RFP 14-24 Building Systems Commissioning Services

RFP 14-26
City of Concord, New Hampshire
Purchasing Department
BUILDING SYSTEMS COMMISSIONING SERVICES
POLICE DEPARTMENT CONSTRUCTION AND RENOVATION PROJECT
Prepared for, and in coordination with the
GENERAL SERVICES DEPARTMENT
PUBLIC PROPERTIES DIVISION
and
COMMUNITY DEVELOPMENT DEPARTMENT
Proposal Documents
Specifications
Contract Documents
PROPOSAL DUE DATE/TIME: MARCH 18, 2026 NOT LATER THAN 2:00 PM

TABLE OF CONTENTS
Table of Contents .................................................................................................................2
Request for Proposals ..........................................................................................................3
I. STATEMENT OF WORK
Instructions to Proposers ..............................................................................................5
Scope of Services and Schedule ...................................................................................5
Proposal Submission Checklist ..................................................................................12
II. CITY REQUIRED FORMS
Price Proposal .............................................................................................................13
Specifications Exception Form ..................................................................................15
Form W-9 ...................................................................................................................16
Indemnification Agreement ........................................................................................17
Insurance Requirements .............................................................................................18
III. EXHIBITS
1) Notice of Award ....................................................................................................19
2) Agreement ..............................................................................................................21
3) Notice to Proceed ...................................................................................................24
4) No Proposal Questionnaire ....................................................................................25
IV. APPENDIX A ....................................................................................................................26
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City of Concord, New Hampshire
PURCHASING DIVISION
COMBINED OPERATIONS & MAINTENANCE FACILITY
311 NORTH STATE STREET
CONCORD, NH 03301
603-230-3664 FAX: 603-230-3656
www.concordnh.gov/Purchasing
REQUEST FOR PROPOSALS
The Purchasing Division, located at the Combined Operations & Maintenance Facility, 311 North State
Street, Concord, New Hampshire 03301, will receive sealed proposals for "RFP 14-26, Building Systems
Commissioning Services" until 2:00 PM on March 18, 2026. The sealed envelope shall be plainly marked:
"RFP 14-26, Building Systems Commissioning Services"
Proposals may be issued only by the Purchasing Manager, or her designee, to authorized firms and are
not transferable unless authorized by the Purchasing Manager, or her designee.
The RFP documents may be downloaded directly from the City's website at
www.concordnh.gov/purchasing
There will be a non-mandatory, Pre-proposal Conference held virtually via Zoom on March 11,
2026 at 11:00 am.
Join Zoom Meeting
https://us02web.zoom.us/j/5056501305?omn=89870228235
Meeting ID: 505 650 1305
All proposals received will be considered confidential and not available for public review until after a
vendor has been selected.
The City reserves the right to reject any or all proposals or any part thereof, to waive any formality,
informality, information or errors in the proposal, to accept the proposal considered to be in the best
interest of the City, or to purchase on the open market if it is considered in the best interest of the City to
do so. Failure to submit all information called for and/or submission of an unbalanced proposal are
sufficient reasons to declare a proposal as non-responsive and subject to disqualification.
Failure to submit all information as detailed on the Proposal Submission Checklist on and/or
submission of an unbalanced bid are sufficient reasons to declare a bid as non-responsive and
subject to disqualification.
