CITY OF MACON, GEORGIA

REQUEST FOR QUALIFICATIONS RFQ ID # 2011-02CS Engineering Services HVAC Systems and Controls
Phase II

For all questions about this RFQ contact: Tom Barber Acting Purchasing Agent (478) 751-7240 Deadline: Tuesday, September 28, 2010 at 10:00 A.M.

Finance Office 700 Poplar Street, 3rd Floor P. O. Box 247 (i)

(478) 751-7240 (478) 751-7252 fax

City of Macon
Finance Office
Information Concerning Specifications: ContactInformation Concerning Procedures: ContactGene Simonds Tom Barber Fax (478) 751-9260 (478) 751-7240 (478) 751-7252

Your RFQ/Proposal package must be in a sealed envelope. If you use an over-night carrier, Please have your RFQ (Request for Qualifications) package in an envelope inside of the over-night carriers envelope. Please identify on the front of the envelope:

CITY OF MACON
Request for Qualifications Engineering Services (HVAC System and Controls) Phase II

All RFQ Packages must be in Purchasing Division of Finance, City Hall, 3rd Floor, 700 Poplar Street Due Time: 10:00 A.M. Tuesday, September 28, 2010 Street Address: Finance Department Tom Barber City Hall, 3rd Floor 700 Poplar Street
Macon, Ga. 31201

Mailing Address: Finance Department Tom Barber P.O. Box 247 Macon, GA 31202-0247

CITY OF MACON RFQ FORM

I understand the City of Macon reserves the right to reject all RFQ/Proposal in its sole discretion and waive any bid formalities and that the City of Macon will not reimburse any bidder for its RFQ/Proposal preparation costs. The City may award RFQ/Proposal to other than the lowest bidder if, in the judgment of the Administration or the interest of the City will be best served by award to another. The Purchasing Division of the Finance Department is making an award of an RFQ/Proposal will refer to the local preference policy. Also, Ive taken steps to encourage, when necessary, minority businesses to subcontract on this project, whenever possible. And I further state; my products/services meet or exceed all specifications per the City of Macon's RFQ/Proposal with my quote being F.O.B. destination. By signing this RFQ/Proposal Form, I acknowledge and agree to the information stated above, and I also acknowledge and agree to the requirements/instructions of the RFQ/Proposal. I also understand its my responsibility to have the RFQ/Proposal at the proper location on or before the stated hour on the RFQ/Proposal due date. A product or service can only be ordered with a Purchase Order signed by the appropriate authority in the Finance Department. If this procedure is not followed, payment will not be rendered. ________________________________________________________________________ COMPANY NAME COMPANY REPRESENTATIVE (PRINT) ________________________________________________________________________ STREET ADDRESS ___________________________________________ CITY _______________________________________ PHONE NUMBER ___________ _________ STATE ZIP CODE ______________________ FAX NUMBER

The Request for Qualifications is intended to provide interested Contractors/Firms with sufficient information to guide them through the development of their RFQ/Proposal to provide City Auditorium Heating, Ventilation, and Air Conditioning Systems Engineering Services (HVAC /Systems and Controls). In responding to this RFQ, it is important that all Contractors/Firms follow the prescribed format so that each Contractors/Firms will be providing comparable data to that submitted by other and Contractors/Firms thus be assured fair and objective treatment in the Citys review and evaluation process. The City of Macon reserves the right to accept any or all RFQ/Proposal or to choose the RFQ/Proposal considered to be in their best interest. The final decision will be made upon the award of the City of Macon. Schedule of Events This Request for Qualifications will be governed by the following schedule: RFQ due: Tuesday, September 28, 2010 at 10:00 A.M.

All questions about this RFQ/Proposal must be submitted in writing to the Acting Purchasing Agent and include the Company Name and each question. Address: Tom Barber Acting Purchasing Agent City of Macon P. O. Box 247, Macon, GA 31201 tom.barber@macon.ga.us 478.751-7252

E-mail: Fax:

No questions other than written will be accepted. No response other than written will be binding upon the City of Macon. Questions will be combined into one list of questions and responses and will be sent to all Contractors/Firms who have received the RFQ/Proposal document.

