REQUEST FOR QUALIFICATIONS FOR ARCHITECTURAL & ENGINEERING SERVICES

NORTH WHIDBEY MS NOISE MITIGATION GRANT PROJECT
HVAC UPGRADES & WINDOW REPLACEMENT

Full RFQ for Print

Oak Harbor Public Schools (OHPS) is seeking proposals from interested parties capable of providing architectural and engineering services for window replacement and HVAC upgrades at North Whidbey Middle School (NWMS). The District has received a $4.53M Community Noise Mitigation Grant from the Department of Defense to help fund these improvements. The school is located near Naval Air Station Whidbey Island and experiences high levels of jet noise that is disruptive to learning, and the goal of these improvements is to reduce interior noise from 65 decibels to under 45 decibels. The estimated total project cost is $6.64M.

PROJECT SCOPE OF WORK

Phase I: Pre-Design

HVAC Upgrade

• Evaluate existing conditions and performance of current HVAC system
• Review performance deficiencies identified by the District
• Review noise level performance requirements as outlined in the federal grant and ensure proposed HVAC design supports achievement of these reduced noise levels.
• Issue final draft of Pre-Design study which identifies all work completed and a Basis of Design summary including outline specification and independent cost estimate.

Window Replacement

• Field verify measurements of existing windows
• Produce CAD drawings of existing window details.
• Take photos of building exterior to utilize in construction documents.
• Review noise level performance requirements as outlined in the federal grant and ensure proposed windows will support achievement of these reduced noise levels.

Phase II: Design, Bid & Construction Administration

• Prepare concise Basis of Design and Construction Bid Documents (detailed drawings, plans and specifications, and special terms and conditions for construction) to support public sector bidding requirements for federally funded public works projects.
• Coordinate with the City of Oak Harbor for any necessary permits.
• Provide construction phase project administrative support for the project including the bid/award process, processing contract related ASI’s RFI’s, Submittals, site visits, punch list inspection activities, and final record documents
• Work with the District’s Project Manager to ensure that federal grant requirements are being met.

Other Scopes of Work
General A/E services for other capital projects may also be added, depending on approved funding.

Assumptions

• The District will make available all known drawings and documents, including Acoustical Testing / Noise Study results.
• No hazardous materials are known to be present.
• District will provide general contractor agreement, instructions to bidders, and general conditions to be included in the bid documents.

Projected Design and Construction Schedule
Phase I design work should begin immediately after an Intent to Award is issued. Commencement of construction must occur before April 1, 2026, with Federal Grant funds to be fully expended and final completion of the project (including final acoustical testing) by October 1, 2029.

STATEMENT OF QUALIFICATIONS SUBMITTAL REQUIREMENTS
All qualified individuals and firms, including minority and women-owned firms, are encouraged to apply. Those interested in providing services as described above are requested to submit an electronic document via e-mail indicating previous design and project management experience.

The Qualification document shall be limited to ten (10), single sided, 8 1/2 x 11-inch sheets.

Statement of Qualifications shall be submitted by 3:00 pm PST on April 29, 2025, to:
Michelle Kuss-Cybula, Superintendent
c/o Heidi.hansen@esd112.org

Documents received after the designated date and time will not be considered. Hand-carried documents delivered to the address above are acceptable and must be date-stamped by the School District upon receipt prior to the designated date and time above.

The district reserves the right to reject any qualifications not in compliance with all prescribed public procedures and requirements and to waive informalities in this qualification’s response process.

The Statement of Qualifications must include:

1. A letter of introduction to include firm’s strategy for providing project coordination with OHPS personnel, and how/why you believe you are suited to work with OHPS. Highlight any public K-12 construction experience and/or familiarity with federal grant funding.
2. A simple diagram or narrative describing the key personnel assigned to the project including the project manager, mechanical engineer, electrical engineer and all proposed consultants.
3. Examples of four previous projects of similar type and current names and references for projects cited. No limitation on years since completion.
4. Provide your list of immediate “must haves” from the School District that will ensure your efforts are efficient and cost-effective.

The District intends to enter into a negotiation for a professional services consulting agreement with the firm offering the best qualifications and experience as judged by the District. An Intent to Award notification for the work is anticipated within two weeks begin the Phase I work immediately.

All questions regarding the RFQ process should be directed to the District’s advisor, Heidi Hansen, ESD 112 Construction Services Group via email at Heidi.hansen@esd112.org.

RFQ Publication Date: April 15, 2025

REQUEST FOR QUALIFICATIONS – SOLAR DESIGN & INSTALLATION

Oak Harbor Public Schools (OHPS) is seeking proposals from qualified Contractors to provide Energy Conservation Services Performance Contracting for the design, fabrication, installation, testing, commissioning, start-up and monitoring and verification of a photovoltaic array and battery energy storage system (BESS) at two elementary schools. Submittals are due May 8, 2025 by 3pm.

