Design Services - IPBS HVAC - Motivair Units Replacement

Location:	Iowa
Posted:	Mar 13, 2026
Due:	Apr 2, 2026
Agency:	State Government of Iowa
Type of Government:	State & Local
Category:	C - Architect and Engineering Services - Construction Z - Maintenance, Repair or Alteration of Real Property
Solicitation No:	RFP952500-01
Publication URL:	To access bid details, please log in.

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RFP COVER SHEET

Administrative Information

STATE OF IOWA

REQUEST FOR PROPOSALS

PROFESSIONAL DESIGN SERVICES

RFP Number RFP952500-01 Title of RFP IPBS HVAC - Motivair Units Replacement

Agency

Iowa Department of Administrative Services (DAS)

Project

Description

The State of Iowa Department of Administrative Services (DAS) is seeking professional

design services for replacement of two (2) Motivair units with new. Design to include

similar capacity ACCU chiller, and some free-cooling preferred. Avoiding major piping

changes and work in Air Handlers.

State Issuing Officer:

Katelyn Howells

Issuing Officer

Iowa Department of Administrative Services

Hoover State Office Building, Level 3

1305 East Walnut, Des Moines, IA 50319-0105 Phone: 515-721-7856

Email: construction.procurement@iowa.gov

PROCUREMENT TIMETABLE—Event or Action

Date/Time (Central Time)

State Posts Notice of RFP on TSB website

03/11/26

State Issues RFP

03/13/26

Pre-Proposal Conference Location and Address:

Is Pre-Proposal Conference mandatory? No

If a map is needed, contact the Issuing Officer.

Virtual Option -

https://teams.microsoft.com/meet/28059883046900?p=27cOLYpMvKW

Axg15Q4

03/18/26 at 2:00 PM

6450 Corporate Dr

Johnston, IA 50131

Questions, requests for clarification, and suggested changes from

Respondents due to Construction Procurement

03/25/26 at 5:00 PM

Proposals Due

04/02/26 at 2:00 PM

Relevant Websites

Website where Addenda to this RFP will be posted http://bidopportunities.iowa.gov

Website where contract terms and conditions are posted

https://das.iowa.gov/sites/default/files/procurement/pdf/ConsensusDoc803.pdf

Number of Copies of Proposals Required to be Submitted: 1 Digital

Firm Proposal Terms

The minimum number of days following the deadline for submitting Proposals that the firm guarantees

all proposal terms, including price, will remain firm is 120 Days.

1.1 INTRODUCTION

The Iowa Department of Administrative Services (DAS) is seeking proposals from qualified and available

Design companies for services, per RFP cover page, and as outlined in the following (Sections 1.2 - 1.3).

The successful proposal must:

● For the staff that will be assigned, identify and describe qualifications, experience, and expertise in

providing services for similar, or relevant, projects.

● For the staff that will be assigned, provide a list of past similar or relevant projects completed in the

last 5 years, and include brief descriptions of what the projects entailed and a contact name and

phone number (reference). In addition provide estimated project cost, final project cost at

acceptance, and whether it was completed on time.

● Describe the composition of your team. Identify staff to be assigned. Provide resumes of key

individual(s) including education, relevant experience, and certifications/licensing.

NOTE: Any responding company and/or consultant that is part of the project design services cannot

receive an award from the resulting request for bid of construction services.

● Describe the cost estimating, status reporting, and cost reporting procedures you utilize.

● Describe computer program/software capabilities and expertise you utilize. Please describe your

experience.

● Provide a copy of your organizational chart.

● Describe your experience, if any, on designing similar or relevant projects for the State of Iowa.

● Provide the hourly rates, and anticipated hours by position, for all persons (including sub-consultants)

that will be assigned to the project. Also provide an estimated fee total.

● Identify desired reimbursable charges (the State has limitations, per State of Iowa Accounting Policies

and Procedures 210.245), and all other charges.

1.2 SCHEDULE

DAS is seeking a firm that can commence work upon execution of a contract. Time is of the

essence.

Execution of Designer’s Contract

Tentative Design Kick-Off Meeting

100% Design Development Documents and Cost Opinion By

50% Construction Documents and Cost Opinion By

95% Construction Documents and Cost Opinion By

100% Construction Documents and Cost Opinion By

Contractor Bidding

Execution of Contractor’s Contract(s)

Submittals, Procurement and Construction

Close out

Week of April 13th, 2026

Week of April 20th, 2026

To Be Coordinated

June 15th, 2026

July 2026

July 2026 to November 2026

December 2026

1.3 PROJECT DESCRIPTION

Construction Manager (Boyd Jones) has been engaged for this Project to serve as advisor to DAS

and to provide assistance in administrating the Contract for Design between DAS and the Designer

according to separate contract between DAS and Construction Manager. DAS is currently seeking

design services from qualified firms for a project consisting of replacing two (2) Motivair Air

Cooled Chillers and replace with similar capacity ACCU chillers, free-cooling preferred. Scope to

remain solely on replacing chiller units, avoiding major piping changes and work in air handler.

Design services shall include:

1.3.1 The contract for this work will be a modified ConsensusDoc 803. See link on cover page

for a sample contract.