REQUEST FOR QUALIFICATION Packaging of RFQ Firms submitting their qualifications for City of Macon projects must follow the format below. Material must be in 8-1/2 x 11 inch format. Submittals shall include divider tabs labeled with the boldfaced headers below; e.g., the first tab would be entitled Letter of Interest, the second tab Firm Information, etc. Double-sided printing is encouraged. Provide one (1) original and eight (8) copies. Submittals shall include the following information; sections should be placed in order and identified as detailed below: (Supplier Name) RFQ ID # 2001-02CS Engineering Services (HVAC Systems and Controls) 10:00 A.M. on Tuesday, September 28, 2010. Proposals must be submitted to: City of Macon Purchasing P. O. Box 247, Macon, GA 31201 Attention: Tom Barber Or hand-delivered 700 Poplar Street Macon, GA 31201 Attention: Tom Barber Any proposal received after the due date and time will not be evaluated.

The City of Macon seeks to select individual(s) or firm(s) experienced in the design of HVAC systems and controls, to provide engineering services (to include design, construction, inspections, project administration, electrical and associated technical services) for the City Auditorium. Please note the City of Macon received an Energy Efficiency Conservation Block Grant (EECBG) to retrofit the City Auditoriums Heating, Ventilation, and Air Conditioning (HVAC) System. The engineering services shall provide all requirements of the EECBG projects. Background The City Auditorium, which was constructed in 1925, is now on the National Register of Historic Places. The Auditoriums copper dome has become one of the centerpieces of downtown Macon. The building is approximately 23,000 square feet with approximately 14,000 square feet of open floor space located directly under the copper dome. The existing HVAC system is operating from a single 200-ton chiller machine as the original secondary unit has been forced offline due to the use of R-11 refrigerant and equipment failure. Given the historic nature of the facility and vital need to adequately maintain the humidity and temperature at all times, the single online chiller is operating continuously and inefficiently. Therefore, the City conducted an evaluation of the current HVAC system and determined that a second chiller should be installed to allow for lead-lag operation and the ability to operate each machine on a specific schedule, which will greatly reduce the energy consumption, emissions, and cost of maintaining proper levels of humidity and air temperature in the historic Auditorium. The installation of a Direct Digital Control (DDC) system and accompanying Variable Speed Drives for air-handling units, pumps, and cooling towers would also provide significant reductions in energy consumption. DDC systems allow the on-site HVAC system to be controlled from one location in the building and remotely off-site through computer access. A daily operation schedule will be programmed for the system to adjust temperature based on standard occupancy. Authorized personnel are able to override the schedule from the building or off-site through computer access at any time, which also reduces the need for on-site supervision. Estimated energy savings has been calculated using the EECBG Estimated Benefits Calculator. The City expects to reduce energy consumption by 934,466 kWh annually over the base year, reduce green house gas emissions by 705 metric tons CO2 annually over the base year, and realize a monetary savings of $56, 068 annually over the base year of 2008 following implementation. The City must report quarterly on the energy saved (kWh), GHG emissions reduced, and cost savings. The energy used between January and December 2008 will be used as the base for comparison. These reports will also include the amount and use of EECBG funds expended to date. The reports will be made available to the Mayor, City Council, DOE, and the general public. The City has moved forward on the purchase of the second chiller. The purchase order criteria will be part of the requirement for review and consideration in the overall engineering analysis and design.

. STATEMENT OF QUALIFICATIONS Letter of Interest: Submit a letter of interest, including a brief description of the firms overall qualifications to perform the work successfully. This letter should introduce the firm (team) or individual and must be signed by a representative of the firm with authorization to sign contracts. If submitting as a team, note which team member (company) is the prime consultant or lead joint venture partner, or if it will be a prime-sub consultant(s) contractual relationship. Identify primary contact person for your firm (team).

Firm Information: This section must include name of firm, address, telephone number, fax number, email address, home page URL, type of firm (i.e., corporation), and Georgia business license number. Provide a brief history of the firm including the year the firm was established as presently organized. Include total number of staff by job category, and registration. Include a company profile that list the primary services (disciplines) offered. Identify location of the office that will be responsible for the implementation of services provided to the City of Macon. Sub-Consultants: Provide organizational chart showing the relationship between team members. Describe firm information for each sub-consultant including a company profile, contact information, years in business, number of employees, and location of the sub-consultant office that will be responsible for the implementation of services provided to the City of Macon. Resumes: Identify the key personnel you anticipate working on projects; provide resumes outlining area(s) of expertise, role on projects, number of years employed by firm along with total years of direct experience, and professional licensing information. Experience while employed at another firm must be clearly identified. Resumes should represent projects conducted during the last 5 years. Project Experience: Provide a comprehensive list of HVAC projects your firm has worked on in the past ten years, indicating services provided. To be used as references, list at least five HVAC projects including: Project name Owner name and address Contact person, phone number, and e-mail address Services provided Project cost Change order cost in dollars and percentage of the total construction cost. Identify what amount of the change orders were due to owner requests. Completion Date Contractor Brief description of the project, and unique attributes Minority/Woman owned Business Enterprise Participation

Project examples should be recently completed projects related to the project list and represent the type of approach and quality of work you anticipate completing for the City of Macon. Conservation: Provide descriptions of projects your firm has completed, which have focused on conservation issues, describe special systems used and provide anticipated or calculated operational savings. Describe how energy and natural resource conservation is typically integrated into your projects. List completed projects that have been LEED Certified or equal. Cost Control: Outline cost estimating procedure, at what phases of the project, and to what detail cost estimates are complete. Describe your procedures related to project cost containment, value engineering, and lifecycle cost, as part of your planning and design considerations. Quality Assurance: Outline the coordination process between the engineer and consultants. Describe review process to assure plans and specifications are complete and accurate prior to putting the documents out to bid. Diversity: If firm is designated as a Minority/Woman owned Business Enterprise, include appropriate certification documentation. Describe methods firm utilizes to ensure participation of Minority/Women owned businesses. Financial/Legal: Provide financial statements for the last two years. Include a statement of the firms insurance coverage, including general liability, professional liability errors and omissions, automobile, and workers compensation carried by the firm. Describe any legal action brought against the firm in the past five years and the resolution of the action if a final determination has been made. Declaration: Submit a declaration under penalty of perjury by an authorized corporate officer or principal, stating that reasonable diligence has been used in preparation of the Statement of Qualifications submitted in response to the RFQ and that all information provided is true, correct and complete. Declaration should be prepared on letterhead of submitting firm. Selection and Award Process: Statements of qualification will be evaluated by a selection committee. The committee may include purchasing agent, administrators, and staff members. A short list of firms deemed to be the most highly qualified for the proposed project(s) will be identified by the selection committee. Short listed firms may be invited to participate in an oral presentation and interview to determine which team is the best qualified to work with the City in completing the project(s). The City may request additional information from firms on the short list prior to interviews. If deemed beneficial some members of the selection committee may visit completed projects prior to the final selection recommendation and approval. The recommendation of the selection committee will be subject to a successful contract negotiation and approval by the City. If an agreement cannot be reached the City reserves the right to negotiate with other qualified firms.

Selection Criteria: Finalists for contract consideration by the City will be selected on the basis of qualifications and demonstrated competence as evidenced by the information presented in the qualifications submittal. Evaluation of qualifications may include, but not be limited to the following: The consultants understanding of the environment related to the project and qualifications to complete the services required. The design teams previous experience, qualifications and competence on city facility projects of similar size and scope. Past performance on similar projects, and as indicated from reference contracts. Experience and qualifications of personnel assigned to the project. Methodology used to achieve technical, management and project control. . Comprehensive nature of the qualifications submitted and the creativity displayed on past HVAC projects. Ability to communicate with the selection committee both in written format and verbally. Knowledge of state and local requirements.