Full RFQ for Print

Project Description

This RFQ is for two projects – purchase and installation of a (95 kW DC / 75 kW AC) solar photovoltaic array and (250 kW DC / 1,029 kW AC) battery energy storage system (BESS) at Broadview and Hillcrest elementaries. Primary funding is through two WA Department of Commerce Grants: Broad View Elementary: $1,046,181 (plus $448,362 local match) and Hillcrest Elementary: $1,046,180 (plus
$448,363 local match). It is the District’s intent that all activities, including the Contractor’s fees and
sales tax, will not exceed the above amounts for each project.

All systems must be fully operational, energized, and commissioned by December 31, 2026.

Scope of Work

The scope of work for both projects includes:

Project Development and Design

• Project development and design work to ensure project is ready for construction. Equipment must be compliant with IEEE Standard 1547
• The solar system and BESS must meet all applicable industry standards and codes including, but not limited to:
  • UL 1741
  • International Building Code
  • International Fire Code
  • National Electric Code

Contracting and Permitting

• Procure all equipment and subcontractors to complete project
• Apply for and secure permits
• Apply for utility interconnection and secure agreement

Equipment Delivery, Installation and Construction

• Complete site preparation and restoration activities related to mounting type as required to complete the project, including concrete pads, fencing and gravel or other surfacing as needed for safety, code requirements, access, or to prevent vandalism of the equipment.
• Provide and install electrical gear and feeders required to connect solar system and BESS to existing electrical service, including critical loads panels, transformer upgrades, and other necessary electrical changes identified in the original funding application.
• Supply and install a solar array including equipment listed above
• Supply and install BESS including equipment listed above
• Install all equipment necessary to enable the solar system and BESS to safely operate independently of the electric grid in an  outage
• Procure and set up monitoring software
• Pass inspections and pay associated fees

Systems Integration and Commissioning

• Commission solar PV system and verify all system components are properly designed, installed and optimized
• Test full functional system and confirm whole system operation follows design intent
• Test control system that allows system to operate independently of the grid in an outage
• Provide operations and maintenance (O&M) manuals and complete training on equipment and controls

Measurment and Verification

• Collect up to 1 year of information on performance of system and impact on community resilience
• Report measurement and verification results
• Assist District with the project narrative as required by Dept of Commerce

Note that an Investment Grade Audit and Preliminary Design have already been completed for both sites. This data will be provided to the selected Contractor(s). Work completed includes:

• System selection and optimization
• Design effort to approximately 30% to support GMAX budgeting
• GMAX budgeting
• Construction planning: identification of long lead equipment, schedule development, and logistics planning
• Code analysis and early coordination with relevant AHJs
• Coordination with utility (interconnection agreement)
• Energy generation / savings guarantee development
• Financial planning and cashflow analysis

Other Project Considerations

• These projects are subject to Davis-Bacon Act
• The selected Contractor(s) suspension and debarment status will be verified before award
• Construction activities must be minimized during school hours to avoid disruptions to the learning environment.

Submittal Requirements & Evaluation

All qualified individuals and firms, including minority and women-owned firms, are encouraged to apply. Those interested in providing services as described above are requested to submit an electronic document via e-mail indicating previous design, project management, and construction experience.

The Qualification document shall be limited to ten (10), single sided, 8 1/2 x 11-inch sheets.

Statement of Qualifications shall be submitted by 3:00 pm PST on May 8, 2025 to:

Michelle Kuss-Cybula, Superintendent
c/o Heidi.hansen@esd112.org

Documents received after the designated date and time will not be considered. Hand-carried documents delivered to the address above are acceptable and must be date-stamped by the School District upon receipt prior to the designated date and time above.

The Statement of Qualifications (SOQ) must include:

1. Letter of Introduction: Briefly describe firm’s experience with solar design and installation for K-12 projects, and how/why you believe you are suited to work with OHPS. (10 Points)
2. Team Qualifications: Describe the proposed design and construction team, including project manager, engineers, superintendent and all consultants. Provide an organization chart showing key individuals, as well as resumes for each. (10 Points)
3. Project Experience: Examples of four previous projects of similar type and current names and references for projects cited; provide contract value. (10 Points)
4. Grant Experience: Discuss familiarity with WA Department of Commerce grant processes, policies and procedures, as well as Davis-Bacon Act compliance. (10 Points)

SOQs will be evaluated based on the scoring criteria listed above, with a maximum possible 40 points.

The District intends (but is not bound) to award a Contract to the Contractor(s) who achieves the highest scoring from the District, provided the SOQ has been submitted in accordance with the requirements of this RFQ. The District reserves the right to reject any qualifications not in compliance with all prescribed public procedures and requirements and to waive informalities in this qualification’s response process.

The District may award both projects to one Contractor or may select a different Contractor for each project. Contractors must be licensed in the State of Washington at the time of submittal.

All questions regarding the RFQ process should be directed to the District’s advisor, Heidi Hansen, ESD 112 Construction Services Group via email at Heidi.hansen@esd112.org.

RFQ Publication Date: April 29, 2025