a MBE contractor, which is greater than 15, so 15 MBE points are awarded.

 

 

      • Women-owned business enterprise (WBE) points (maximum 5 points). The WBE points awarded will be either: 
        • i.) equal to the percentage of total contract spend on WBE contractor(s) or subcontractor(s) on this project, or 
        • ii.) 5 points, whichever is lower. 

 

  • Example 1: 1% of the contract spend is on a WBE contractor, so 1 WBE point is awarded. 

 

  • Example 2: 6% of the contract spend is on a WBE contractor, which is greater than 5, so 5 WBE points are awarded.

 

 

    • BEP Utilization points = [MBE points] + [WBE points]

 

  • The proposal with the highest score will be considered for a contract award.

 

Offeror Proposal for the UCIMC HVAC Project

Proposal Format. Proposals shall conform to the format defined below. UCIMC will maintain the confidentiality of all submitted proposals.

 

Section 1. Offeror Information


Name of company:


Company address, phone, website:


Years in business:


MBE/WBE status; Expiration Date of MBE/WBE Certification (if applicable):  


Main contact person for this proposal, including name, phone, email:


Key personnel assigned to project, including name, role, qualifications, years of experience:


Brief descriptions of 5 completed projects of a similar nature within the past 3 years:


Client references (3)

Section 2. Subcontractor Information


Name of Company:


Company Address, Phone, Website:


Subcontractor Role in this Project:


Years in Business:


MBE/WBE Status; Expiration Date of MBE/WBE Certification (if applicable): 


Key Personnel Assigned to Project, including Name, Role, Qualifications, Years of Experience:


Brief descriptions of 3 completed projects of a similar nature within the past 3 years:

 

Section 3. Overall Approach and Project Considerations


Please describe your overall approach to successfully completing this project. 


Do you have any major concerns about the constructability of the design? If so, please describe.


What is the anticipated time frame from start to completion? What are the primary risk factors for on-time completion?


What are the primary risk factors for completion within budget?


Please describe your approach to maintain a safe and sanitary environment within and around the building, and indicate safety and sanitary concerns / considerations for the following categories of building users:

  • Building owner, tenants & visitors in general
  • Post office employees & customers
  • Contractor / subcontractor employees working on site

 

Please describe needs for storage and staging of equipment and materials.

Section 4. Provide New HVAC Equipment


Referring to Air Handler / Heat Pump Schedule on page M602 of the attached drawings, briefly describe the equipment to be provided, and include manufacturer cut sheets as attachments to the proposal, for the following: 

  • AH-1; HP-1; and associated economizer and outdoor air equipment
  • AH-2; HP-2; and associated economizer and outdoor air equipment
  • AH-3; HP-3; and associated economizer and outdoor air equipment
  • AH-4; HP-4; and associated economizer and outdoor air equipment 
  • Include manufacturer cut sheets for the thermostats and return air smoke detectors

Note: Offerors may choose to specify alternate equipment Manufacturer and Model Number; however, the alternate equipment must meet the specifications provided. NO OVERSIZING!


Referring to Roof Top Unit Schedule on page M602 of the attached drawings, briefly describe the equipment to be provided, and include manufacturer cut sheets as attachments to the proposal, for the following:

  • RTU-1; and associated economizer
  • Include manufacturer cut sheets for the thermostat(s); CO2 sensor; and return air smoke detectors

Note: Offerors may choose to specify alternate equipment Manufacturer and Model Number; however, the alternate equipment must meet the specifications provided. NO OVERSIZING!

  • RTU-1 OPTION: UCIMC requests an option for an all-electric heat pump roof top unit, as an alternative to the specifications in the attached drawings. If it is not feasible to match both specifications for heating capacity and cooling capacity, then Offerors should specify based on the design cooling capacity specification. Include a brief description of the equipment in the proposal, and attach manufacturer cut sheets. Offerors that decline to specify this option must justify the reasons for declining.

Referring to the Volume Dampers, numerously and variously indicated on pages M104-M106 of the attached drawings, include manufacturer cut sheets as attachments to the proposal. Contractor shall specify volume dampers with minimal pressure drop and low resistance to flow.


Provide a timeline, with the approximate anticipated dates, for the delivery of the following:

  • AH-1/HP-1
  • AH-2/HP-2
  • AH-3/HP-3
  • AH-4/HP-4
  • RTU-1
  • Associated economizers and outdoor air equipment

Section 5. Demolition Work Plan


Describe the plan for demolition work in the basement and on the first floor.

  • Indicate any space, storage, staging, or other needs or requirements to complete this phase.
  • Indicate any significant risk factors for completion on-time and within budget.
  • Indicate any concerns or considerations related to safety, sanitation, interruptions to normal occupant use of the spaces or electrical, or other.
  • Provide a work timeline for this phase, with the approximate anticipated dates for milestone events (ie phase start, permit inspection/review, phase completion, other as needed).

 Describe the plan for demolition work on the second floor.

  • Indicate any space, storage, staging, or other needs or requirements to complete this phase.
  • Indicate any significant risk factors for completion on-time and within budget.
  • Indicate any concerns or considerations related to safety, sanitation, interruptions to normal occupant use of the spaces or electrical, or other.
  • Provide a work timeline for this phase, with the approximate anticipated dates for milestone events (ie phase start, permit inspection/review, phase completion, other as needed).

Section 6. Duct and Sheet Metal Installation Work Plan


Describe the plan for duct and sheet metal installation in the basement and on the first floor.

