Handbook
for Facility Managers
Prepared for the Oregon Office of EnergyBy Portland Energy Conservation, Inc.(PECI)
October 2000
TABLE OF CONTENTS
1.0 PURPOSE OF THE HANDBOOK.......................................................................................................12.0 OBJECTIVE OF COMMISSIONING.................................................................................................13.0 APPLICABILITY...................................................................................................................................14.0 DEFINITIONS........................................................................................................................................15.0 COMMISSIONING PROCESS............................................................................................................45.1 PRE-DESIGN PHASE..............................................................................................................................45.2 DESIGN PHASE......................................................................................................................................65.3 BIDDING PHASE....................................................................................................................................85.4 CONSTRUCTION PHASE.........................................................................................................................95.5 WARRANTY PERIOD...........................................................................................................................14APPENDIX 1 REQEST FOR PROPOSAL FOR COMMISSIONING SERVICES............................16APPENDIX 2 RESOURCES.....................................................................................................................29APPENDIX 3 TIPS FOR PROJECT MANAGERS FOR WORKING WITH COMMISSIONINGPROVIDERS...............................................................................................................................................32APPENDIX 4 ESTIMATING COMMISSIONING COSTS..................................................................34
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1.0 Purpose of the Handbook
The purpose of this new construction commissioning handbook is to outline the commissioningprocess and identify players’ roles and responsibilities. It specifically provides information toguide the owner’s representative or project manager involved in a commissioning project. Thisdocument provides definitions of various commissioning terms; outlines the commissioningtasks chronologically during each phase of the project; and provides a description of each teamplayer’s responsibility throughout all phases of the project.
2.0 Objective of Commissioning
The objective of commissioning is to provide documented confirmation that a facility fulfills thefunctional and performance requirements of the building owner, occupants, and operators. Toreach this goal, it is necessary for the commissioning process to establish and document theowner’s criteria for system function, performance, and maintainability; as well as to verify anddocument compliance with these criteria throughout design, construction, start-up, and the initialperiod of operation. For the process to work successfully, it is important that the owner,commissioning provider, design team, contractors, and operators work together as a teamthroughout their involvement with the project.
3.0 Applicability
A systematic process of quality control and assurance should apply in every construction project.However, under prevailing construction practices, the level of appropriate rigor and the
respective tasks of the project team will vary with project objectives, complexity, and criticalityof the systems. Commissioning is a systematic process of quality control and assurance, and isrecommended, as qualified, for all state projects. In general, the heating, ventilating and airconditioning systems and controls, lighting controls and life safety systems should becommissioned.
The following questions are intended to assist the project manager in deciding the appropriatecommissioning rigor to apply to specific systems and equipment.
Ø Is the system under consideration simple or complex, both in operation and design?Ø Does the equipment operate independently of other equipment and systems?Ø Can the facility afford the equipment’s malfunction without endangering occupantshealth, safety and comfort?If the system is simple and some degree of latitude in equipment operation can be afforded then aless rigorous commissioning scope may be acceptable. However, if the answer to any one of thequestions above indicates a more complex system, then a comprehensive commissioning processis strongly recommended.
4.0 Definitions
Basis of Design. The documentation of the primary thought processes and assumptionsbehind design decisions that are made to meet the owner’s objectives. The Basis of Design
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describes the assumptions used for sizing and selection of systems (i.e. codes, standards,operating conditions, and design conditions, weather data, interior environmental criteria,other pertinent design assumptions, cost goals, and references to applicable codes,
standards, regulations and guidelines). The Basis of Design is written by the design teamand increases in detail as the design progresses.
Commissioning. A systematic process of ensuring that all building systems performinteractively according to the contract documents, the owner’s objectives and operationalneeds. This is achieved ideally by developing and documenting Owner’s Project
Requirements beginning in the pre-design phase; continuing through design, with reviewsof design and contract documents; and continuing through construction and the warrantyperiod with actual verification through review, testing and documentation of performance.Commissioning Provider. An independent party, ideally with no affiliation to the designteam or participating contractors, who implements the overall commissioning process.Independence is recommended to assure unbiased performance without conflict of interest.(Sometimes referred to as the commissioning authority.)
Construction Checklist. A checklist to ensure that the specified equipment has beenprovided, is properly installed, and initially started and checked out adequately in
preparation for full operation and functional testing (e.g., belt tension, fluids topped, labelsaffixed, gages in place, sensors calibrated, voltage balanced, rotation correct, etc.).&Additional Resource: Appendix 2 (Sample in Model Commissioning Guide andSpecifications, PECI, http://www.peci.org)Construction Manager. The person designated to manage day-to-day activities of aconstruction process, including supervision and providing on-site management authority.The construction manager works closely with the commissioning provider and contractorsto ensure that both the construction and commissioning processes move forward smoothly.In some instances the project manager may also serve as the construction manager.Construction Phase Commissioning Plan. An update of the commissioning plan
developed during the design phase, which outlines the roles and responsibilities of eachproject team member, specifies procedures for documenting commissioning activities andresolving issues, and sets a preliminary schedule for conducting commissioning activitiesduring the construction phase of the project. It is updated as construction progresses.&Additional Resource: Appendix 2 (Sample in Model Commissioning Guide andSpecifications, PECI, http://www.peci.org)
Contract Documents. Documents binding on all parties involved in the construction of theproject, including, but not limited to, drawings, specifications, change orders, addenda,requests for information, and commissioning plan. Any formal documentation that affects acontractual requirement is considered to be a contract document. The contract document’sinitial form is the bid set of plans and specifications.
Contractor and Equipment Suppliers. Those who provide completed systems that areconstructed and operate to meet design objectives in accordance with the contractdocuments. They also assist in the development and execution of the functionalperformance test procedures and training of building operators.
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Coordination Drawings. Drawings that eliminate logistical and spatial conflicts betweenequipment and systems installed by the various trades, and also facilitate fabrication andinstallation of an individual contractor’s system. Coordination drawings are generated by acontractor prior to system installation and show additional detail and resolution beyondwhat is provided in the original drawings.
Design Narrative. During early schematic design: a document that describes how thedesign team intends to meet the Owner’s Project Requirements at the least possible cost.During later design phases: a narrative submitted with each design submittal describing theconcepts and features in the drawings. The Design Narrative is written by the design teamand is updated and increased in detail with each phase of the design. In some literature, thishas been incorrectly referred to as the design intent. During schematic design, the DesignNarrative is similar to the AIA term Preliminary Project Description. It includesdescriptions of the facility, spaces, equipment, and their uses.
Design Record. A collection of documents that address all aspects of design starting withthe Owner’s Project Requirements, Design Narrative, Basis of Design, through thePerformance Metrics.
Design Phase Commissioning Plan. The commissioning plan developed during the pre-design phase which outlines each team member’s role and responsibilities, sets protocolsfor communication and reviews, specifies procedures for documenting commissioningactivities and resolving issues, and sets the initial schedule for commissioning activitiesduring the design phase of the project.
&Additional Resource: Appendix 2 (Sample in Model Commissioning Guide andSpecifications, PECI, http://www.peci.org)Design Team. The design team generally includes the owner’s representative, an architect,an HVAC mechanical designer/engineer, an electrical designer/engineer, and otherspecialty sub consultants. The design team develops the building’s design, including
documents, plans, and specifications, that meet owner’s expectations for the building. Theyalso monitor construction activities and review as-built drawings and documentation forcompliance with the contract documents.
Functional Tests. Tests that evaluate the dynamic function and operation of equipmentand systems using manual (direct observation) or monitoring methods. Functional testing isthe assessment of the system’s (rather than just component’s) ability to perform within theparameters set up in the Basis of Design. Systems are tested under various modes, such asduring low cooling or heating loads, high loads, component failures, unoccupied, varyingoutside air temperatures, fire alarm, power failure, etc. The systems are run through all thecontrol system’s sequences of operation to determine whether they respond as the
sequences state. Functional tests are performed after construction checklists are complete.& Additional Resource: Appendix 2 (Sample in Model Commissioning Guide andSpecifications, PECI, http://www.peci.org)
Owner’s Project Requirements. (Also referred to as Design Intent.) A document that
provides the owner’s vision for the planned facility and expectations for how it will be usedand operated. It also provides a detailed explanation of the rationale behind the ideas,concepts and criteria that are defined by the owner to be important and to be tracked
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through design and construction. These concise concepts are likely to originate from theowner’s program. The requirements may be written by the owner, the commissioningprovider, or the design team in consultation with the owner. The Owner’s Project
Requirements remain relatively fixed from their initial development unless budget or otherfactors require a modification.
& Additional Resource: Sample in Appendix 2
Performance Metrics. Measurable indicators that allow verification that a specific OwnerProject Requirement or element in the Design Narrative has been met. Performance
Metrics are identified throughout the design of the project with as many as possible beinggenerated during the development of the Owner’s Project Requirements. Metrics at theequipment or component level are generally identified later in design. The design team andcommissioning provider are responsible for their development. Ideally one or moreperformance metrics are developed for each Owner Objective and discrete designdescription element.
Project Manager (Owner’s Representative). Person designated by the owner to managethe project and make all appropriate decisions on behalf of the owner (approve schedule,design, change orders, etc.).
5.0 Commissioning Process
The basic commissioning process is integrated with the phases of construction and should beginin the pre-design phase and continue through construction and the warranty period.