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All proposals are advertised, at the City's discretion, in various publications and are posted publicly as
detailed below:
Name Advertising Address Phone/Fax Email and Web Address
Medium
City of Concord, Posted on 311 North State 603.230-3664 twaterman@concordnh.gov
NH City Website Street, Concord NH 603.230.3656(fax) www.concordnh.gov/purchasing
and in City 033301
Hall Lobby
Associated Bid House 48 Grandview 603.225.2701 plansroom@agcnh.org
General Drive, Bow NH 603.226.3859(fax) www.agcnh.org
Commissioning 03304
Agent (CxA)s
Construction Bid House 734 Chestnut St, 603.627.8856 info@constructionsummary.com
Summary of NH Manchester NH 603.627.4524(fax) www.constructionsummary.com
03104
Bid Ocean Bid House PO Box 40445, 866.347.9657 bids@bidocean.com
Grand Junction, CO 877.356.9704(fax) www.bidocean.com
81501
Dodge Data & Bid House 300 American Metro 607.898.2053 dodge.bidding@construction.com
Analytics Blvd, Suite 185, www.construction.com
Hamilton, NJ 08619
New England Bid House 100 Radnor Rd S- 1.800.652.0008 ENR.products@bnpmedia.com
Construction 102, State College, 1.888.285.3393(fax) www.enr.com
News - CDC PA 16801
News
APPROVED:
_____________________________
Tina M. Waterman, Purchasing Manager
Date: March 5, 2026
Bid Due Date/Time: March 18, 2026 not later than 2:00 PM
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I. Statement of Work
INSTRUCTIONS TO PROPOSERS
Project Name: RFP 14-26, Building Systems Commissioning Services
INTRODUCTION:
The City of Concord, New Hampshire seeks qualified, independent Building Systems Commissioning
(Cx) Services for the construction and renovation of a new Police Department Headquarters (New PD).
The project will combine renovation and new construction at 4 Bouton Street. The existing four-story,
38,778 SF structure (built in 1958 and acquired in 2024) is being fully gutted to structural concrete. A
new two-story, 31,497 SF slab-on-grade addition will be constructed adjacent to the renovated structure.
The completed facility will function as a unified building and meet stringent public safety resiliency
standards.
Bonding authority of $40 million was approved in December 2025. Demolition has begun. Construction
is scheduled to begin Spring 2026, with completion in November 2027.
The project team includes:
* Architect: Harriman AE
* Construction Manager: Milestone Construction
* City Technical Staff
* Additional consultants: Building Management Systems (Elliot Controls/Automated Logic),
Surveying, Geotechnical, Traffic, and Industrial Hygiene
Detailed design documents are Law Enforcement Sensitive and will not be distributed without City
authorization.
SCOPE OF SERVICES:
The Commissioning Agent (CxA) shall provide comprehensive commissioning services during the
construction and acceptance phases. The CxA will work collaboratively with the Architect, Construction
Manager, and City to ensure systems are installed, tested, and operating in accordance with the design
intent and contract documents.
Commissioned systems are included in building contract specifications, but are not limited to:
* Building Envelope
* Emergency Electrical Power, Lighting, and Distribution
* Mechanical Systems and Building Management Systems (BMS)
* Lighting Controls
* Domestic Hot Water Systems
* Security Systems
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The CxA shall verify installation compliance with contract documents (including amendments and
change orders) and confirm proper functional performance.
Specific commissioning steps are outlined in Appendix A.
SCHEDULE:
RFP Issued March 5, 2026
Non-Mandatory Pre-proposal Conference March 11, 2026
Proposals Due March 18, 2026
CxA Interviews Week of March 30, 2026
Selection of CxA On or about April 6, 2026
Contract Signing On or about April 16, 2026
Construction Phase March 1, 2026 through October 1, 2027
Building Envelope Commissioning On or about January 1, 2027
Acceptance and Warranty Phase October 1, 2027 through September 30, 2028
Project Completion November 1, 2028
COMMISSIONING PHASES:
A. Construction Phase
* Meet with City stakeholders to confirm project goals and operational expectations.
* Review existing HVAC controls and integration requirements.
* Conduct commissioning-focused reviews of construction documents.
* Confirm maintainability, performance, and clarity of commissioning requirements.
* Develop and maintain a Commissioning Plan identifying systems, roles, schedule, and
deliverables.
* Conduct a commissioning kickoff meeting.
* Review contractor submittals and shop drawings for commissioned systems.
* Perform periodic site observations and issue commissioning reports. Ensure work is being
installed in accordance with building contract documents.
* Verify completion of pre-functional checklists (PFCs) and equipment startup.
* Review Testing, Adjusting, and Balancing (TAB) reports. Witness duct leakage and other
construction testing.
* Develop and oversee Functional Performance Testing (FPT).
* Maintain a Commissioning Issues Log and coordinate resolution of deficiencies.
* Review Operations & Maintenance (O&M) manuals for completeness and accuracy.
* Participate in facility staff training and review training materials.
* Complete and submit a Final Commissioning Report.
