Facility Condition Assessments RFP

RFP INTRODUCTION

RFP Title:          Facility Condition Assessments (FCA) 
Date Issued:          September 24, 2019 
Contact Person:          Kim Neher (509-663-1117 x141) 
Email Address:          kneher@ncrl.org
RFP Due Date:          October 21, 2019 at 4:00pm 


SUBMIT PROPOSALS TO

Mailing Address:
North Central Regional Library
Attn: Kim Neher
16 N Columbia Street
Wenatchee, WA 98801

Digital Submittal: kneher@ncrl.org

North Central Regional Library is an equal opportunity employer. Minority and women-owned businesses are encouraged to respond.
 
FCA SERVICES INTENT
The North Central Regional Library (“Library”) recognizes the need to address maintenance and modernization of the various physical facilities used and occupied by the Library. To determine the extent and urgency of the replacement of any facility systems and/or components, the Library is seeking proposals from qualified firms to perform a Facility Condition Assessment for each facility as further outlined in this Request for Proposals (“RFP”). These services will support the Library’s efforts to work with facility owners to develop plans for repairs, maintenance, and replacement of component types (roofs, HVAC systems, electrical systems, elevators, etc.) to help avoid failure.

A Facility Condition Assessment is a quantitative technique that can be used to evaluate the remaining life of existing facility components and schedule replacements. Data visualization tools are required as part of the delivery to ensure ease of use and understanding while in strategic and budget planning seasons. These efforts will aid the Library to understand the current state of the condition of the facilities infrastructure and will provide effective tools for partnership with facility owners, continued planning, and prioritization.
 
DURATION OF SERVICES
It is estimated the duration to complete the deliverables described in this RFP will take from 60-90 days from the date of commencement. The Contract or Agreement entered into pursuant to this RFP shall remain in effect until completion of the services described in the Contract or Agreement, final payment thereof, and any applicable warranty period.
 

RFP SCHEDULE 
(These dates are estimates and subject to change by the Library)

EVENT         DATE  
RFP Release:         September 24, 2019  
Proposal Responses Due:         October 21, 2019   
Formal Presentations/Interviews (if needed):         October 25, 2019  


QUALIFICATIONS
The proponent must have the following qualifications:

  • Strong expertise, knowledge and/or experience in facilities infrastructure and requested service(s)
  • Strong written, verbal and interpersonal communication skills
  • Ten (10) or more years of related FCA experience at the system and component level
  • Extensive experience working with public-sector organizations

SUBMITTAL REQUIREMENTS
Responses to this RFP must include the following:

  • Page limit not to exceed 10 pages double sided, or 20 pages single sided. Not included in this count are the cover page, table of contents, and required exhibits
  • A cover letter/statement of interest indicating the Vendor’s interest in offering these services
  • Table of Contents
  • Executive Summary: A one-page high-level overview of the solution being proposed
  • Qualification/Experience: Describe your company and team’s experience and relevance executing facility condition assessments
  • Provide a narrative which shows your firm’s understanding of the project’s requirements
  • Describe how your firm intends to manage all aspects of the work to be performed
  • Provide a fee schedule for services outlined in the scope
  • References/Contact: A list of 3 references (including contact name and telephone number) that you have completed recent projects with
  • Supply the following Exhibits from your past work:
    • Condition assessment sample reports and visualization tools
    • Sample capital needs analysis
    • Sample consolidated capital needs analysis
    • Sample asset survey of major facility systems
RFP SUBMISSION REQUIREMENTS
Submit one (1) digital (kneher@ncrl.org) and five (5) hard copies of the complete proposal response to North Central Regional Library, Attention: Kim Neher, 16 North Columbia Street, Wenatchee, Washington 98801 by 4:00pm on October 21, 2019. Proponents are reminded that the Library is a public agency, therefore, following opening, the proposals may be subject to requests for review and disclosure under the Washington State Public Records Act (Chapter 42.56 RCW)
 
EVALUATION PROCEDURES
Proponents are encouraged to be creative in responding to this RFP; proposing alternatives in addition to a traditional service delivery model. Qualifications will be evaluated by the Selection Committee. The Selection Committee will consider the completeness of a proponent’s qualifications and how well the proposal meets the needs of the Library. In evaluating the proposals, the Library will be using a criteria evaluation process. The Library will consider price but is not required to select the lowest-cost provider.
 
EVALUATION CRITERIA
Qualifications of proponents will be evaluated by the Library Selection Committee based upon the responsiveness of the Proposals to this RFP, which may be weighted by the Library in any manner it deems appropriate. Interviews, if considered necessary, will be held with selected proponents based on an evaluation of the Proposals. All Proposals will be evaluated using the criteria listed below:
  • Company Background/Experience – condition assessment experience in a public-owned setting – 10 Pts
  • Data Visualization – FCA data visualization presentation, flexibility, and ease of use – 30 Pts
  • Approach/Methodology – narrative showing understanding and approach to the project – 30 Pts
  • Exhibits – samples of the applicable exhibits (1 thru 4) that show information requested – 15 Pts
  • Fee Schedule – 15 Pts
The Library reserves the right to reject any and all Proposals and to determine which Proposal is, in the best judgment of Library, the most responsive proposal based upon Library needs, of a responsible proposer or group of proposals and which proposal, if any, should be accepted in the best interest of the Library.