Commissioning enhances communication among project team members and ensures that they allunderstand the project goals. This allows the project team to identify problems early, before theycan affect later phases of the project and cause delays. A brief description of each phase andexpected commissioning activities are outlined below.5.1 Pre-Design Phase5.1.1 Description and Activities
During pre-design, the commissioning team should include at least the project manager,
commissioning provider, and design team. Generally for a new construction project, contractorshave not been selected yet, nor have building operators been assigned; however, representativesfrom both disciplines should be included in the team as soon as possible. The maincommissioning tasks of the pre-design phase are listed chronologically below.
Commissioning Provider Selection. The project manager sends out requests for proposals(RFPs) or requests for qualifications for commissioning services and selects acommissioning provider
& Additional Resource: Sample RFP in Appendix 1
Commissioning Scoping Meeting. The commissioning provider assembles thecommissioning team and holds a scoping meeting with the team to communicate theowner’s goals, needs and expectations for building operation and function and to identify
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commissioning responsibilities. Items discussed in this meeting are used to develop thescope and rigor of the commissioning effort.
Design Phase Commissioning Plan. The commissioning provider begins to develop adesign phase commissioning plan. The plan will be enhanced as the design progresses.Owner’s Project Requirements Review. The commissioning provider or design teammay assist the owner in developing or reviewing the Owner’s Project Requirementsdocumentation for the building. The owner’s objectives may be developed through ameeting of owner stakeholders with the design team and commissioning provider inattendance. At a minimum, the commissioning provider reviews the Owner’s ProjectRequirements for clarity and completeness.
Written Work Products. During pre-design, the project manager should receive a writtencommissioning plan from the commissioning provider, as well as comments on theOwner’s Project Requirements document.5.1.2 Responsibilities
Project Manager
a. Project manager is responsible for developing the Owner’s Project Requirements.
b. Project manager sends out requests for proposals (RFPs) or requests for qualifications(RFQs) for commissioning services.c. Project manager selects commissioning provider and design team.
d. Project manager coordinates commissioning scoping meeting to develop overall
commissioning goals.e. Project manager ensures that the commissioning roles and scope for all members of thedesign and construction teams be clearly defined in each party’s contract and projectspecifications.f. Project manager reviews the draft design phase commissioning plan developed by thecommissioning provider.g. Project manager projects a clear and unwavering support for the commissioning processto all team members.Commissioning Provider
a. Commissioning provider assists with the development of or reviews the Owner’sProject Requirements documentation.
b. Commissioning provider assembles the commissioning team and provides the directionfor the commissioning scoping meeting.c. Commissioning provider recommends the commissioning roles and scope for allmembers of the design and construction teams be clearly defined in each party’scontract and project specifications.d. Commissioning provider develops a draft design phase commissioning plan.
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e. Commissioning provider begins the compilation and care of the Design Record.Design Team
a. Design team assists with the development of or reviews the Owner’s ProjectRequirements document.
b. Design team attends the commissioning scoping meeting.
c. Design team reviews the draft design phase commissioning plan submitted by thecommissioning provider.Contractor and Equipment Suppliers
Generally, no participation at this phase.5.2 Design Phase
5.2.1 Description and Activities
The goals of commissioning during the design phase are to:
• Ensure that the concepts for building systems developed during pre-design and earlier designphases are included in subsequent design phases• Ensure that Design Record document is updated
• Ensure that commissioning is adequately reflected in contract documents• Ensure that no significant deficiencies exist in the contract documents.
If the commissioning process does not begin until the design phase, the project manager shouldensure that tasks outlined in the pre-design phase are completed. The main design phasecommissioning tasks in chronological order are outlined below.
Design Phase Commissioning Plan. The commissioning provider updates the designphase commissioning plan (or develops if not started during pre-design).
Design Narrative and Basis of Design. The design team develops formal DesignNarrative and Basis of Design documentation. The commissioning provider and ownerensure that these documents are written and updated and review them for clarity,
completeness and compliance with the owner’s objectives and earlier design narratives.Design Record. The commissioning provider compiles and updates the Design Record asdesign progresses.
Design Review. The commissioning provider attends selected design team meetings andformally reviews and comments on the design at various stages of development (ideally atleast once during schematic design, design development, and contract document phases).Potential system performance problems, energy-efficiency improvements, indoor
environmental quality issues, operation and maintenance issues, and other issues may beaddressed in these design reviews, depending on the commissioning provider’s scope andthe needs of the project. The commissioning provider ensures that the design follows andmeets the original Owner’s Project Requirements. The commissioning provider does not
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approve the design, but makes recommendations to facilitate commissioning and improvebuilding performance. It is the responsibility of the project manager to evaluate and discussall findings with the design team and implement those approved.
Construction Phase Commissioning Plan. The commissioning provider should begindeveloping the commissioning plan for construction, which will guide the development ofthe commissioning specifications.
& Additional Resource: Appendix 2 (Sample in Model Commissioning Guide andSpecifications, PECI, http://www.peci.org)Commissioning Specifications. The commissioning provider develops detailedcommissioning specifications to be included by the design team in the final contractdocument. The specifications comprise commissioning-related requirements that will bethe contractor’s responsibility, including equipment installation and start-up,
documentation and functional testing. In addition, the commissioning provider may
recommend enhanced language regarding training, documentation, installation, and systemcheckout for inclusion in non-commissioning sections of the specifications.&Additional Resource: Appendix 2 (Sample in Model Commissioning Guide andSpecifications, PECI, http://www.peci.org)Contract Documents. The design team is responsible for producing the formal contract orbid documents. These documents include a complete set of mechanical, electrical and
structural drawings and a detailed set of specifications that include equipment performancerequirements and comprehensive sequences or control. An update of the Design Record isincluded as an attachment.
Written Work Products. During design, the project manager should receive regularcommissioning progress reports from the commissioning provider, as well as updatedcomments and recommendations from design reviews that the project manager must
resolve with the design team. The commissioning provider submits updates of the DesignRecord. The commissioning provider also submits an initial construction phasecommissioning plan and commissioning specifications.5.2.2 Responsibilities
Project Manager
a. If the commissioning process does not begin until the design phase, project managershould ensure that tasks outlined in the pre-design phase are completed.
b. Project manager discusses all findings presented by the commissioning provider duringformal design reviews with the design team. He or she evaluates them with the designteam, and implements those approved.c. Project manager reviews the commissioning specification language and draftconstruction phase commissioning plan.
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Commissioning Provider
a. Commissioning provider reviews Design Narrative documentation produced by thedesign team for clarity, completeness and compliance with the Owner’s ProjectRequirements documentation and reports findings to the project manager.
b. Commissioning provider attends selected design team meetings.
c. Commissioning provider reviews design at various stages of development (ideally atleast once during schematic design, design development, and contract documentphases). The commissioning provider reports all findings to the project manager.d. Commissioning provider develops a draft construction phase commissioning plan andsubmits the plan to the project manager and design team for review.e. Commissioning provider develops commissioning specifications to be included in thefinal contract documents and submits the specifications to the project manager anddesign team for review.f. Commissioning provider compiles and updates the Design Record which is latersubmitted as an attachment to the bid documents.Design Team
a. Design team develops and updates formal Design Narrative as the design processcontinues.
b. Design team addresses in writing all findings and recommendations presented by thecommissioning provider during formal design reviews.c. Design team reviews and incorporates the commissioning and related specificationsdeveloped by the commissioning provider.Contractor and Equipment Suppliers
Generally, no participation at this phase.5.3 Bidding Phase
5.3.1 Description and Activities
During the bidding phase, contractors review the contract documents and submit bids forconstructing the project. The commissioning provider may be asked to attend the pre-bid
conference to answer any questions about commissioning and may review bids, alternates, andaddendums to ensure that commissioning, and the Owner’s Project Requirements, are notcompromised by the changes.
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5.3.2 Responsibilities
Project Manager
a. In the pre-bid conference, project manager makes everybody aware that the projectwill be commissioned.Commissioning Provider
a. Commissioning provider may attend the pre-bid meeting to answer any commissioningquestions and may review contractor bids relative to commissioning for the projectmanager.Design Team
No special commissioning tasks.Contractor and Equipment Suppliers
No special commissioning tasks.5.4 Construction Phase5.4.1 Description and Activities
The main construction phase commissioning tasks are listed chronologically below.
Construction Phase Commissioning Plan. The commissioning provider updates theconstruction phase commissioning plan, which includes a list of all systems and specificequipment and components to be commissioned, the process to be followed,
communications, reporting and documentation protocols, and an estimated schedule for thecommissioning process.
Construction Phase Commissioning Kickoff Meeting. The commissioning providercoordinates a construction phase commissioning kickoff meeting. The meeting shouldinclude the project manager, construction manager , design team, commissioning provider,and respective representatives from the general contractor and mechanical, electrical,controls, and TAB subcontractors. At this meeting, the commissioning provider outlinesthe roles and responsibilities of each project team member, specifies procedures for
documenting commissioning activities and resolving issues, and reviews the preliminaryconstruction phase commissioning plan and schedule. Team members provide commentson the plan and schedule, and the commissioning provider uses these suggestions to helpfinalize the commissioning plan and schedule.
Issues Log. The commissioning provider develops and keeps a record of issues andfindings throughout the construction phase commissioning process that require furtherattention, tracking, or correction. The log is updated regularly and submitted to the projectand construction managers and each contractor for discussion and resolution duringconstruction meetings.
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Construction and Commissioning Meetings. The commissioning provider attendsperiodic planning and job-site meetings in order to remain informed on constructionprogress and to update parties involved in commissioning. During the initial stages ofconstruction, the commissioning provider may attend regular construction meetings andhold a line item on the agenda. Later in construction the commissioning provider maycoordinate entire meetings devoted to commissioning issues.
Submittal Review. The commissioning provider reviews contractor submittals ofequipment to be commissioned during the normal submittal review process. The
commissioning provider reviews and comments on each submission, and forwards them tothe project manager or designer.
Additional information will be requested by the commissioning provider includinginstallation and start-up procedures, operation and maintenance information, equipmentperformance data, and control drawings prior to formal O&M manual submittals. This datais used by the commissioning provider to become familiar with the systems and to writefunctional test procedures. Project manager support for obtaining these additionaldocuments from the contractors is critical.
Monitor Coordination Drawing Development. The commissioning provider may assistthe project manager in monitoring the development of coordination drawings to ensurereasonable interface between trades.
Change Order Review. All requests for information (RFIs) and change orders applicableto the commissioned systems should be provided to the commissioning provider for reviewfor impacts on commissioning and Owner’s Project Requirements.
Construction Observation. The commissioning provider visits the construction siteperiodically and notes any conditions that might affect system performance or operation.Construction observation reports are provided to the project manager.
Construction Checklists and Start-up. The installation, start-up and initial checkout ofthe equipment and systems are executed and documented by the contractor on constructionchecklists provided by the commissioning provider and on manufacturer checklists shippedwith the equipment. These checklists are submitted to the commissioning provider, whomakes sure they are complete before functional testing begins. The commissioning
provider may witness some of the start-up execution and will spot-check selected items onthe checklist prior to functional testing.
Functional Testing. After developing written test procedures, the commissioning providermanages, witnesses, and documents the functional tests, with the actual hands-on executionof the test procedures typically carried out by subcontractors, particularly the controlscontractor. Acceptable performance is reached when equipment or systems meet specifieddesign parameters under full-load and part-load conditions during all modes of operation,as described in the commissioning test requirements of the specifications and
commissioning plan. Some testing is completed by monitoring system operation over timethrough the building automation system or dataloggers and is not normally completed untila few weeks after occupancy. The commissioning provider does not normally retest
systems that have been tested and approved by regulatory authorities. The commissioningprovider may prepare test plans for, assist with execution of, and document tests of
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commissioned equipment overseen by regulatory authorities and should ensure that suchtests meet the testing rigor desired by the Owner.
O&M Manuals. The commissioning provider reviews the operation and maintenance
manuals and verifies that they are complete, clear, explicit, and available for use during thetraining sessions.
Training. Ideally, enhanced training requirements are included in the specifications. Thecommissioning provider assists the project manager in ensuring that adequate trainingplans are used by the contractor and that the training is completed per the contractdocuments. The commissioning provider may provide training agendas to the
contractor’s/manufacturer’s trainers to review and use. The agendas should list, among theother things, the areas of particular concern to the Owner that should be covered in thetraining.
Systems Manual. The commissioning provider compiles a Systems Manual that consistsof the design record; space and use descriptions; single line drawings and schematics formajor systems; control drawings; sequences of control; table of all setpoints and
implications when changing them; time-of-day schedules; instructions for operation of eachpiece of equipment for emergencies, seasonal adjustment, startup and shutdown;
instructions for energy savings operations and descriptions of the energy savings strategiesin the facility; recommendations for recommissioning frequency by equipment type; energytracking recommendations; and recommended standard trend logs with a brief descriptionof what to look for in them. The Systems Manual with O&M Manuals will form MasterO&M Manual.
Commissioning Record. Shortly after occupancy, the commissioning provider typicallywrites a final commissioning report, which summarizes the commissioning effort and givesthe commissioning provider’s disposition on each piece of commissioned equipmentrelative to installation and start-up, functional performance, O&M documentation, andtraining. The Commissioning Record also contains the commissioning plan, functionaltests, individual commissioning reports and reviews, and issues log.
Written Work Products. The commissioning process generates a number of written workproducts during the construction phase of the project. The project manager should receiveat least the following products from the commissioning provider.ü Updated construction commissioning planü Updated commissioning scheduleü Minutes from commissioning meetingsü Periodic commissioning progress reportsü Reports of submittal reviews
ü Updates to the commissioning issues and related memorandaü Blank construction checklists and functional test formsü Completed construction checklists and functional test formsü Report of training completion
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ü Report of O&M manual reviewü Systems Manualü Commissioning Record5.4.2 Responsibilities
Project Manager
The roles of the project manager, construction manager, and contractor site supervisor aresometimes blurred, and some projects do not have a construction manager. The followingtasks should be divided between the construction and project managers, as appropriate, forthe specific project.
a. Project and construction managers review the updated construction phase
commissioning plan scope, roles and responsibilities, communication and resolutionprotocols, and general schedule.
b. Project and construction managers review regular commissioning progress reports andmemoranda submitted by the commissioning provider.c. Project or construction manager sees that the commissioning provider receives all RFIsand change orders.d. Project or construction manager attends periodic construction meetings and
commissioning meetings as necessary and discusses commissioning progress report andissues with team members.e. Project and construction managers participate with the design team and contractors toresolve issues raised by the commissioning provider in a timely manner.f. Project manager identifies a lead facility maintenance contact and arranges for facilityoperating personnel to assist in field commissioning activities and attend trainingsessions.g. Project and construction managers support the development and execution of a trainingplan.h. Project manager receives and reviews Systems Manual and Commissioning Recordsubmitted by commissioning provider and makes the final decision regarding
satisfactory completion of commissioning activities and initial acceptance of systemoperation.Commissioning Provider
a. Commissioning provider refines the construction phase commissioning plan, includingscope, responsibilities, and schedule, and submits the plan to the Project andconstruction manager for review.
b. Commissioning provider coordinates a construction phase commissioning kickoffmeeting.c. Commissioning provider attends periodic construction meetings and coordinatescommissioning meetings with various team members as necessary.
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d. Commissioning provider develops and updates a record of all issues and findings
throughout the construction phase. Issues are presented without delay to the project andconstruction managers, and to contractors according to predetermined protocols.e. Commissioning provider reviews all commissioned equipment submittals.f. Commissioning provider monitors development of coordination drawings.g. Commissioning provider reviews all RFIs and contractor change order requests.h. Commissioning provider periodically visits the construction site and notes conditionsthat may affect system performance and operation.i. Commissioning provider provides construction checklists to the contractors.j. Commissioning provider reviews all construction checklists completed by the
contractors, spot checks some equipment, and witnesses the start-up and checkout ofcritical pieces of equipment.k. Commissioning provider writes detailed functional test procedures for allcommissioned equipment.
l. Commissioning provider manages and witnesses all functional tests and documentsfindings and recommended corrective measures.m. Commissioning provider reviews all operation and maintenance manuals submitted bythe contractor for each piece of commissioned equipment.n. Commissioning provider sees that the specified training plans are developed andexecuted.o. Commissioning provider compiles and submits a System Manual and CommissioningRecord to the project manager.Design Team
a. Design team reviews the updated construction phase commissioning plan.
b. Design team attends the construction phase commissioning kickoff meeting.c. Design team reviews all commissioning findings requiring their participation forresolution.d. If requested, members of the design team present a systems overview during facilitystaff training.Contractor and Equipment Suppliers
a. Contractor facilitates the coordination of the commissioning work by the
commissioning provider to ensure that commissioning activities are incorporated intothe master schedule.
b. Contractor furnishes a copy of all construction documents, RFIs, addenda, change
orders, and approved submittals and shop drawings related to commissioned equipmentto the commissioning provider.
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c. Contractor includes requirements for submittal data, O&M manuals, commissioningtasks and training in each purchase order or written subcontract.d. Contractor ensures that all subcontractors execute their commissioning responsibilitiesaccording to the contract documents and schedule.e. Contractor attends construction phase commissioning kickoff meeting and othermeetings scheduled by the commissioning provider.f. Contractor is responsible for coordinating and executing the training of ownerpersonnel.g. Contractor prepares O&M manuals, according to the specifications.5.5 Warranty Period5.5.1 Description and Activities
Although the project is essentially considered complete, some commissioning tasks from theinitial commissioning contract continue throughout the typical one-year warranty period. Themain commissioning tasks during the warranty period are listed chronologically below.
Seasonal Testing. Seasonal testing is conducted to verify proper operation during, atminimum, both winter and summer conditions. Presumably, one of the “seasons” wastested under at building turnover. The testing should be performed by the appropriate
contractor and witnessed by the commissioning provider and building operators. However,the owner may have their operations staff and the commissioning provider execute the testsand bring contractors back only if there are problems.
Near Warranty End Review. The commissioning provider may also be tasked withreturning a few months prior to the expiration of the contractor’s one-year warranty tointerview facility staff and review system operation. Acting as the owner’s technical
resource, they assist the facility staff in addressing any performance problems or warrantyissues. If there are still any outstanding issues, the owner shall address them with thecontractors or design team.
Written Work Products. The project manager should receive an “as operated” sequenceof operations from the commissioning provider or controls contractor, as well as a finalizedissues log outlining all deficiencies identified throughout the entire process and theirresolutions. The commissioning provider should also submit a summary report afterperforming seasonal testing and the pre-warranty expiration review of each system.5.5.2 Responsibilities
Project Manager
a. Project manager works with the commissioning provider to review system operationprior to equipment warranty expiration. The project manager works with contractors toresolve any issues raised by the commissioning provider.
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b. Project manager ensures that facility staff provides support to the commissioningprovider during seasonal testing.Commissioning Provider
a. Commissioning provider coordinates, supervises and documents required seasonaltesting.
b. Commissioning provider reviews system operation and performance prior to expirationof equipment warranties and assists facility staff in resolving outstanding warrantyissues and performance problems.Design Team
a. Design team may be asked to participate in the near warranty end review.Contractor and Equipment Suppliers
a. Contractor executes seasonal functional testing, witnessed by the commissioningprovider, according to the specifications.
b. General contractor ensures that subcontractors correct deficiencies and make necessaryadjustments to O&M manuals and as-built drawings for applicable issues identified inany seasonal testing.
The following attachments have been included for further reference:
Appendix 1 – Request for Proposal for Commissioning Services - sampleAppendix 2 – Resources
Appendix 3 – Tips for Project Managers for Working with Commissioning ProvidersAppendix 4 – Commissioning Costs
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Appendix 1
Reqest for Proposal for Commissioning ServicesDEPARTMENT OF ________________________________
REQUEST FOR PROPOSAL
FOR INDEPENDENT COMMISSIONING PROVIDER SERVICES
RFP Writer:This template was intended to be applicable for cases when commissioning starts indesign or when it starts during early construction, and for cases where the proposalis a fixed fee or a negotiated contract. The instruction boxes guide the modificationsto fit each scenario.
For the construction phase tasks, the RFP Writer should understand clearly themanagement and responsibility scenario in the specifications and contracts.When the contractor is required to hire a “test engineer” or “commissioning
coordinator,” etc., the roles of that party can easily be confused and overlapped withthe commissioning provider or authority that may be hired by the owner.
This RFP is intended for the independent commissioning provider or authority whenthere is not a contractor-hired test engineer or commissioning coordinatorperforming many of the day-to-day commissioning functions.
Issuance Date: ______________
VIP (Vendor Information Program) Date: _______________Closing Date: ___________, 5 PM
The State of Oregon, acting by and through its Department of _________________(Department) requestswritten proposals to secure Commissioning Provider (CP) services for the _______________________facility in, _________________________, Oregon. The Department is committed to commissioning thisfacility to ensure that all systems are well designed, complete and functioning properly upon occupancy,and that Department staff has adequate system documentation, and training.
BACKGROUND
The Department is seeking the services of a qualified commissioning provider/firm for a new constructionproject. The project currently is a ____________ gross sf, ___ story, Class ___ [type] ___________building in [city & state] ____________, _________, with a project budget of $______ million. Thefacility is expected to be comprised of ____% office space, ____% retail, _____ %parking garage,_____% medical laboratory, etc.
RFP Writer: Delete and add spaces to match specific project. Provide as muchinformation as possible.
The current phase of the project is: ___________________________________ (pre-design, schematicdesign, design development, construction documents). The construction documents are planned to becompleted by _________________. Construction is anticipated to begin in _______________ and finaloccupancy by __________________. Project documents available for review are:_________________________________________________________________.Oregon Office of Energy – New Construction Commissioning Handbook
Page 16
RFP Writer: Provide proposers a copy of the programming report and any designdocuments completed to date.
OBJECTIVES
RFP Writer: Alter these objectives as appropriate for your desires and for thephases being commissioned.
The objective of commissioning is to provide documented confirmation that a facility fulfills the
functional and performance requirements of the building owner, occupants, and operators. To reach thisgoal, it is necessary for the commissioning process to establish and document the owner’s criteria forsystem function, performance, and maintainability; and also to verify and document compliance withthese criteria throughout design, construction, start-up, and the initial period of operation. In addition,complete operation and maintenance (O&M) manuals, as well as training on system operation, should beprovided to the building operators to ensure the building continues to operate as intended.
The commissioning provider should be involved throughout the project from the pre-design through thewarranty phase. The primary role of the CP during the overall design phase is to develop detailedcommissioning specifications and review design to ensure it meets the Owner’s objectives. During
construction, the CP develops and coordinates the execution of a testing plan, which includes observingand documenting all system’s performance to ensure that systems are functioning in accordance with theOwner’s Project Requirements and the contract documents. The CP is not responsible for design orgeneral construction scheduling, cost estimating, or construction management, but may assist withproblem-solving or resolving non-conformance issues or deficiencies.
SCOPE OF WORK
The CP shall be responsible for carrying out the following tasks. The proposer is free to suggest changesand improvements to the following task list, but for this proposal it is assumed that these tasks will becompleted. For this proposal ___pre-design phase, ___design phase, ___construction phase, ___warrantyphase services are requested.
RFP Writer:If the plans and specifications are complete or nearing completion, delete all the Pre-Designand Design Phase tasks. However, it is advised that if the project hasn’t gone out to bid, theCommissioning Provider conduct a design review similar to Design Phase Task 3 andpossibly Task 4 and that they provide some language for, or at least a review the
commissioning or quality control language in the specifications. Clarifications to the bidpackage could be handled by addenda.
Pre-Design Phase
RFP Writer: The following tasks are generally included. Select as appropriate.1. Assemble commissioning team, hold a scoping meeting and identify responsibilities.2. Develop a draft design-phase commissioning plan.
3. Attend commissioning meetings as needed with project manager and design team.4. Review the Owner’s Project Requirements documentation (design intent) for clarity and
completeness.
RFP Writer: The following tasks may be included. Select and edit as appropriate.Oregon Office of Energy – New Construction Commissioning HandbookPage 17
5. Develop the written Owner’s Project Requirements for the following features: mechanical, electrical,
plumbing, architectural, structural, lighting, energy consumption, commissioning, indoorenvironmental quality, environmental sustainability, siting, exteriors, landscaping, interiors,functionality for tenants, budget, ________________, and __________________. This will beaccomplished by the Commissioning Provider: ___extracting salient concepts from the Owner’sexisting programming report and/or ___conducting a focus group, ___conducting interviews withowner stakeholders [describe how many]. The Owner’s Project Requirements will be ___general innature, ___specific in nature, ___include specific performance criteria for ___some, ___mostconcepts.
Design Phase
RFP Writer: If the Commissioning Provider was not brought on during Pre-Design, it isrecommended that they perform Pre-design Tasks 1 and 4.
1. Coordinate the commissioning work during design.2. Develop or update the design phase commissioning plan.
3. Perform focused reviews of the design, drawings and specifications at various stages of development
(during schematic design, design development and contract document phases), as described inExhibit 1.4. Assist, review and approve the development and updating of the Design Record documentation by
design team members (Owner’s Project Requirements, Design Narrative; Design Basis).5. Develop a draft construction phase commissioning plan using an Owner-approved outline.
6. Develop full commissioning specifications for all commissioned equipment. Coordinate with and
integrate into the specifications of the architect and engineers. One or more of the following
documents and be used as a guide for content, rigor and format: 1) Model Commissioning Plan andGuide Specifications, USDOE/FEMP; Portland Energy Conservation, Inc. (PECI), 2) The HVACCommissioning Process, ASHRAE Guideline 1-1996. The PECI Document can be downloaded freeat http://www.peci.org and a copy of the ASHRAE document can be obtained by contacting ASHRAEat 404-636-8400.
The commissioning specification will include a detailed description of the responsibilities of allparties, details of the commissioning process; reporting and documentation requirements, includingformats; alerts to coordination issues, deficiency resolution; construction checklist and startup
requirements; the functional testing process; specific functional test requirements, including testingconditions and acceptance criteria for each piece of equipment being commissioned.
7. Coordinate a controls integration meeting where the electrical and mechanical engineers and the
Commissioning Provider discuss integration issues between equipment, systems and disciplines toensure that integration issues and responsibilities are clearly described in the specifications.
Bid Phase
1. Attend pre-bid meeting to answer commissioning related questions.
Construction Phase
RFP Writer: Include the article 1 if commissioning specifications already exist for the project.Oregon Office of Energy – New Construction Commissioning HandbookPage 18
1. Perform the tasks and functions in the specifications ascribed to the ____________________ (title of
the commissioning party as identified in the specifications), dated ______________.2. Coordinate and direct the commissioning activities in a logical, sequential and efficient manner using
consistent protocols and forms, centralized documentation, clear and regular communications andconsultations with all necessary parties, frequently updated timelines and schedules and technicalexpertise.3. Coordinate the commissioning work and, with the contractor and construction manager (CM), ensure
that commissioning activities are being incorporated into the master schedule.4. Revise, as necessary, the construction phase commissioning plan developed during design, including
scope and schedule.5. Plan and conduct commissioning meetings as needed and distribute minutes.
6. Request and review additional information required to perform commissioning tasks, including O&M
materials, contractor start-up and checkout procedures. Before startup, gather and review the currentcontrol sequences and interlocks and work with contractors and design engineers until sufficientclarity has been obtained, in writing, to be able to write detailed testing procedures.7. Review and approve normal Contractor submittals applicable to systems being commissioned for
compliance with commissioning needs, concurrent with the A/E reviews.8. Review requests for information and change orders for impact on commissioning and owner’s
objectives.9. Review coordination drawings to ensure that trades are making a reasonable effort to coordinate.10. Write and distribute construction checklists for commissioned equipment.