1.3.2 All design disciplines necessary to complete the scope of work.

1.3.3 Attend design kick-off meeting onsite to discuss desired outcome of the project with the

Owner, Construction Manager, and Owner’s maintenance staff.

1.3.4 Use of the State of Iowa‘s construction management software program for uploading all

documents, submitting and approving pay apps, and construction administration. The

cost for the use of the software is paid by the Owner.

1.3.5 Field examination of the existing buildings.

1.3.6 Existing CAD/PDF drawings will be provided to the successful design firm. Accuracy of

drawings shall be verified by the design firm.

1.3.7 Field examination of the existing buildings.

1.3.8 Design for scope of work. Provide material recommendations based on experience,

quality, and price. Recommendations for replacements and upgrades shall include non-

proprietary equipment and systems.

1.3.9 Provide minor drawing work to assist the Construction Manager in the development of

hazardous materials bid package. This shall include providing PDF backgrounds for

identification, by others, of hazardous materials removal.

1.3.10 Designer shall include any and all survey work required for completion of project.

1.3.11 Coordinate with State agencies to confirm utilities that may be abandoned as well as shut

down requirements where required.

1.3.12 Provide detailed input of design schedule to Construction Manager for overall

incorporation into master schedule.

1.3.13 Designer shall assist Construction Manager in the evaluation of long lead times.

1.3.14 Quality control during Design, Preconstruction and Construction.

1.3.15 Compliance with all Federal, State, and applicable AHJ codes.

1.3.16 Completion of State building and energy code documents, as required.

1.3.17 Design review will be conducted at 100% design development documents, 50%

construction documents, and 95% construction documents. Dates for design review

meetings to be coordinated with the design and project team and set no later than the

design kickoff meeting. Review will be conducted with DAS Owner Representative,

Construction Manager, and Facility Representative, at a minimum. Drawings,

specifications and cost opinions (if applicable) shall be provided at least five days prior to

each review meeting. An additional review meeting may be required at the end if there

are discrepancies in cost opinions or constructability review questions.

1.3.18 Review with the Department of Inspections, Appeals, and Licensing’s Building Code

Bureau for approval of plans or exemption from review. All fees associated with the

Bureau are the responsibility of the designer.

1.3.19 Develop and distribute agendas and meeting minutes for all meetings during the design

phase.

1.3.20 Designer shall provide any information necessary to obtain utility rebates where

applicable.

1.3.21 DAS will engage the services of a commissioning agent for the project. Designer shall

coordinate with the commissioning agent, participate in meetings and review

recommendations of the commissioning agent. The intent is to have the commissioning

agent involved from the beginning of design through the end of the project. (A separate

RFP will award commissioning services. Design firms have the option of proposing on both

the design and commissioning services but can only be awarded one).

1.3.22 Construction cost opinions provided by the Design Professional team during Design at

100% design development documents, 50% construction documents, and 95%

construction documents) with a Final Estimate for construction included with bid

documents, per Iowa Code.

1.3.23 Construction drawings, specifications (the Construction Manager will produce Divisions

00 and 01), and addenda.

1.3.24 Provide bid alternates as determined during the course of design and bid package

development.

1.3.25 Assist Owner and Construction Manager in obtaining bids from qualified contractors.

1.3.26 Construction administration, including creation of the submittal and closeout items log,

review of and responses to submittals and closeout documentation, RFIs, proposal

requests, change orders, pay applications, periodic site visits, attendance at project

meetings as required, participation / development of contractor punch list, closeout

documentation review and approval, certificates of substantial completion, and

certificates of final completion, as well as development of Architectural Supplemental

Instructions for design revisions, and punch lists within the construction management

software program.

1.3.27 Participation with project team during construction progress meetings as required.

Designer shall participate in bi-weekly conference calls during the construction period.

1.3.28 Field Observation reports, with photos, submitted for each site inspection within five (5)

days of the site visit.

1.3.29 Acknowledgement that all documents are copyright to the State of Iowa and shall be

turned over to the State of Iowa in their native computer format. Any ASIs/RFIs/PRs and

addendums will be expected to be incorporated before final posting. Both the native

computer format and PDF versions shall be uploaded to the construction management

software program at the end of the project.

1.3.30 The Department requests lump sum pricing from the respondents to this RFP, with the

lump sum base scope price being inclusive of all reimbursables, such as printing, mileage

and travel expenses. The Department requests the fee proposal from the respondents to

this RFP be broken down as follows. These breakdown prices will be used as the schedule

of values for billing purposes.

1.3.30.1 Design Development Documents

1.3.30.2 Construction Documents

1.3.30.3 Bidding or Negotiation Assistance

1.3.30.4 Construction Phase

Include at minimum the following site/virtual visits:

Design Kickoff/Building Evaluation

100% Design Development

50% Construction Documents

95% Construction Documents

100% Construction Documents

Pre-Bid Meeting

Construction Field Observation

Substantial Completion/Punch List

Development

Final Completion/Punch List

Verification

One Year Warranty Correction Period

Visit

In-Person

Virtual

Beyond these site visits, each proposing firm shall provide additional visits as they see fit to

complete the work of design. In addition to the lump sum pricing, the Department

requests a unit price per construction inspection visit. This unit price will be additive or

deductive based on the number of actual visits made.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Design Services - IPBS HVAC - Motivair Units Replacement

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