B. Acceptance & Warranty Phase
* Conduct functional performance testing under real, seasonal, operating conditions.
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* Verify system operation across normal, part-load, full-load, and emergency modes.
* Participate in post-occupancy verification.
* Conduct a 9-month warranty review and assist in resolution of deficiencies.
C. Building Envelope Commissioning
* Conduct pre-installation conference.
* Perform construction observation of air barriers, insulation, roofing, waterproofing, and
fenestration.
* Conduct infrared (IR) thermal scanning.
* Perform air and water infiltration review as applicable.
* Document findings and coordinate corrective action.
PROPOSAL REQUIREMENTS:
Proposal Statements shall include a table of contents outlining the following sections:
1. Understanding of Work
Description of the firm's understanding of project scope, system integration, sustainability, energy
efficiency, and compliance with applicable codes.
City responsibilities include providing system access, scheduling personnel participation, coordinating
work in occupied areas, and advising on occupancy changes.
2. Firm Profile
* Office location
* Services provided
* Relevant municipal government commissioning experience
3. Experience & Expertise
* Building systems integration (renovation and new construction)
* TAB familiarity
* Life safety and code knowledge
* Commissioning for Performance (CxP) proficiency
4. Staff Qualifications
Resumes and certifications (LEED, ASHRAE, etc.) of assigned personnel.
5. Approach
Commissioning methodology, communication protocols, documentation process, and post-occupancy
support strategy.
6. Past Projects
Municipal commissioning projects completed within the past five years, including scope and value.
7. References
Contact information for similar municipal clients.
8. Litigation History
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Disclosure of past, current, or pending litigation with owners or regulatory agencies.
9. Fee Proposal
* Not-to-exceed fee broken down by phase:
Construction
o
Acceptance/Post-Acceptance
o
* Breakdown of labor, testing, reimbursables, and travel. Include number of anticipated site visits.
* Proposed mechanism for scope change adjustments.
All pricing shall include related expenses and be guaranteed for ninety (90) days.
If the firm participates in municipal consortium agreements, established minimum pricing shall apply.
The City will contract and pay the CxA directly.
PLEASE NOTE: IF YOUR PROPOSAL EXCEEDS $125,000 YOU WILL NEED TO PROVIDE
PERFORMANCE AND PAYMENT BONDS FOR 100% OF THE CONTRACT VALUE AT THE
TIME OF CONTRACT EXECUTION
EVALUATION CRITERIA:
Proposals will be evaluated based on:
* Understanding of commissioning requirements 150 pts.
* Relevant municipal government experience 100 pts.
* Staff qualifications 100 pts.
* Quality and completeness of proposal 75 pts.
* Cost 100 pts.
* Interview/presentation (if requested) 125 pts.
Upon completion of the review of all proposals, the City may desire to hold interviews with one or more
CxA's.
EXPLANATION TO PROPOSERS:
Any explanation regarding the meaning or interpretation of contract drawings, specifications or other
contract documents must be requested in writing with sufficient allowance of time for receipt of reply
before the time of the bid opening, i.e. at least seven (7) calendar days. Any such explanations or
interpretations shall be made in the form of an addendum to the documents and shall be furnished to all
bidders who shall submit all addenda with their bids. Oral explanations and interpretations made prior
to the bid opening shall not be binding. Requests for explanations should be addressed to:
Tina Waterman, Purchasing Manager
Combined Operations & Maintenance Facility
311 North State Street
Concord, NH 03301
(603) 230-3664
(603) 230-3656 (Fax)
twaterman@concordnh.gov
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PROPOSERS UNDERSTANDING:
The City of Concord shall make available to all prospective proposers, previous to the receipt of
proposals, information that it may have as to the extraordinary site conditions at the work site. Such
information shall be given, however, as the best factual information available without the assumption of
responsibility for its accuracy or for any conclusions that the Commissioning Agent (CxA) might draw
there from.
INSPECTION FEES:
The Commissioning Agent (CxA) shall not be assessed fees for layout or inspection of work by City of
Concord personnel, when such layout and/or inspection is required as part of the Specifications for the
project. If, however, additional layout and/or re-establishment of bench marks, etc. is required due to
negligence or failure of the Commissioning Agent (CxA) to conform to the Specifications and
Standards, then charges shall be made to him, and shall not be reimbursable by the City. The
Commissioning Agent (CxA) may be assessed the additional expense for inspection work during
overtime or weekend hours should these hours be solely at the convenience of the Commissioning Agent
(CxA).
INTEREST OF THE COMMISSIONING AGENT (CXA):
The Commissioning Agent (CxA) hereby covenants that he has at the time of execution of this
Agreement, no interest, and that he shall not acquire any interest in the future, direct or indirect, which
would conflict in any manner or degree with the performance of the services required to be performed
pursuant to this Agreement. The Commissioning Agent (CxA) further covenants that in the
performance of this work, no person having any such interest shall be employed.
EXTRAS:
Except as otherwise provided herein, no payment for extras shall be made unless and until such extras
and the price thereof have been authorized in writing by the City.
OPPORTUNITIES FOR RESIDENTS:
The Commissioning Agent (CxA) covenants and agrees that in the work to be performed under this
Contract, the Commissioning Agent (CxA) will take affirmative action to ensure that residents of the
City of Concord are given maximum opportunity for employment and that business concerns located in,
or owned in substantial party by, residents of the City of Concord are to the greatest extend feasible,
awarded contracts.
The City may request, in which case the Commissioning Agent (CxA) shall provide, such information as
the Owner shall determine is necessary to ascertain the Commissioning Agent (CxA)'s conformance
with the provisions of this section.
EXTRA WORK:
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The Commissioning Agent (CxA) shall do any work incidental to the proper completion of the contract
not herein otherwise provided for when and as ordered in writing by the City. The amount of
compensation to be paid to the Commissioning Agent (CxA) for extra work as so ordered, shall be
determined by the City to be one of the following:
By such applicable unit prices, if any, as set forth in the Contract; or
If no such unit prices are so set forth, then by unit prices or by a lump sum mutually agreed to by the
City and the Commissioning Agent (CxA); or
If no such unit prices are so set forth and if the parties cannot agree upon unit prices or a lump sum, then
by the actual net cost in money to the Commissioning Agent (CxA) as approved by the City of the
materials and of the wages of applied labor required for such extra work, plus such rental of plant and
equipment (other than small tools) required and approved for such extra work, plus ten percent (10%).
No extra work will be paid for unless specifically ordered as such by the City in writing.
In the case of extra work performed by subcontractors, whether under the specific contract item
provided herein, or otherwise approved by the City, the ten percent (10%) added to the reasonable cost
of the work will be allowed only to the subcontractor. On such work, an additional five percent (5%) of
the reasonable cost (before addition to the ten percent -10%) will be paid to the Commissioning Agent
(CxA) for his work in directing the operations of the subcontractor and for any overhead involved.
QUALIFICATIONS:
The City of Concord may make such investigations as it deems necessary to determine the ability of the
Commissioning Agent (CxA) to perform the work, and the Commissioning Agent (CxA) shall furnish to
the City all such information and data for this purpose as the City may request. The City reserves the
right to reject any bid if the evidence submitted by, or investigation of such bidder fails to satisfy the
City that such Commissioning Agent (CxA) is properly qualified to carry out the obligations of the
contract and to complete the work contemplated therein. Conditional proposals will not be accepted.
PROJECT MANAGERS TO DECIDE:
The Project Managers ("PMs") or one of their designees, shall decide all questions which may arise as to
the performance, continuity and acceptability of work to be done and all materials to be furnished under
this contract, and shall decide all questions which may arise as to the interpretation of plans and
specifications used and as to the fulfillment of this contract on the part of the Commissioning Agent
(CxA) and as to defects in the Commissioning Agent (CxA)'s work. The order, progress and services
provided shall at all times be satisfactory to the PM's or their designees. The Commissioning Agent
(CxA) shall vie his attention constantly to the faithful prosecution of the work, and shall keep the same
under his personal control.
GENERAL PROVISIONS:
Whenever the Commissioning Agent (CxA) is not present on any part of the work where it may be
desired to give directions, orders may be given by the PM, or their designee, and shall be received and
obeyed by the superintendent or foreman who may have charge of the particular work in reference to
which orders are given.
INVOICES:
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