11. Develop an enhanced start-up and initial systems checkout plan with contractors for selected
equipment.12. Perform site visits, as necessary, to observe component and system installations. Attend selected
planning and job-site meetings to obtain information on construction progress. Review constructionmeeting minutes for revisions/substitutions relating to the commissioning process. Assist in resolvingany discrepancies.13. Witness HVAC piping pressure test and flushing, sufficient to be confident that proper procedures
were followed. Include testing documentation in the Commissioning Record.14. Witness any ductwork testing and cleaning sufficient to be confident that proper procedures were
followed. Include documentation in the Commissioning Record.15. Document construction checklist completion by reviewing completed construction checklists and by
selected site observation.16. Document systems startup by reviewing start-up reports and by selected site observation.
17. Approve air and water systems balancing by spot testing and by reviewing completed reports and by
selected site observation.18. With necessary assistance and review from installing contractors, write the functional performance
test procedures for equipment and systems. This will include manual functional testing, energy
management control system trending and may include stand-alone datalogger monitoring. Submit toCM for review and approval if required.19. Analyze functional performance trend logs and monitoring data to verify performance.Oregon Office of Energy – New Construction Commissioning Handbook
Page 19
20. Coordinate, witness and document manual functional performance tests performed by installing
contractors. Coordinate retesting as necessary until satisfactory performance is achieved. Thefunctional testing shall include operating the system and components through each of the writtensequences of operation, and other significant modes and sequences, including startup, shutdown,unoccupied mode, manual mode, staging, miscellaneous alarms, power failure, security alarm whenimpacted and interlocks with other systems or equipment. Sensors and actuators shall be calibratedduring construction check listing by the installing contractors, and spot-checked by thecommissioning provider during functional testing.
Tests on respective HVAC equipment shall be executed, if possible, during both the heating and
cooling season. However, some overwriting of control values to simulate conditions shall be allowed.Functional testing shall be done using conventional manual methods, control system trend logs, andread-outs or stand-alone dataloggers, to provide a high level of confidence in proper system function,as deemed appropriate by the commissioning provider and the Department.
21. Prepare test plans for, assist with execution of, and document tests of commissioned equipment
overseen by regulatory authorities and ensure that such tests meet the testing rigor desired by theOwner.22. Maintain a master issues log and a separate record of functional testing. Report all issues as they
occur directly to the CM. Provide directly to the CM written progress reports and test results withrecommended actions.23. Review equipment warranties to ensure that the Department’s responsibilities are clearly defined.24. Oversee and approve the training of the Department’s operating personnel.
25. Review and approve the preparation of the O&M manuals for commissioned equipment.26. Compile a Commissioning Record, which shall include:
A.A brief summary report that includes a list of participants and roles, brief building description,
overview of commissioning and testing scope, and a general description of testing and
verification methods. For each piece of commissioned equipment, the report should contain thedisposition of the commissioning provider regarding the adequacy of the equipment,documentation and training meeting the contract documents in the following areas:
1) 2) 3) 4) 5)
Equipment meeting the equipment specifications,Equipment installation,
Functional performance and efficiency,Equipment documentation, andOperator training.
B.All outstanding non-compliance items shall be specifically listed. Recommendations for
improvement to equipment or operations, future actions, commissioning process changes, etc.shall also be listed. Each non-compliance issue shall be referenced to the specific functional test,inspection, trend log, etc. where the deficiency is documented.C. Also included in the Commissioning Record shall be the issues log, commissioning plan, progress
reports, submittal and O&M manual reviews, training record, test schedules, constructionchecklists, start-up reports, functional tests, and trend log analysis.27. Compile a Systems Manual that consists of the following: Owner’s Project Requirements (by owner);
Design Narrative and Basis of Design (by designer); Performance Metrics, if completed duringdesign; space and use descriptions, single line drawings and schematics for major systems (bydesigner); control drawings, sequences of control (by contractor); and a table of all setpoints andimplications when changing them, schedules, instructions for operation of each piece of equipmentOregon Office of Energy – New Construction Commissioning Handbook
Page 20
for emergencies, seasonal adjustment, startup and shutdown, instructions for energy savingsoperations and descriptions of the energy savings strategies in the facility, recommendations for
recommissioning frequency by equipment type, energy tracking recommendations, and recommendedstandard trend logs with a brief description of what to look for in them (all by commissioningprovider).
Warranty Period
1. Coordinate and supervise required opposite season or deferred testing and deficiency corrections and
provide the final testing documentation for the Commissioning Record and O&M manuals.2. Return to the site at 10 months into the 12 month warranty period and review with facility staff the
current building operation and the condition of outstanding issues related to the original and seasonalcommissioning. Also interview facility staff and identify problems or concerns they have with
operating the building as originally intended. Make suggestions for improvements and for recordingthese changes in the O&M manuals. Identify areas that may come under warranty or under the
original construction contract. Assist facility staff in developing reports and documents and requestsfor services to remedy outstanding problems.
SYSTEMS TO BE COMMISSIONED
The following systems and assemblies will be commissioned:
RFP Writer:a. Delete and add systems as appropriate.
b. If this RFP is offered during pre- or early design, the list and description ofequipment and systems should be kept fairly general, as shown below.
c. For RFP’s sent out once the plans and specifications are mostly complete, moredetail to the list below should be provided. List the components and issues that willbe commissioned for the following: electrical, data and communications, paging,security, plumbing, building envelope and process instrumentation and controls.
1. Central building automation system2. All equipment of the heating, ventilating and
air conditioning systems3. Scheduled or occupancy sensor lighting
controls4. Daylight dimming controls5. Refrigeration systems
6. Emergency power generators and automatic
transfer switching7. Uninterruptible power supply systems8. Life safety systems (fire alarm, egress
pressurization, fire protection)9. Laboratory, clean room, hoods and
pressurization10. Electrical
11. Domestic and process water pumping and
mixing systems12. Equipment sound control systems and
testing13. Data and communication14. Paging systems15. Security system16. Irrigation17. Plumbing18. Vertical transport19. Medical gas20. Building envelope
21. Process instrumentation and controls
Oregon Office of Energy – New Construction Commissioning HandbookPage 21
DESIRED QUALIFICATIONS
RFP Writer: Add to and edit the desired qualifications according to your specific project,particularly for non-HVAC systems you are having commissioned.
It is the Department’s desire for the person designated as the site Commissioning Provider to satisfy asmany of the following requirements as possible:
♦ Acted as the principal Commissioning Provider for at least three (3) projects over _______sf.♦ Extensive experience in the operation and troubleshooting of HVAC systems, energy management
control systems.♦ Extensive field experience is required. A minimum of five (5) full years in this type of work is
required.♦ Knowledgeable in building operation and maintenance and O&M training.♦ Knowledgeable in test and balance of both air and water systems.
♦ Experienced in energy-efficient equipment design and control strategy optimization.
♦ Direct experience in monitoring and analyzing system operation using energy management control
system trending and stand-alone datalogging equipment.♦ Excellent verbal and writing communication skills. Highly organized and able to work with both
management and trade contractors.♦ Experienced in writing commissioning specifications.
♦ A bachelor’s degree in mechanical or electrical engineering is strongly preferred, and P.E.
certification is desired, however, other technical training, past commissioning, and field experiencewill be considered.♦ Membership with the Building Commissioning Association will be considered a plus.
The required expertise for this project will be based on the skill and experience set of the full team
making the proposal. A member of the prime firm will be the designated Commissioning Provider who isthe member of the team that will coordinate the commissioning activities from the technical perspective.This party may not necessarily be the team’s overall project or contract manager. The CommissioningProvider must have significant in-building commissioning experience, including technical and
management expertise on projects of similar scope. If the Commissioning Provider or prime firm does nothave sufficient skills to commission a specific system, the prime firm shall subcontract with a qualifiedparty to do so. Subcontractor qualifications shall be included and clearly designated in the response to thisRFP.
PRE-PROPOSAL MEETING
A pre-proposal meeting will be held to answer questions and clarify any project issues. Attending themeeting is not required to submit a proposal. The meeting will be held at:[State the location and time of the meeting]
PROPOSAL
Proposals need not be voluminous, but shall provide sufficient information to allow the Department toevaluate the Consultant’s approach, experience, staff and availability.Oregon Office of Energy – New Construction Commissioning Handbook
Page 22
The proposer shall:
1. Limit their proposal to 15 single-sided pages, including graphics. A letter of introduction, section
dividers, detailed resumes and the sample work products of item five below are not included in thislimit.
2. Have the proposal signed by an officer of the proposing firm with the authority to commit the firm.3. Fill out the attached Commissioning Firm Experience form and the Commissioning Task Listing form
(Exhibits 2 and 3) for each firm on the team. List no more than four projects in Exhibit 3.4. Provide an organization chart for managing and executing this contract.
5. List the individual(s) who will serve as the Commissioning Provider for the design phase and for the
construction phase of the contract (they may be different people). Describe his or her relevant
qualifications and experience. This information is required in addition to any resumes the proposersubmits.6. Provide resumes for key staff and subconsultants. The resumes shall include specific information
about expertise in commissioning tasks, (e.g. design reviews, specification writing, commissioningmanagement, troubleshooting, test writing, test execution, energy management, etc.).7. Briefly describe relevant experience of the proposer’s team in the following areas. List each party’s
involvement.
a) projects similar to this one; b) traditional test and balance; c) O&M experience;
d) energy-efficient equipment design and control strategy optimization; e) building simulation; f) life cycle costing;
g) experience in sustainable design;
h) project and construction management; and i) system design (specify).