  • Indicate any space, storage, staging, or other needs or requirements to complete this phase.
  • Indicate any significant risk factors for completion on-time and within budget.
  • Indicate any concerns or considerations related to safety, sanitation, interruptions to normal occupant use of the spaces or electrical, or other.
  • Provide a work timeline for this phase, with the approximate anticipated dates for milestone events (ie delivery of equipment and materials, phase start, permit inspection/review, phase completion, other as needed).

Describe the plan for duct and sheet metal installation on the second floor.

  • Indicate any space, storage, staging, or other needs or requirements to complete this phase.
  • Indicate any significant risk factors for completion on-time and within budget.
  • Indicate any concerns or considerations related to safety, sanitation, interruptions to normal occupant use of the spaces or electrical, or other.
  • Provide a work timeline for this phase, with the approximate anticipated dates for milestone events (ie delivery of equipment and materials, phase start, permit inspection/review, phase completion, other as needed).

Section 7. Installation, Start-up, and Commissioning of New HVAC Equipment


Describe the plan for installation, start-up, and commissioning of AH-1/HP-1 and AH-2/HP-2.

  • Indicate any space, storage, staging, or other needs or requirements to complete this phase.
  • Indicate any significant risk factors for completion on-time and within budget.
  • Indicate any concerns or considerations related to safety, sanitation, interruptions to normal occupant use of the spaces or electrical, or other.
  • Provide a work timeline for this phase, with the approximate anticipated dates for milestone events (ie delivery of equipment and materials, phase start, installation, permit inspection/review, commissioning, test & balance, phase completion, other as needed).

Describe the plan for installation, start-up, and commissioning of RTU-1.

  • Indicate any space, storage, staging, or other needs or requirements to complete this phase.
  • Indicate any significant risk factors for completion on-time and within budget.
  • Indicate any concerns or considerations related to safety, sanitation, interruptions to normal occupant use of the spaces or electrical, crane work, or other.
  • Provide a work timeline for this phase, with the approximate anticipated dates for milestone events (ie delivery of equipment and materials, phase start, installation, permit inspection/review, commissioning, test & balance, phase completion, other as needed).

Describe the plan for installation, start-up, and commissioning of AH-3/HP-3 and AH-4/HP-4.

  • Indicate any space, storage, staging, or other needs or requirements to complete this phase.
  • Indicate any significant risk factors for completion on-time and within budget.
  • Indicate any concerns or considerations related to safety, sanitation, interruptions to normal occupant use of the spaces or electrical, crane work, or other.
  • Provide a work timeline for this phase, with the approximate anticipated dates for milestone events (ie delivery of equipment and materials, phase start, installation, permit inspection/review, commissioning, test & balance, phase completion, other as needed).

 

Section 8. Summary of Project Timeline and Invoicing Schedule


Provide a project timeline in the form of a Gantt chart or horizontal bar chart, with the week/month represented on the horizontal axis. In the chart, indicate the approximate anticipated start and end dates for each major project phase below:

  • HVAC Equipment Delivery
  • Demolition – basement & 1st floor
  • Demolition – 2nd floor
  • Duct/Sheet Metal – basement & 1st floor
  • Duct/Sheet Metal – 2nd floor
  • AH-1/HP-1 & AH-2/HP-2 Installation, Start-up, Commissioning 
  • RTU-1 Installation, Start-up, Commissioning 
  • AH-3/HP-3 & AH-4/HP-4 Installation, Start-up, Commissioning 

Indicate the approximate anticipated dates of invoicing, along with estimated invoicing amount (expressed as % of contract value) per each invoice.

Section 9. Warranty


Provide a description of manufacturer equipment warranties and warranties on labor/installation. Attach warranty documentation to the proposal.

Section 10. Price


  1. Provide a pricing proposal for: Total Cost of Entire Scope of Work (not including costs associated with RTU-1 OPTION)
  2. Provide project cost breakouts as follows: 
  • AH-1/HP-1 & AH-2/HP-2 Installation Cost - All equipment and work necessary for complete installation, including but not limited to equipment and materials, required demolition, installation, duct/sheet metal, electrical, controls, start-up, and commissioning.
  • RTU-1 Installation Cost - All equipment and work necessary for complete installation, including but not limited to equipment and materials, required demolition, installation, duct/sheet metal, electrical, controls, start-up, and commissioning.
    • RTU-1 OPTION (all-electric heat pump RTU) Installation Cost. Complete installation costs as described above.
  • AH-3/HP-3 & AH-4/HP-4 Installation Cost - All equipment and work necessary for complete installation, including but not limited to equipment and materials, required demolition, installation, duct/sheet metal, electrical, controls, start-up, and commissioning.
  • Demolition of the chiller unit and associated chilled water pumping equipment located in the basement mechanical area.
  • Demolition of existing AHU-1 in the basement mechanical area.
  • Other costs, specify

Section 11. Contractor Affirmation of Non-Discrimination


Proposals must include the following statement: “We shall not discriminate on the basis of race, color, national origin, sexual orientation or sex in the performance of this plan. Failure to carry out these requirements is a material breach of this plan, which may result in the termination of this plan or other remedy, as the Agency/Grantor deems appropriate.”

 

Section 12. Contractor Certification and Authorized Signature


“I agree to provide, install, and warrant the products and services as described in this proposal, in accordance with the scope of work and design intent provided in the request for proposals and design drawings.”


Printed Name and Title of Authorized Company Representative:



Signature of Authorized Company Representative:



Date: