Renovation of a conference / convention center in Seaside, Oregon. Completed plans call for the renovation of a conference / convention center.

HVAC replacement and upgrades and associated work for the Seaside Convention Center. This project will provide all the engineering design, installation, documentation, and training services, materials, labor, costs, and equipment to update and modernize the entire HVAC system for the SCCC to achieve the project objectives, as stated below. This project will also cover all project support to complete all permitting and inspections required to complete the scope of work (SOW). The SOW will include the following project tasks and goals: 1) Project Management and Meetings: All of the project management and labor associated with the project that is not covered by the other work tasks will be covered in this work task. The project will require several meetings. The following meetings shall be conducted with the proposer's firm and the SCCC, and external agency or subconsultant, as needed. a. Project Kickoff Meeting - This meeting will be held at the SCCC with the CCGM , PWD and proposer's team to collect site specific information, photo documentation of existing conditions, and discuss the project direction and goals. The draft schedule of the project shall be discussed and updated based on the meeting results. - b. 30% Design Meeting - A 30% design review meeting will be held online (Teams) with the CCGM , PWD, and proposer's team to discuss comments, questions, and edits for the 30% design. The edits to the draft project schedule shall be submitted as a final project schedule and discussed at this meeting. Any further changes to the schedule will be completed and submitted prior to the 60% design meeting. C. 60% Design Meeting - A 60% design review meeting will be held online (Teams) with the PWD and design team to discuss comments, questions, and edits for the 60% design. This meeting will also provide the direction for the design submittal to the permitting agency/agencies for approval of the system. d. 90% Design Meeting - A 90% design review meeting will be held online (Teams) with the CCGM, PWD, proposer's team to discuss updates to the 60% design that were derived from the permitting agency design requirements, comments, questions, and edits to the 60% design . This meeting will also confirm the final design submittal, if necessary, to the permitting agency/agencies to gain approval for construction of the design. This meeting will also discuss the finalization of the design and preparation of the construction documents (specifications, construction plans, final schedule, etc.) . Construction Phase Meetings - The construction lead will meet with the CCGM each week at a set time to discuss the status of the work, adjustments to schedule (as needed), and coordinate the work for that week (or further out). e. f. - Final Inspection Meeting - A meeting to inspect the work and compliance with the plans, specifications, and goals of the work will be conducted with the proposer's team. A punch list will be prepared at the completion of this meeting for the proposer's team to address. - g. Commissioning Meeting - Once the punch list has been completed to the satisfaction of the City; the proposer's team shall conduct a commissioning meeting to conduct final tests of all equipment to demonstrate compliance with the operational requirements and project goals. At the conclusion of this meeting/work task, the proposer will commence with training and submitting the required project documentation. 2) Initial Assessment: Firm shall conduct a comprehensive assessment of existing HVAC systems, ductwork, electrical and gas utilities, telemetry lines, and controls, followed by the design and installation of a replacement HVAC system tailored to the facility's size, zoning, geographic location, and operational needs. The assessment will include a cost benefit analysis comparing the replacement or repair of the existing Carrier units (# 5, 7, 8, and 9 - see prior section) and making the recommendation to the City. The contractor must coordinate with SCCC staff to ensure minimal disruption to scheduled events. This task shall also include an assessment of the optional bid items. - 3) System Design : The proposer's design team is required to prepare the new HVAC design that satisfies the goals of his project (energy efficient, intuitive, and accessible controls, effective climate control, etc.) and can be implemented in a cost-effective manner. The design shall progress through the stages outlined in the project meeting task. Designs shall show the entire system detailing all mechanical , civil , electrical , controls, and all associated work and equipment locations. The design team shall also provide the City with the proposed controls system and interface layout at the 60% design stage for review and edits to be implemented and reviewed at the 90% design stage. 4) Permitting: The proposer is responsible for submitting all required permit applications and attaining successful inspections for the system . All permitting documents and inspection approvals shall be provided to the SCCC per the document requirements. Proposer is responsible for all permit costs associated with this project. 5) Installation: The installation task will include all of the labor, equipment, and materials to complete the subtasks included in this task. a. System Demolition - The team shall conduct the phased demolition, removal, and responsible disposal of the existing HVAC equipment. Proposer will provide receipts of the disposal or recycling of all HVAC equipment removed from the site. The demolition shall be phased to mitigate the loss of HVAC services to the building and be coordinated with the CCGM to ensure minimal impacts to facility events. The demolition items shall include the following: i. HVAC Units - The five ( 5) HVAC units listed in the Existing Facilities section of the RFP will be demolished and removed. The remaining four (4) units will be repaired in place, unless a cost analysis shows the replacement is the more costeffective alternative. If replacement is determined, the bid form shall state this and be covered in the cost provided on the bid form . ii. Controls - All existing controls and telemetry system shall be removed in a manner to maintain existing system functionality until the existing system is no longer needed. iii . Ducting/Associated Equipment - Any associated ductwork/returns/utility lines (those deemed not salvageable for the project) and the covers/cages around the existing HVAC units or associated equipment. infrastructure. iv. Optional Project Items - The optional demolition items will be removed as directed by the City: 1. Roof Pit Door removal of the entire door and frame and any adjoining framing/wall that have evidence of rot or damage. - 2. Roof Pit Deck/Siding - After removal of the HVAC units, the entire deck and siding in the Roof Pit shall be removed. Any structural elements showing evidence of rot or damage will also be removed . Proposer shall include costs to provide a weather-rated cover over this area during the work until the Roof Pit deck and siding installation is complete. 3. Roof Pit Screen - The existing screening system over the Roof Pit shall be removed Question Deadline 09/18/2026 at 4:00 PM PT Questions identified during either option must be submitted through the Oregon Buys portal Deadline for City response to RFI, Protests, Questions, and any Addenda September 25, 2026, 4:00 PM