RFP Writer: Add or delete items in the above list for areas that you want the commissioning provider to provide specific task work.
8. Describe your proposed approach to managing the project expertly and efficiently, including
distribution of tasks, travel, duration of which staff will be on site during what periods of time, etc.Describe what approach you will take to integrate the commissioning into the normal design andconstruction process in order to minimize potential time delays. Describe what you will do to fosterteamwork and cooperation from contractors and design team and what you will do to minimizeadversarial relationships. Describe how you intend to determine the appropriate level ofcommissioning effort for the various systems and equipment.9. As an attachment, provide the following work products that members of the proposer’s team wrote.
List the team member who actually wrote the document and the projects on which they were used.Work from the designated Commissioning Provider is preferred.
a) commissioning plan that was executed (the process part of the plan);b) commissioning specifications; and
c) an actual functional test procedure form that was executed.
RFP Writer: If this is a fixed lump sum proposal for the work, include the following paragraph,otherwise delete it.
10. Provide a fixed, lump sum total cost to accomplish the work. Use the budget table format below to
provide a cost breakdown. Also provide an hourly rate for each team member for work that mayOregon Office of Energy – New Construction Commissioning Handbook
Page 23
exceed the scope. For each phase, provide the percentage level of effort for each primary teammember.
RFP Writer: If this is a request for qualifications with a rate proposal, include the followingparagraph, otherwise delete it.
11. This project will be set up on a time-and-materials basis. Provide both an estimated total fee to
accomplish the work and an hourly rate for each team member, along with rates and fees for all othercosts that the Department could incur from the proposer in this contract (travel, mileage, per diem,communications, etc.). For each phase, provide the percentage level of effort for each of the primaryteam members.
RFP Writer: It is normally not appropriate to ask for a fixed budget figure for constructionphase commissioning until the plans and specifications are nearing completion. However, ifthis RFP is sent out in early to mid-design, ask for budget details in the table below of the Pre-Design and Design Phase tasks only and include the following paragraph. Also, in the budgettable delete all but one line for the total Construction phase budget.
Otherwise, if the commissioning project was started late in or after design, delete thefollowing paragraph.
12. The Department desires a cost proposal with a budget breakdown for the Pre-Design and Design
Phase commissioning tasks. For planning purposes, the proposer must also provide a cost estimaterange for the Construction and Warranty Phase tasks using the form below.
RFP Writer: If the RFP was sent out near the end of, or after the design phase, delete the Pre-Design and Design tasks that are not going to be done from the budget table below.
13. Provide a proposed dollar budget to complete this scope of work in the following format. All task
amounts include associated meetings, progress reports and direct costs (travel, etc.).The respondent must submit three (3) copies of the proposal, each signed by an authorized representativeof the firm. Facsimiles will not be accepted. Proposals must be submitted to arrive no later than close ofbusiness, 5:00 p.m. on ____________, _____ to:
[State the address, contact person, telephone number, fax number, e-mail address]
Oregon Office of Energy – New Construction Commissioning HandbookPage 24
Budget
Task
Pre-Design and Design
1Develop or review Owner’s Project Requirements (per scope)2Design documents reviews of plans, specifications; narratives3Commissioning plan, specification development and bid meeting4Other
Subtotal
Construction
1Commissioning plan and submittal reviews
2Construction checklists; observation of installation and startup3Functional test writing
4Functional test execution and documentation5O&M manual review and training review6Compilation of Commissioning Record7Systems Manual development8Other
Subtotal
Warranty Period
Seasonal testing
Near-warranty end review
SubtotalTotal
Budget ($)
SELECTION PROCESS
Department staff shall review all proposals and select and rank the ________ most qualified Consultants.The selection and ranking shall be based on the following criteria:♦ Proposed approach to the project.
♦ Past experience in performing similar projects.
♦ Expertise of the team in performing the services required by the project.♦ Fee proposal
♦ _____________________________________________________.
The Department will negotiate/interview with the highest ranked Consultant on the tasks, staffing,schedule and fee proposal. Negotiations may be formally terminated if they fail to result in a contractwithin a reasonable time period. Negotiations will then ensue with the second ranked Consultant, and ifnecessary, the third ranked Consultant. If the second and third round of negotiations fail to result in acontract within a reasonable time period, the solicitation may be formally terminated.
CHANGE IN PERSONNEL
If the commissioning firm’s personnel or subconsultants change for this project, the Department mustreview and approve the replacement personnel, in advance. The replacement personnel shall have, atminimum, equivalent qualifications as the original personnel.
Oregon Office of Energy – New Construction Commissioning HandbookPage 25
EXHIBIT 1
FOCUSED DESIGN REVIEW SCOPE
RFP Writer: Check the areas for which you want the commissioning firm to provide input.The commissioning provider will perform a review of the design documents for the following issues at the phaseschecked for each system commissioned.Key:SD:Schematic Design ReviewCD1:Contract Document Review #1
DD:Design Development ReviewCD2:Contract Document Review #2
Design AreaReview DescriptionSDDDCD1CD2
Design narrative andEnsure that design narrative and basis of design are clear,
complete, and meet the original Owner’s Project Requirementsdesign basisCommissioning
facilitationEnergy efficiency
Review to facilitate effective commissioning (see Exhibit 2).(sufficient accessibility, test ports, monitoring points, etc.)Review for adequacy of the effectiveness of building layout andefficiency of system types and components for building shell,HVAC systems and lighting systems.
Review ___HVAC, ___lighting, ___fire control, ___emergencypower, ___security control system, strategies and sequences ofoperation for adequacy and efficiency.
Control system &control strategies
Review for effects of specified systems and layout towardOperations and
maintenance (O&M)facilitating O&M (equipment accessibility, system control, etc.).Indoor
environmentalquality
Review to ensure that systems relating to ___thermal, ___visual,___acoustical, ___air quality comfort, ___air distribution
maximize comfort and are in accordance with the Owner’s ProjectRequirements. (See Exhibit 3 for IAQ checklist).Verify adequate operator training requirements.
Verify that bid documents adequately specify building
commissioning, including testing requirements by equipment type.
O&M documentationVerify adequate building O&M documentation requirements.TrainingCommissioningspecifications
Department’s designVerify that the design complies with the owner’s own designguideline or standardguideline or standard.Environmentalsustainability
Review to ensure that the ___building materials, ___landscaping,___use of water, ___waste management create less of an impact onthe environment and are in accordance with Owner’s ProjectRequirements.
Review the mechanical concepts/design for enhancements.Review the electrical concepts/systems for enhancements.Review envelope design and assemblies for thermal and waterintegrity, moisture vapor control and assembly life.Review the structural concepts/design for enhancements.
Ensure the design maximizes the functional needs of the occupants.Perform a life cycle assessment of the primary competing
mechanical systems relative to ___energy efficiency, ___O&M,___IEQ, ___functionality, ___sustainability.
MechanicalElectricalEnvelopeStructuralFunctionalityLife cycle costs
Oregon Office of Energy – New Construction Commissioning HandbookPage 26
EXHIBIT 2
COMMISSIONING FIRM EXPERIENCE
FILL OUT A SEPARATE FORM FOR EACH FIRM ON THE TEAM
Company Name
Contact Person
Title
AddressCityState/ProvZip/Postal Code
TelephoneFax E-Mail
Description of Business
Commissioning Activities
Percentage of overall business devoted to commissioning servicesHow long has the firm offered commissioning services
Average number of commissioning projects performed each year:
% years projectsSystems or technologies for which firm has provided commissioning services (check all that apply)
qPkg. or split HVACqChiller systemqBoiler systemqEnergy Mgmt. Sys.qVariable Freq.DrivesqLighting Controls
qDaylightingqElectrical, generalqElectrical, emerg. powerqEnvelopeqFire/Life SafetyqPlumbing
qqqqq
Commercial refrigerationTelecommunicationsThermal Energy StorageLabs & Clean Rooms Number of registered engineers on staff who have directed commissioning projects: ______The firm has provided commissioning services in the following: (check all that apply)
Building SectorNew ConstructionMajor RenovationExisting Building
Tune-upEquipmentReplacement• • • • • • •
Office or retailGroceryHospitalsLaboratories
Schools or universitiesIndustrial / ManufacturingSpecial purpose–prisons,museums, libraries, etc.
qqqqqqqqqqqqqqqqqqqqq
Oregon Office of Energy – New Construction Commissioning HandbookPage 27
EXHIBIT 3
COMMISSIONING TASK EXPERIENCE LISTING ON SIMILAR PROJECTS
FILL OUT A SEPARATE FORM FOR EACH FIRM ON THE TEAM
KEY:Design Review:
Cx Plan:Specifications:Funct. T. Plans:Witnessed FT:Hands-on Tests:
Reviewed design and provided comment during design phaseWrote the commissioning plan
Wrote commissioning specifications for construction teamWrote functional test procedures
Witnessed and documented functional testsPerformed functional tests (hands-on)
Data/Trending:
Training:Review O&Ms:
CP in firm:Supervised CP:Worked w/CP:
Used data loggers or EMS trend logs for testingDeveloped or approved staff trainingReviewed completed O&M manuals
Commissioning provider was part of the firm
Supervised commissioning provider subconsultant to the firmWorked with a commissioning provider hired by others
(Enter “X” if by own firm, “S” if by subconsultant)Commissioning Tasks PerformedManagement
Hands-on TestsData/TrendingsDesign ReviewReview O&MsFunct. T. PlansSupervised CPProject Name,
Date
Bldg Size & Type(New/Exist)
City & StateOwner ContactTitle and PhoneName & Role of Persons(s)Assigned to Project by Firm(identify any subconsultants)Systems Commissioned(Identify if tested bysubsconsultants)
Oregon Office of Energy – New Construction Commissioning Handbook Page 28
Worked w/CPSpecificationsWitnessed FTCP in firmTrainingCx PlanAppendix 2Resources
Available Sources for Major Commissioning Information
Procedural Guidelines, Specifications and Functional Tests
Last Updated: 9/12/00
* Denotes documents available on electronic disk. [RCX] = dedicated solely to retrocommissioning; [rcx] = contains some data
on, retro-commissioning.