SCOPE OF SERVICES

PROJECT OVERVIEW
The North Central Regional Library is currently soliciting proposals to conduct facility condition assessments for a variety of Library locations which will deliver detailed assessment of facility system components, life-cycle analysis, replacement costs and capital planning.

FACILITY LOCATIONS
Brewster         Ephrata         Okanogan         Soap Lake 
Bridgeport         George         Omak        Tonasket
Cashmere         Grand Coulee        Oroville        Twisp
Chelan         Leavenworth        Pateros        Warden
Coulee City         Manson        Peshastin       Waterville
Curlew         Mattawa        Quincy        Wenatchee
East Wenatchee         Moses Lake        Republic        Winthrop
Entiat        NCRL Wenatchee        Royal City   

Click here for a list of facility location addresses and approximate square footage.

The Library staff will coordinate each facility assessment with the selected proponent to develop evaluation criteria, conduct assessment inspections, develop a replacement schedule, budget, and establish a replacement plan. The following are the success measures of a facility condition assessment:

  • Assess and plan for facility component replacement/renewal needs over the total life cycle of Library occupied facilities
  • Short and long-range component replacement cost analysis
  • Inventory equipment and systems
  • Ability to target the most urgent needs and focus resources
  • Better coordination between actual operations and maintenance needs and capital planning initiatives
  • Prevent adverse impacts to the Library’s operation and facility owner’s budget as a result of facility component failures
DELIVERABLES
The following is meant to provide details on deliverables that the selected proponent will provide on each FCA assignment. All condition assessments will include a bound deliverable containing:
  • Narrative report with description of systems and corresponding conditions. Digital photos of key components and deficiencies integrated into the narrative
  • 7-year annual cost summary with recommended project prioritizations
  • 30-year capital reserve table with systems and component replacement costs and dates
  • Visualization tools for scenario modeling and reporting
  • Square footage measurements for each location to include library-only spaces and shared facility spaces.
FIELD DATA COLLECTION AND CONDITION ASSESSMENT
The capital forecasting field data collection and condition assessment for each selected Library building or facility is meant to capture information of all major facility systems to the individual component level, including all components considered capital repair items. This includes HVAC, roofing, electrical, fire/life safety, plumbing, vertical transportation systems, facility envelope, ADA compliance, structural systems, shelving, furnishings, flooring, doors and hardware, surveillance systems, and site paving/grounds. The selected proponent is expected to collect, document, and analyze the facility assessment data to achieve the following:
  • At the start of each facility assessment, review existing construction and as-built drawings, user manuals and maps
  • At the start of each facility assessment, interview facility owner/operator and client’s staff to understand what improvements have been made in the last three years, what improvements are planned in the next three years and known problems
  • Inventory all major facility equipment including quantity, size, asset tag number, manufacturer, model and serial number
  • Identify deficient conditions in terms of deferred maintenance and facility condition
  • Measure each site location’s square footage, including library-only spaces and shared facility spaces
  • Provide a reasonable cost analysis for the above-mentioned efforts
  • Provide individual cost tables and digital photographs to document the deficient conditions at each property

Based on observations and information obtained from available on-site personnel, the selected proponent will visually inspect all facilities and properties. Specifically, the assessment will focus on the following components:

  • Heating System – Identify boilers, furnaces, and major labeled equipment.
  • Ventilation System – Identify the ventilation systems at the property and assess its overall condition.
  • Air Conditioning System – Identify the material air-conditioning components, including cooling towers, chillers, and major labeled equipment.
  • Roofing System – Identify the material roof systems, including roof type, reported age, slope, drainage, or any unusual roofing conditions. The team will observe for evidence of material repairs, significant ponding, or evidence of material roof leaks.
  • Electrical System – Identify the electrical service provided and distribution system at the subject property. Observation and evaluation will include switchgear, transformers, emergency generators, uninterruptable power supplies, and main distribution panels. Excluded are step down transformers.
  • Lighting – Identify all lighting systems. Observation and evaluation will include all room and task/specialty lighting system types, controls, fixtures, and lamps.
  • Fire/Life/Safety (e.g. fire panels)
  • Plumbing – Identify the material plumbing systems at the subject property, including domestic water supply, domestic hot water production over 80 gallons, sanitary sewer, primary backflow preventer or any special or unusual plumbing systems.
  • Vertical Transportation – Identify the existing vertical transportation equipment and provide an overall assessment. Facility condition assessment provider will detail deficiencies for each elevator and provide an analysis of the remaining useful life, along with budgets for any expected expenditures up to and including modernization or replacement.
  • Facility Envelope – Identify the material elements of the facility exterior, to include walls, doors, windows, and fire escapes. This will also include the façade, curtain-wall systems, glazing, exterior sealant, exterior balconies, and stairways. Observations may be subject to grade, accessible balconies, and rooftop vantage points.
  • ADA Compliance
  • Structural Components – Evaluate the footings, foundations, slabs, columns, floor framing system, and roof framing system as part of the structural inspection for soundness. Observations will be subject to grade and visibility of components. This is a visual inspection only and no structural testing of components or materials will be undertaking.
  • Shelving, Furnishings, and Flooring – Evaluate the condition of built-in and stand-alone shelving systems, furnishings, and floor coverings throughout each location.
  • Doors and Hardware – Evaluate the condition of all exterior and interior doors, gates, rollup door systems, and garage doors to include structural integrity of framing, hardware condition, and general functionality.
  • Surveillance Systems
  • Site Paving and Grounds – Observe and evaluate the site paving and/or components including parking surfaces, pavement, curbs, drains, sidewalks, landscaping, and irrigation systems.
FACILITY ASSESSMENT EVALUATION
At the conclusion of each assessment(s), the selected proponent will prepare FCA reports as described below that include:
  • A general description of the property and improvements and comments generally on observed conditions.
  • Comments for components that are exhibiting deferred maintenance issues and provide estimates for “immediate” and “capital repair” costs based on observed conditions, available maintenance history and industry-standard useful life estimates. If applicable, this analysis will include the review of any available documents pertaining to capital improvements completed within the last three years, or currently under contract. Facility condition assessment provider shall also inquire about available maintenance records and procedures and interview current available on-site maintenance staff and/or facility owners.
  • A schedule for recommended replacement or repairs (schedule of priorities).
  • Address critical repairs separately from repairs anticipated over the term of the analysis.
  • A Facility Condition Index number (FCI) for each facility.
  • A 7-year annual cost breakdown with recommendations for project prioritizations.
  • A thirty (30) year capital plan with an executive summary with graphic presentation of results to provide a quick, “user-friendly” summary of the property’s observed condition and estimated costs assigned by category.
  • Location information and map that describes assessment site.
  • Square-Footage measurement of each location including library-only and shared facility spaces.
COST ESTIMATING
Each Library location or facility FCA report will include an estimated cost for each system or component repair or replacement anticipated during the evaluation term. The capital needs analysis will be presented as an excel-based cost table that includes a summary of the description of each component, the age and estimated remaining useful life, the anticipated year of repair or replacement, quantity, unit cost and total cost for the repair of each line item. A consolidated capital needs analysis will be presented that includes all anticipated capital needs for all facilities.

In addition to the detailed description of the deficiencies, the selected proponent will provide cost estimates for the deficiencies noted. The cost estimate for capital deficiencies will be based on the estimate for maintenance and repair. Project management costs, construction fees, and design fees will be derived using actual costs from previous projects, if available.

The selected proponent will use the Uniformat system and the RS Means model for cost estimating to project costs based on local conditions to increase accuracy to better reflect local market.

Facility systems equipment inventory will be provided in Excel-based format. The proponent will provide in its response to the RFP samples of a single facility report (Exhibit 1) that would include an estimated cost for each system or component repair or replacement anticipated during the evaluation term. Also, the proponent will provide a sample capital needs analysis (Exhibit 2) in an Excel-based cost table that includes a summary of the description of each component, the age and estimated remaining useful life, the anticipated year of repair or replacement, quantity, unit cost and total cost for the repair of each line item. A sample consolidated Capital Needs Analysis (Exhibit 3) will be provided that includes all anticipated capital needs for all facilities, the detailed description of the deficiencies, cost estimates for the deficiencies, project management costs, construction fees, and design if applicable. Responder will provide information on how these costs are derived, if available. 
 
An asset survey of major facility systems at designated locations will be conducted for the purpose of noting remaining useful life of major facility equipment. The proponent shall provide a sample asset survey of major facility systems (Exhibit 4) that notes the remaining useful life of major facility equipment or infrastructure. A complete equipment inventory for each system will be recorded with information populated to capital forecasting module including:
  • Facility name
  • Model
  • System name (classification)
  • Serial number
  • Subsystem name (type)
  • Date put in service (if available)
  • Component name (description)
  • Warranty information
  • Condition
  • Unit of measure
  • Remaining useful life
  • Energy Impact
  • Quantity
  • Replacement cost
  • Asset tag number
  • Notes
  • Manufacturer
  • Location information

For a printable version of this RFP including a reference form, click here.
For just the reference form, click here.

For a list of facility locations including approximate square footages, click here.

 

Facility Condition Assessments RFP
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