BACKGROUND
The Suffolk Public Library intends to construct a new two-story 37,000 square foot Central
Library in historic downtown Suffolk. The lots on the West Washington project site are currently
being combined into a single parcel. The build will have a structural steel frame resting on
conventional shallow concrete foundations. The exterior walls area combination of
veneer/cladding systems attached to a light gauge steel membrane roof and no-slope
composite decks for green roof and terrace locations. COMPETITION INTENDED
It is the City's intent that this Request for Proposal (RFP) permits competition. It shall be the
offeror's responsibility to advise the Purchasing Agent in writing if any language requirement,
specification, etc., or any combination thereof, inadvertently restricts or limits the requirements
stated in this RFP to a single source. Such notification must be received by the Purchasing
Agent not later than five (5) business days prior to the date set for acceptance of proposals TERM OF CONTRACT
The term of this agreement shall be from the date of the agreement through completion of all
tasks required for completion of this project. The City reserves the right to purchase additional
related services on an as-needed basis for three years from the date of signed contract
execution, not to exceed $50,000 in total. For each additional service proposed by the City, the
Offeror shall provide a written description of the services to be provided. Fees and schedules
for additional projects shall be subject to negotiation; if mutually acceptable terms are not
achieved, the City reserves the right to obtain the necessary services from other sources.
SCOPE OF SERVICES
A. The Contractor will work with the City's Architect/Engineer firm ("A/E") for individual projects
assigned by the City to develop the requirements for commissioning and to gain a complete understanding of the design intent of all building systems and subsystems. The Contractor
will be responsible for performing all services necessary to provide assurance to the City that
the design intent of the City's Architect/Engineer is met in relation to:
1. HVAC, inclusive of but not limited to (a) heating and ventilation, (b) exhaust fans, (c) air
conditioning, (d) sensors, (e) control systems, (f) interface with fire alarm and security system,
and (g) building automation systems;
2. Electrical, inclusive of but not limited to (a) lighting systems and lighting control;
3. All other systems as deemed necessary to comply with Code hereinbefore indicated.
B. Offerors should address their ability to provide all services required for this contract. The
services required will include, but are not limited to, the following:
1. Pre-Construction Phase
a. Develop a commissioning plan that describes the commissioning process and the
responsibilities of all parties. Specifications should clearly identify the responsibilities of the
contractor, City and A/E during commissioning.
b. Conduct a pre-construction meeting to define the City's requirements and ensure that the
construction team (City representatives, A/E, construction contractor, testing & balancing
personnel and sub-contractors) fully understand the commissioning process and its
implementation. Ensure that the responsibilities of each party are clearly defined.
c. Review submittals in a timely fashion for compliance with the design intent and the
commissioning plan as it impacts the commissioning process.
d. Notify required participants in advance of each commissioning event.
e. Coordinate, schedule and conduct meetings and prepare minutes for distribution as part of
the commissioning process.
f. Conduct a quality control audit of the Public Works Operations Complex design to identify
potential issues and/or areas of concern. Questions and Inquiries
Questions and inquiries pertaining to the Request for Proposals will be accepted from
any and all firms via e-mail to jsmigielski@suffolkva.us or fax. Inquires must provide
RFP number and title. Material questions will be answered by Addendum and will be
posted on the City's website
Questions must be received five (5) business days prior to opening date.
Jay Smigielski, Purchasing Agent, is the designated authorized spokesperson for the
City of Suffolk with respect to this RFP. All questions and/or comments should be
directed to his attention. The respondents to this RFP shall not contact, either directly
or indirectly, any other employee or agent of the City regarding this RFP. This
prohibition shall also extend to the Suffolk City Council and other elected City officials.
Any such unauthorized contact may disqualify the Offeror from the procurement.
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