D = for design phase, C = for construction phase. All CAPS denotes document is more comprehensive than lower case.
Guide-GuideSample
linesSpecsTestsSource
Appendix VII Idaho New Building Commissioning Guidelines. State of Idaho, 2000.
Available at: http://www2.state.id.us/adm/pubworks/archengr/commgl97.htmBuilding Commissioning Assistance Handbook Appendices. Seattle City Light, 1999.
(standardized functional test procedures
http://www.ci.seattle.wa.us/seattle/light/conserve/business/bdgcoma/cv6_bcam.htm.Procedural Standards for Building Systems Commissioning, National Environmental
Balancing Bureau (NEBB), 1999. 301-977-3698
A Practical Guide for Commissioning Existing Buildings, PECI and Oak Ridge National
Labs (ORNL), 1999. NTIS 1-800-553-6847 [RCX]Model Commissioning Plan and Guide Commissioning Specifications, USDOE/PECI,
1997. NTIS: # DE 970045 1-800-553-6847. http://www.peci.org/cx/mcpgs.html.Building Commissioning Guide, U.S. GSA. & USDOE, 1995, revised in 1998 (Ver. 2.2).
Ver. 1 by Enviro-Management & Research, Inc. Version 2.2 available on the web:http://www.eren.doe.gov/femp/techassist/bldguide.pdfThe HVAC Commissioning Process, ASHRAE Guideline 1-1996, 1996. ASHRAE
Publications Dept., 1791 Tullie Circle, NE, Atlanta, GA 30329.
The Building Commissioning Handbook, The Association of Higher Education Facilities
Officers (APPA), written by John Heinz and Rick Casault, 1996. APPA, 13 PrinceStreet, Alexandria, VA 22314.
Beyond Lighting DSM: Life After Green Lights, Montgomery Co., MD, 1995. [RCX]
Existing building commissioning case study with sample process and detailedprocedures. 70 pgs. 301-217-6000.
Engineering and Design Systems Commissioning Procedures, U.S. Army Corps of
Engineers, 1995 (ER 1110-345-723). Dept. of the Army, U.S. Army Corps ofEngineers, Washington, DC 20314-1000.
Commissioning Specifications, C-2000 Program, Canada, 1995. C-2000 Program,
Energy Mines & Resources, Energy Efficiency Division, 7th Floor, 580 Booth St.,Ottawa, Ontario, Canada K1A 0E4.
Model Construction Document Specifications and A/E Services Contract Clauses.
Bonneville Power Administration/John Heinz, U. of WA, 1995. 503-230-7334. Alsoavailable on the Univ. of Washington web site below.
Commissioning Guidelines, Instructions for Architects & Engineers, State of WA., 1995.
Dept. of General Admin., Div. of Engin. & Arch., (360) 902-7272.
Commissioning of HVAC Systems, seminar/workshop training materials, Univ. of
Wisconsin, Madison, 1994. 800-462-0876 or 608-262-2061
YESNo
NoNo
No*YES
Yesd, cYES*SomeD, c*YesD, CYesd, CYESd, CYes
Somed, cNo*YESD, CNo
SomeNo*YESNo
Somed, cYESCNo
NoNo
Yes
Somed, cNo
Somed, c*YESC*YESCNoSomeC
No
No
NoSome
Yesd, cSomeC
NoSome
Oregon Office of Energy – New Construction Commissioning Handbook Page 29
Source
Laboratory HVAC Systems: Design, Validation and Commissioning, ASHRAE
collection of 11 papers, 1994. And,
Commissioning Smoke Management Systems, ASHRAE Guideline 5-1994. ASHRAE
Publications Dept., 1791 Tullie Circle, NE, Atlanta, GA 30329.
Standard HVAC Control Systems Commissioning and Quality Verification User Guide,
U.S. Army Const. Engineering Research Labs, 1994. Facilities EngineeringApplications Program, U.S. Army Engineering and Housing Support Center, Ft.Belvoir, VA 22060-5516. FEAP-UG-GE-94/20.
Contractor Quality Control and Commissioning Program—Guidelines and Specification,
Montgomery Co. Gov., St of Maryland, 1993. 301-217-6071.
HVAC Systems Commissioning Manual, Sheet Metal and Air Conditioning Contractors’
National Association (SMACNA), 1993. SMACNA, 4201 Lafayette Center Dr.,Chantilly, VA 22021.
Commissioning Guide, Public Works Canada, Western Region, 1993.
403-497-3770.
Guide Specification for Military Construction—Commissioning of HVAC Systems, Dept.
of the Army, U.S. Army Corps of Engineers, 1993. Washington, DC 20314-1000Building Commissioning Guidelines, Bonneville Power Administration/PECI, 1992. 503-230-7334.
HVAC Functional Inspection and Testing Guide, U.S. Dept. of Commerce and the
General Services Administration, 1992. NTIS: 800-553-6847.
Thermal Energy Storage (TES) Commissioning Guidelines, California Institute for
Energy Efficiency, San Diego State University, 1991. San Diego State University,Energy Engineering Institute, San Diego, CA 92182.
AABC Master Specification, Associated Air Balance Council. (Primarily for how the
TAB fits into the commissioning process) AABC National Hdqrs, 202-737-0202.
Guide-linesGuideSpecsSampleTests
YesCYesd, cNo
NoNoNo
NoNoYes
*YescYescSomed, cNoYESd, CNoYesCNo
*YESCSomecYesd, C*SomecSomecNoNo
*SomeSome
No*YESSomeYESYes
*Yesd, C
No
Commissioning Overviews and Case Studies
Building Commissioning: The Key to Quality Assurance. USDOE Rebuild America / PECI., 1998. [RCX]
Commissioning retrofits and existing buildings: overview, process and case studies. 68 pgs. 1-800-363-3736.Beyond Lighting DSM: Life After Green Lights, Urban Consortium Energy Task Force of Public Technologies,
Submitted by Montgomery County Government, MD, Div. of Facilities and Services, 1998.
Existing building commissioning case study with sample process and detailed procedures. 70 pgs. 301-217-6000.
Commissioning For Better Buildings in Oregon. Oregon Office of Energy / PECI, 1997. [rcx]
New construction overview, benefits, process and case studies. 44pgs. (see web site below).What Commissioning Can Do For Your Building. PECI, 1997. [rcx]
Commissioning overview and report of 175 building case studies. 12pgs. 503-248-4636.
Commissioning Four New Science Laboratory Buildings (U. of WA). Bonneville Power Admin. / Phoebe Caner,1997.
Commissioning case studies with detailed “lessons learned” information in all sections. ~70 pgs. 503-230-7334.Commissioning the Physics/Astronomy Building Control System (U. of WA). Bonneville Power / Phoebe Caner,
1996.
Commissioning case study and report with lessons learned. ~110 pgs. 503-230-7334.Four case studies. Seattle City Light.
http://www.ci.seattle.wa.us/seattle/light/conserve/business/bdgcoma/cv6_bcam.htm.
Oregon Office of Energy – New Construction Commissioning Handbook Page 30
Web Sites Containing Commissioning Documents
Building Commissioning
AssociationFlorida Design InitiativeNational Institute of HealthModel Commissioning Guide
NEBB
Oregon Office of Energy
PECI
Texas A&M Energy Systems
Lab
University of Washington
USDOE / FEMPUSDOE
Seattle City Light
Whole Building Design Guide
(NIBS)
http://www.bcxa.org/http://www.state.fl.us/fdi/index.html (ongoing articles & forum)http://des.od.nih.gov/farhad2/Commissioning/nih_cx_guide/ComGuideTitle.htmhttp://www.nebb.org/search.htm (certification program and manuals)http://www.energy.state.or.us/bus/comm/bldgcx.htm (benefits of Cx, case study, the full textof Commissioning for Better Buildings in Oregon) [rcx]
http://www.peci.org/ (Cx conference announcement, downloadable Model Cx Plan andGuide Specifications, Cx information sources, Cx & O&M training locator database)
http://www-esl.tamu.edu/ (retro-commissioning process and software, for purchase) [RCX]http://depts.washington.edu/fsesweb/fdi/index.html Univ. Cx guide specs distributedthroughout the specs. Vol’s 1-4)
http://www.eren.doe.gov/femp/ (full text of GSA/USDOE Building Commissioning Guide;early version of Model Cx Plan and Guide Specifications)
http://www.eren.doe.gov/ (Links to commissioning doc’s. Search on “commissioning.”)http://www.ci.seattle.wa.us/seattle/light/conserve/business/bdgcoma/cv6_bcam.htm(standardized test procedures and case studies)
http://www.wbdg.org/index.htm National Institute of Building Sciences (findcommissioning information by searching on “commissioning”
Oregon Office of Energy – New Construction Commissioning Handbook Page 31
Appendix 3
Tips For Project Managers For Working
With Commissioning Providers
1) Develop a clear scope of work for the commissioning provider.
