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r'941FbP'14 CITY COUNCIL STAFF REPORT
DATE: November 19, 2008
SUBJECT: LEED Commissioning Consultant Services —Animal Shelter Project
FROM: David H. Ready, City Manager
BY: City Manager
SUMMARY
This action would result in the hiring of a consultant to perform LEED Commissioning
responsibilities for the Animal Shelter Project.
RECOMMENDATION:
1. That City Council waive sections 7.03.030 and 7.04.050 of the Procurement
Ordinance that require a competitive process to select a LEED Commissioning
Consultant.
2. That City Council approve a short form Consulting Services Agreement with
KEMA Services, Inc. for LEED Commissioning Services in conjunction with the
Palm Springs Animal Shelter Project in an amount not to exceed $75,000.
STAFF ANALYSIS:
At the time of the approval of a design contract for the Animal Shelter project the City
Council established a goal of achieving GOLD LEED certification for the project. The
LEED certification process requires that a LEED consultant be part of the design team
and George Miers and Associates has included KEMA Services, Inc. on their team.
The process further requires that the building owner independently hire a LEED
Commissioning Consultant to actually start-up the building and document that start-up
for the certification process.
The Commissioning consultant may actually be the same consultant that is on the
design so long as they directly contract with the owner for the services. Actually there is
the potential for savings by utilizing the same consultant as they will already be
completely familiar with the project by the time there is a need to actually start it up; a
different consultant would need to be paid to become familiar with the plans and the
project.
ITEM NO.
Page 2,LEED Commissioning Consultant Services Agreement
City Council Report,November 19,2009
KEMA Services, Inc. was included on the design team because of their extensive
experience and expertise. It is for that same reason that staff recommends contracting
directly with them for the Commissioning services. The total cost of Commissioning
plus some energy modeling which may help qualify the project for grants from the
utilities, is $75,000.
A short form Consulting Services agreement is proposed for this project and is attached
to this report. Staff recommends City Council approval of the contract and waiving of the
Procurement Ordinance requirement for competitive proposals to select the consultant
due to their knowledge and expertise related to the specific project.
FISCAL IMPACT:
Funding for these services will come from the Project budget set aside.
A)rk±
Allen-F. Smoot, wner's Representative
David H. Ready, nager
Attachment(s)
1. Proposal
22
492 Ninth Streel, Suite 220 Oakland, CA 91607 • Tft'L 510-891-0446 FAX 510-991-0440
PROPOSAL FOR
BUILDING COMMISSIONING AND ENERGY MODELING SERVICES
FOR THE CITY OF PALM SPRINGS ANIMAL SHELTER
KEMA is very pleased to provide our proposal for Building Commissioning services for the City of
Palm Springs Animal Shelter. The building will be approximately 22,000 square feet of space
designed to be energy-efficient. This proposal is based on the assumption that the team is
committed to pursuing a Gold rating from the USGSC's LEED NC v2.2 rating system.
Our proposed role is to provide building commissioning services to satisfy the LEED EA prerequisite
1- Fundamental Commissioning and EA credit 3- Enhanced Commissioning and energy modeling to
be used as a design tool and to satisfy the documentation requirements of LEED EAc1. We have
described fully the scope of work in the body of this proposal. Please review to insure that this level
of commissioning and modeling is consistent with the owner's goal.
The cost of our proposed work is shown below. We will provide these services on a fixed fee basis.
Fee Proposal—Building Commissioning Services
Scope Fee
LEED Fundamental and Enhanced Commissioning........ ........ .. .. . $65,000
Energy Modeling and completion of LEED EAc1 documentation......... $10,000
LEED FUNDAMENTAL AND ENHANCED COMMISSIONING
KEMA will provide commissioning services and documentation as required by LEED for New
Construction v2.2 to meet the Fundamental Commissioning prerequisite and the Enhanced
Commissioning credit towards achievement of LEED Certification.
New building commissioning has proven be a cost effective practice that provides a working building
upon occupancy. Commissioning reduces energy costs, maintenance costs, and occupant
discomfort. The cost of commissioning is recovered in less than 5 years on average based on energy
savings alone. Many of the more significant benefits are less quantifiable, such as occupant comfort,
reduced construction costs, and reduced maintenance casts. The commissioning process establishes
accountability, changes the way people perform, allows designers and contractors to measure
success as well as deficiency. One of the consistent values of commissioning is the validation that the
design and construction meets the owner's intent. By selecting KEMA to perform the commissioning
tasks described in the scope of work, the project will meet the specific requirements of LEED.
Scope of Work
Commissioning is a team effort requiring significant coordination between the A&E team, general
contractor, and their subcontractors this proposal is based on the proposed team of a single general
George Meirs and Associates Page 1 of 4 March 24,2008
City of Palm Springs Animal Shelter
492 Ninth Street; Suite 220 • Oikla nd, CA 94607 • TEL 510-591-0446 • FAX 510-591-0440
contractor, one HVAC firm, and one lighting design firm, and one MEP construction team. Additional
general contractor, HVAC, or lighting firms may require the fees to be adjusted. Construction will
begin in 2009 and be completed in 36 months. Significant delays in the completion of the project may
also require fee adjustments.
Please note that commissioning requires the support of the MEP for tasks such as functional testing
that are typically not included in their bids. It is important that MEP team recognizes that the project
will undergo a formal third party commissioning effort and allocates such in their budgets.
Fundamental Commissioning:
1. Develop the Owner's Requirements (Design Intent) document, with Design Team
2. Review the Basis of Design and document for the Commissioning (Cx) requirements
3. Provide sample Cx specifications for Construction Documents
4, Review A/E specifications for inclusion of Cx tasks and responsibilities
5. Review one set of Construction Documents drawings and specifications (Requests for
additional reviews will be charged on a time plus materials basis)
6. Write a Cx Plan, a document which provides a roadmap to the Cx process
7. Initiate a Cx Kick-off Meeting to explain the Cx process and assign responsibilities
8. Site visits during construction to ensure Owner's Requirement are met for Cx systems
9. Review and approve Contractor's Startup Plans
10. Provide Cx system Prefunctional Tests (PFT) to contractors
11. Site visits during Prefunctional Tests and TAB work; approve PFT completion
12. Write, witness, & approve Functional Tests (Retests may result in contractor charges)
13, Review and approve Operations and Maintenance Manuals provided by Contractors
14. Write and submit Cx Report per LEED requirements
Enhanced Commissioning:
1. Review one set of Design Development documents
2. Review and comment on submittals related to Cx systems
3. Provide sample Training Agendas and Training Logs
4. Advise and approve Training Agenda for all Cx systems
5. Assist in scheduling training to Owner, building users, and maintenance staff
6. Provide an operational building review within the warranty period
7. Review Building Operations with maintenance during Warranty Review
8. Provide an Owner's System Manual, listing Cx equipment, operations, and O&M
9. Provide a manual for the Recommissioning of the Building
Systems to be commissioned:
To achieve the desired LEED credits for Fundamental and Enhanced Commissioning the following
energy systems must be commissioned and are in the scope of our proposal:
1. All HVAC systems and associated controls
2. Exhaust systems and controls
3. Interior and exterior lighting and associated Controls
4. Domestic hot water system and controls
5. PV systems
Some common services not included:
1. Tasks associated with LEED Credit documentation and coordination other than completing
and signing letter templates for EAp1 and EAc3.
George Meirs and Associates Page 2 of 4 November 11,200B
City of Palm Springs Animal Shelter
r?
492 NinLh StreeL; SuiLe 220 - Oakland, CA 94607 - TEL 510-891.0446 - FAX 510-S91-0440
2. Specification language, drawings, or other design work (outside of samples noted in
proposal).
3. USGBC fees for project registration, certification and Credit Interpretation Requests
4. Building envelope commissioning.
5. Complete plumbing system commissioning (the DHW system is included).
6. Special systems commissioning such as laboratory systems, kitchen hoods, etc. not shown
in the schematic design.
7. IAQ testing; verification of materials (e.g., recycled content)
8. Hands-on testing or repair of equipment or controls. Note that the commissioning agent is
responsible for documenting that the proper tests are performed by the installers and that
any transgressions or needed repairs are reported to the owner.
9. ASHRAE 55 & 62 calculations in defense of LEED credits. Proof of thermal comfort and
correct airflow calculations should be performed by the mechanical engineer.
10. Energy modeling. Modeling can be provided by KEMA as a design tool and to document
LEED EAc1 as an option. Our experience with LEED projects is that an experienced
energy modeler should be retained by the owner.
11. Mechanical or electrical system drawings or design work. The commissioning authority does
not design systems or directly make changes to the engineer's drawings.
12. Should the owner decide to pursue LEED NC EAc5- Measurement and verification
additional fees will be required to insure that the design, M&v Plan, and reporting systems
meet the requirements of the credit and the as built system operates as designed.
Energy Modeling
Energy modeling is required by LEED to document EAc1 and by SCE's Savings by Design rebate
program. In mid-2007 the USGBC mandated that projects achieve a minimum of 2 points in EAc1 to
be certified. Given that an energy model must be developed for LEED projects and Savings by
Design, we strongly urge design teams to develop this model early in the design and use the model
as a design tool to evaluate energy measures and to insure that the design will achieve the energy
performance required to achieve 2 points in EAc1. If the model is created late in the design or after
the design is set and the project does not meet the energy performance required will result in costly
redesign.
Many mechanical designers and Title-24 compliance consultants struggle with the USGBC's
requirements for modeling. KEMA's experience and knowledge of the USGBC's modeling
requirements for EAc1 can provide a valuable asset to the team. KEMA can provide energy
modeling and consultation throughout the design process. Modeling costs are many times recovered
through the design team incentive available from the Savings by Design program.
Deliverables for Fundamental Commissioning:
1. Design Intent and Basis of Design
2. Report of Construction Documents (Plans and Specs) review
3. Commissioning Plan
4, Sample Specifications for Commissioning and Cx systems
5. Pre-functional Tests
6. Functional Tests
7. Cx Report, including O&M manuals, training, Functional Test results, Issues Log
Deliverables for Enhanced Commissioning:
1. Report of Design Development documents review
George Meirs and Associates Page 3 of 4 November 11,2008
City of Palm Springs Animal Shelter p
492 Ninih Street; Suite 220 • Oakland, CA 94607 • TEL 510-891-0446 • FAX 510-891-0440
2. Review of Contractor's submittals
3. Report of training topics covered and list of attendees
4. Owner's System Manual
5. Re-commissioning Manual
Deliverables for Energy Modeling:
1. Memo of preliminary results of schematic design energy model
2. Report detailing energy and life cycle cost implications of design options
3. Completion of LEED EAc1 letter template and supporting documentation
Fee Proposal
This work will be completed on a fixed-price basis. Invoices will be issued in accordance with project
progress.
Energy
Phase Cx Modeling
Complete Schematic Design $4,740 $2,000
Design Development $4,740 $3,000
Construction Documents $13,590 $5,000
Bidding $0 s0
Construction Administration $41,930 $0
Total Fee $65,000 $10,000
This proposal remains effective if executed by December 1, 2008,
George Meirs and Assoclates Page 4 of 4 November 11,2008
City of Palm Springs Animal Shelter �p