*Please be advised that before any purchase can be finalized with the City of Macon it must be approved by Administration and confirmed by Council (Councils confirmation required on all purchases $20,000 and over.).

CONTRACTOR AFFIDAVIT AND AGREEMENT By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. 13-10-91, stating affirmatively that the individual, firm, or corporation which is contracting with The City of Macon has registered with and is participating in a federal work authorization program*, in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91. As per the information and form provided below. The undersigned further agrees that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to this Agreement with The City of Macon, contractor will secure from such subcontractor(s) similar verification of compliance with O.C.G.A. 13-10-91 on the Subcontractor Affidavit provided in Rule 30010-01-.08 or a substantially similar form. Contractor further agrees to maintain records of such compliance and provide a copy of each such verification to The City of Macon at the time the subcontractor(s) is retained to perform such service. ________________________________________ EEV / Basic Pilot Program* User Identification Number ________________________________________ ______________________________ BY: Authorized Officer or Agent Date ________________________________________ Title of Authorized Officer or Agent of Contractor _________________________________________ Printed Name of Authorized Officer or Agent SUBSCRIBED AND SWORN BEFORE ME ON THIS THE _____ DAY OF ______________________, 20__ ________________________________________ Notary Public My Commission Expires: F:\LEGAL.K\contractor affidavit employee verification.doc O.C.G.A. 13-10-91 (2009)
*

 13-10-91. (For effective date, see note.) Verification of new employee eligibility; applicability; rules and regulations (a) Every public employer, including, but not limited to, every municipality and county, shall register and participate in the federal work authorization program to verify employment eligibility of all newly hired employees. Upon federal authorization, a public employer shall permanently post the employer's federally issued user identification number and date of authorization, as established by the agreement for authorization, on the employer's website; provided, however, that if a local public employer does not maintain a website, the identification number and date of authorization shall be published annually in the official legal organ for the county. State departments, agencies, or instrumentalities may satisfy the requirement of this Code section by posting information required by this Code section on one website maintained and operated by the state. (b) (1) No public employer shall enter into a contract pursuant to this chapter for the physical performance of services within this state unless the contractor registers and participates in the federal work authorization program to verify information of all newly hired employees or subcontractors. Before a bid for any such service is considered by a public employer, the bid shall include a signed, notarized affidavit from the contractor attesting to the following: (A) The affiant has registered with and is authorized to use the federal work authorization program; (B) The user identification number and date of authorization for the affiant; and (C) The affiant is using and will continue to use the federal work authorization program throughout the contract period. An affidavit required by this subsection shall be considered an open public record once a public employer has entered into a contract for services; provided, however, that any information protected from public disclosure by federal law shall be redacted. (2) No contractor or subcontractor who enters a contract pursuant to this chapter with a public employer shall enter into such a contract or subcontract in connection with the physical performance of services within this state unless the contractor or subcontractor registers and participates in the federal work authorization program to verify information of all newly hired employees. (c) This Code section shall be enforced without regard to race, religion, gender, ethnicity, or national origin. (d) Except as provided in subsection (e) of this Code section, the Commissioner shall prescribe forms and promulgate rules and regulations deemed necessary in order to administer and effectuate this Code section and publish such rules and regulations on the Georgia Department of Labor's website. (e) The commissioner of the Georgia Department of Transportation shall prescribe all forms and promulgate rules and regulations deemed necessary for the application of this Code section to any contract or agreement relating to public transportation and shall publish such rules and regulations

on the Georgia Department of Transportation's website. (f) No employer or agency or political subdivision, as such term is defined in Code Section 50-36-1 , shall be subject to lawsuit or liability arising from any act to comply with the requirements of this Code section.