University of Virginia Request for Proposal for Independent Commissioning Services: Commissioning Agent
This Request for Proposal (RFP) is for the commissioning of a campus building and is a good example of a well-executed RFP. With regard to the thermal comfort component of a project, a commissioning agent is invaluable in achieving thermal comfort in a building by assisting in the verification of proper installation, operations, and maintenance of the mechanical systems. The proposal lays out the scope of work for all phases of the project including the design phase, operations after the project is complete, and assistance in maintenance procedures. In section 4, the proposal outlines the systems to be commissioned and sets standards for sampling the testing procedures, including re-testing procedures and costs as needed. Section 5 outlines the proposal requirements and requires submission of a clear plan on how the agent is going to commission the building. The RFP also includes forms to be used for completed work.
A well-written Request for Proposal (RFP) will engage the interest of those who apply for the proposal and accurately lay out the full scope of the work desired. It should be written to inspire potential applicants to present creative responses to the problems addressed. It should allow the applicants to fully assess their ability to compete for the contract, and it should prevent time spent creating and reviewing an unqualified proposal.
The format for a well-written RFP should consist of:
- Clear and precise introduction of the client
- Background on the project
- Objectives of the project
- Qualifications and experience required
- Scope of work
- Submission requirements
- Methods for evaluation of proposals
- Copy of the contract
Care should be taken in preparation of an RFP so as not to contradict or confuse the applicant, especially if groundwork is laid for how work is to be performed. For instance, two product limitations can be specified that contradict each other in the case of a refrigerant type specified. The limitation restricts the type of HVAC equipment forcing the contractor to choose a less efficient cooling system. An RFP not only solicits proposals but serves as a guide to the successful applicant throughout their work on the project. Since a commissioning agent can be integral to thermal comfort it is recommended that they are involved throughout the process to help streamline costs. They should also be able to assist in drafting RFPs for contracted work related to thermal comfort.
The process of verifying and documenting that a building and all of its systems and assemblies are planned, designed, installed, tested, operated, and maintained to meet predetermined energy requirements.