• Make sure the scope is easy to understand
• Make sure that there is sufficient detail
2) Read the commissioning specifications and the commissioning plan front to back.
• In order to manage the work, you must be familiar with all aspects of the commissioningrequirements.
• Ask questions as needed.
3) Give your commissioning provider clear authority (if you hired them).
• Give the commissioning provider authority to review documents, procedures and tests and toinspect the installation and operation of equipment. Remember, they are working for you, but areoften hand-tied because they do not have any more authority than to “recommend.”4) Let the construction team and A/E know you support your commissioning provider.
• At meetings, verbally express support for the commissioning provider. The A/E and constructionteams may use lack of overt support from you as excuse to not give the commissioning providertheir full support.5) Establish clear reporting and paper paths.
• Meet with construction team to decide reporting and paper paths. Decide what commissioningdocuments will go where, and for what purpose (review, information, approval, etc.).
• Decide what role the commissioning provider will have in normal construction submittals andoperation and maintenance manual reviews and who should receive their comments.
6) Make sure all change orders, architects supplemental instructions, and requests for
information that relate to commissioned equipment are copied to the commissioning provider.7) Insist on frequent progress reports and updates from the commissioning provider.
• Have the commissioning provider provide to you frequent updates on how the commissioningprocess is going. Keep the commissioning provider thinking ahead.8) Check in periodically to see how the commissioning provider is doing and how you can assist
him or her.
• The commissioning provider may need motivation to keep the work moving along as quickly aspossible and may need a sounding board to bounce problems and challenges off of.9) Follow through in a timely manner on the tasks assigned to you.
• Do not be the holdup for any of the commissioning work. Remain accountable for all assignedtasks.10) Show interest in mechanical issues.
• There are many important issues for project managers to deal with besides what may be mundanemechanical details. However, the commissioning provider needs your support and interest inthese areas to fulfill their work.Oregon Office of Energy – New Construction Commissioning Handbook
Page 32
11) Make sure the commissioning activities are scheduled in advance.
• Have the commissioning provider provide an initial schedule with frequent updates and moredetail as the project progresses.
• Make sure the commissioning gets included in the master construction schedule.
12) Have the commissioning provider describe the exact format and content of the commissioning
records they are keeping and what they’ll turn over to you.
• Make sure the commissioning provider knows the end format at the beginning of the project andthat they show it to you, so there are no surprises.13) Review a sample construction checklist and functional test to get an idea of what the
commissioning provider will be providing.
• To prevent surprises about what exactly will be provided, have the commissioning providersubmit these sample documents early in the project.14) Require the commissioning provider to keep a current deficiency or issues log.
• Receive regular updates.
• Incorporate items from the log into regular project punch lists, as appropriate.
15) Develop a clear policy on dealing with identified deficiencies.
• Determine when and how deficiencies or issues identified during commissioning will be madeknown to the A/E and construction team and who will be tracking them and providing feedbackto the commissioning provider.16) See that all deficiencies are corrected in a timely manner.
• To prevent the project and the commissioning work from being delayed, the project managermust tail the contractors until they correct each deficiency.17) Schedule or facilitate, regular commissioning meetings.
• Increase the frequency of the meetings as the project progresses.
• Do not let regular construction topics creep in and control the commissioning agenda items.
Oregon Office of Energy – New Construction Commissioning Handbook Page 33
Appendix 4
Estimating Commissioning Costs
The following summarizes the latest information on commissioning costs taking into account costingstudies PECI has completed in-house reconciling their costing models and experience with RonWilkinson’s (State of Montana) ASHRAE Journal, February 2000 article.
Commissioning costs vary considerably with project size and building type, equipment type,
commissioning scope and traveling requirements. Historically, commissioning has focused on HVAC andcontrols and started during construction. However, the quality control and assurance for more and moresystems is being brought under the commissioning umbrella and commissioning is starting more often inthe design phase. A few rules of thumb will assist the project manager in planning for commissioning.These costing guidelines must be used with great caution. Understanding what is and is not included ineach cost number is critical. The project manager is advised, when possible, to contact a commissioningprovider to discuss cost ranges for specific projects before establishing a planning budget.Design Phase Commissioning Costs
Design phase commissioning may consist of a variety of tasks. At minimum, the process entails the
commissioning provider ensuring that the Owner’s Project Requirements are clearly documented, that thedesign team develops a design description and design basis, through an independent design review thatthe Owner’s Project Requirements are met, that the design can be adequately commissioned (ensuringsufficient test ports, monitoring points and control points in the BAS, access panels, etc.) and that
commissioning is adequately reflected in the bid documents (by including commissioning language in theproject specifications). Technically, the designer’s time developing design documentation isn’t
“commissioning,” but as this is rarely done well, if at all, it is included as a commissioning-related cost inthis document.
Additional activities may include detailed design review in such areas as indoor environmental quality,maintainability, constructibility, structural, envelope and moisture, energy efficiency, code and policycompliance and sustainability. Rarely would a project warrant a third party taking on all the above tasks.The owner should decide which issues are critical or need special attention from another consultantbesides the designer, based on the expertise of the designers of record and the nature of the project.For a project that includes the minimum tasks listed above and a few of the additional activities listed, thecosts for the commissioning provider combined with the additional work of the designers may range from(.1% to .3%) of the total construction cost for a typical office building. Buildings over 100,000 sf. willtypically fall near the bottom of the range and buildings less than 100,000 in the top end of the range.More complex building types and larger scopes may cost considerably more. The commissioningprovider’s costs will roughly be 75%, and the designer’s 25% of the total commissioning cost.Construction Phase Commissioning Costs
The following numbers cover the commissioning provider’s costs for the construction and warrantyphases, including submittal review, construction checklist development, construction observation,writing, overseeing and documenting functional tests (initial and seasonal), verifying that staff trainingand O&M manuals are per specification and conducting a near-warranty-end review. Commissioning ofthe HVAC system includes all systems, including fire, life, safety and controls. Commissioning of theelectrical system includes lighting controls, emergency power and limited connection and groundingchecks. It does not include infrared scanning, power quality, switchgear, transformer, or low voltagesystem testing. Complex systems and critical applications will have higher costs.Oregon Office of Energy – New Construction Commissioning Handbook
Page 34
Commissioned SystemHVAC and controlsElectrical system
HVAC, controls and electrical
Commissioning Cost2.0% to 3.0% of total mechanical cost1.0% to 2.0% of total electrical cost0.5% to 1.5% of total construction cost
--Source for the first two line items: Ron Wilkinson, ASHRAE Journal, Feb. 2000. Third line: PECI, 9/2000
The above costs cover only the commissioning provider fees. There are also costs to the contractor, thedesigners and owner staff for their part in the commissioning process. The costs for the contractor
attending meetings, documenting the construction checklists and assisting with testing will roughly equal10% to 25% of the commissioning provider’s costs. However, in the larger picture, the savings to thecontractor in callback costs and holding of final payment retention may exceed the first costs, resulting inlittle if any net commissioning cost to the contractor. The designer’s scope for commissioning duringconstruction is often limited to a review of the commissioning plan and some meetings, resulting in costsof about 5% to 10% of the commissioning provider’s fee.
The project manager should realize that the savings to them in reduced change orders (if commissioningstarts during design), smoother turnover and less troubleshooting time during the first year will offset thecost of the commissioning provider. Increased energy efficiency also reduces the net cost of
commissioning, not to mention the value of more satisfied tenants and reduced indoor air quality liability.Another method for making rough commissioning cost estimates is by floor area.
Costs in the above graph include the cost of the commissioning provider from early construction throughwarranty for HVAC and controls, including lighting, but does not include low voltage, electrical
Estimates of Const. Phase Commissioning Costs (Costs for Commissioning Authority, New Construction, per sf) Ver. 4.0, 3/29/00PECICommissioning Cost ($/sf)$3.00$2.50$2.00$1.50$1.00$0.50$0.00050100150200250300350400450500550600SimpleModerateComplexSpecialtyFloor Area ('000's sf)--Source: PECI, 9/2000grounding, infrared scanning, power quality, switchgear and transformer testing. Tasks include submittalreview, construction checklist development, construction observation, writing, overseeing and
documenting functional tests and reviewing staff training and O&M manuals. These costs are averagesand can vary considerably, since the number of pieces of equipment and commissioning rigor vary.Simple = office buildings, classrooms, packaged equipment and controls; fewer pieces of equipment.Moderate = more complex office, classroom with some labs, building automation, more controlstrategies, fewer packaged equipment; more systems (fire, emergency power, etc.).
Complex = Moderate + most of floor area in complex systems (hospitals, labs, operatories, clean rooms,fume hoods or other non-HVAC systems are commissioned such as electrical quality, transformers,security, communications, etc. Traveling requirements and high cost of living locations increase costs.Specialty = Very complex facilities like prisons (doesn’t include security systems commissioning costs).
Oregon Office of Energy – New Construction Commissioning Handbook Page 35
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