RFQ #26-007 Commissioning Services for School Buildings RFQ

RFQ #26-007 Commissioning Services for School Buildings RFQ Energy Conservation Services (Including Audits) Heating, Ventilating and Air Conditioning (HVAC) Energy Conservation Consulting Engineering Consulting Control Systems Engineering OREGONBUYS SOLICITATION NUMBER S-33000-00016112 AGENCY RFQ NUMBER 26-007 School Commissioning EPID Page 1 of 26 STATE OF OREGON COVER PAGE OREGON DEPARTMENT OF ENERGY (“Agency”) COMMISSIONING SERVICES FOR SCHOOL BUILDINGS Request for Qualifications (“RFQ”) AGENCY RFQ NUMBER 26-007 OREGON BUYS SOLICITATION NUMBER S- 33000-00016112 RFQ Available Date: April 1, 2026, 4:00pm Statement of Qualifications (“SOQ”) Opening Date: May 18, 2026, 4:00pm Single Point of Contact (“SPC”): Jess Miller Address: 550 Capitol St. NE City, State, Zip Salem, OR 97301 Phone: 971-239-2590 E-mail: jess.miller@energy.oregon.gov OREGONBUYS SOLICITATION NUMBER S-33000-00016112 AGENCY RFQ NUMBER 26-007 School Commissioning EPID Page 2 of 26 TABLE OF CONTENTS SECTION 1 GENERAL INFORMATION 4 1.1 INTRODUCTION. 4 1.2 RESERVED. 4 1.3 SINGLE POINT OF CONTACT (“SPC”). 4 SECTION 2: PROCUREMENT AUTHORITY, SCHEDULE, DEFINITIONS AND PROGRAM/PROJECT OVERVIEWS. 5 2.1 AUTHORITY. 5 2.2 SCHEDULE. 5 2.3 DEFINITION OF TERMS. 5 2.3.1 GENERAL DEFINITIONS. 5 2.3.2 PROJECT SPECIFIC DEFINITIONS 5 SECTION 3: FOLLOW-ON SOLICITATION AND CONTRACTING PROCESSES AND REQUIREMENTS. 8 3.1 OVERVIEW OF FOLLOW-ON SOLICITATION PROCESS. 8 3.2 PROGRAM: PROCESSES AND REQUIREMENTS. 8 3.2.1 THE PROCESS 8 3.2.2 SCOPE OF WORK APPROVAL FORM AND PROCESS 9 3.2.3 PROJECT SPECIFIC CONTRACTS. 9 3.2.4 COMMISSIONING SERVICES AND COMMISSIONING REPORT REQUIREMENTS 9 3.2.5 WORK PRODUCTS. 9 SECTION 4: SCOPE OF SERVICES. 10 SECTION 5: STATEMENT OF QUALIFICATION (“SOQ”) REQUIREMENTS. 11 5.1 PUBLIC NOTICE. 11 5.2 QUESTIONS/REQUESTS FOR CLARIFICATION. 12 5.3 SOQ SUBMISSION OPTIONS. 12 5.3.1 SUBMISSION THROUGH EMAIL. 12 5.3.2 SUBMISSION THROUGH MAIL OR PARCEL CARRIER. 12 5.3.3 SOQ MODIFICATION OR WITHDRAWAL. 12 5.3.4 SOQ OPENING DATE. 12 5.3.5 SOQ REJECTION. 13 5.3.6 OPENING OF SOQ. 13 5.4 MINIMUM SUBMISSION REQUIREMENTS. 13 5.4.1 SOQ FORMAT AND QUANTITY. 13 5.4.2 SOQ PAGE LIMIT 14 5.4.3 AUTHORIZED REPRESENTATIVE. 14 5.5 SOQ FORM REQUIREMENTS, STATEMENTS OF QUALIFICATION AND PROJECT EXPERIENCE INFORMATION. 14 5.5.1 AFFIDAVIT OF EXAMPTION FROM DISCLOSURE (IF APPLICABLE). 15 5.5.2 COMMISSIONING FIRM INFORMATION AND CERTIFICATION SHEET. 15 5.5.3 REFERENCE FORMS. 15 5.5.4 COST OFFER FORM. 16 5.5.5 CERTIFIED DISADVANTAGED BUSINESS OUTREACH PLAN. 16 5.5.6 RESPONSIBILITY INQUIRY. 16 5.5.7 COMMISSIONING FIRM AND COMMISSIONING FIRM’S KEY PERSONNEL REQUIREMENTS 16 OREGONBUYS SOLICITATION NUMBER S-33000-00016112 AGENCY RFQ NUMBER 26-007 School Commissioning EPID Page 3 of 26 5.5.8 TECHNICAL EXPERTISE. 17 5.5.9 COMMISSIONING FIRM’S QUALIFICATIONS (16 PAGE LIMIT). 18 5.5.10 COMMISSIONING FIRM’S PROJECT EXPERIENCE. 18 5.5.11 COMMISSIONING FIRM’S KEY PERSONS AND THEIR RESUMES 19 5.5.12 FORMS 1 and 2. 20 5.5.13 WORK SAMPLES. 20 SECTION 6: EVALUATION PROCESS. 21 6.1 RESPONSIVENESS AND RESPONSIBILITY DETERMINATION. 21 6.2 EVALUATION CRITERIA. 21 6.3 EVALUATION COMMITTEE. 23 SECTION 7. AWARD NOTIFICATION PROCESS 24 7.1 NOTICE OF QUALIFICATION AND AWARD OF PREQUALIFIED LIST AGREEMENT. 24 7.2 APPARENT SUCCESSFUL COMMISSIONING FIRM’S SUBMISSION REQUIREMENTS. 24 7.2.1 TAXPAYER IDENTIFICATION NUMBER. 24 7.2.2 BUSINESS REGISTRY. 24 7.2.3 PREQUALIFIED LIST AGREEMENT. 25 SECTION 8: ADDITIONAL INFORMATION. 25 8.1 GOVERNING LAWS AND REGULATIONS. 25 8.2 OWNERSHIP/PERMISSION TO USE MATERIALS. 25 8.3 CANCELLATION OF RFQ; REJECTION OF SOQ; NO DAMAGES. 26 8.4 COST OF SUBMITTING SOQ. 26 8.5 CHECKLIST DISCLAIMER. 26 LIST OF RFQ ATTACHMENTS 26 Attachment A Sample Agreement Attachment B Affidavit of Exemption from Disclosure Attachment C Commissioning Firm Information and Certification Sheet Attachment D Reference Forms Attachment E Cost Offer Form Attachment F Certified Disadvantaged Business Outreach Plan Attachment G Responsibility Inquiry Attachment H Forms 1 & 2 Form 1 Commissioning Firm and Key Personnel Information Form 2 Experience OREGONBUYS SOLICITATION NUMBER S-33000-00016112 AGENCY RFQ NUMBER 26-007 School Commissioning EPID Page 4 of 26 SECTION 1 GENERAL INFORMATION 1.1 INTRODUCTION. The State of Oregon, acting by and through the Department of Energy, (“Agency”), is requesting a Statement of Qualification (“SOQ”) from interested Commissioning Firms or individuals to provide commissioning services for school facilities as contemplated under Senate Bill 1149 (SB 1149). Additional details on the Scope of Services are included in RFQ Section 4, Scope of Services. Agency intends to establish a list of qualified commissioning firms for the Public Purpose Charge (SB 1149) Schools Program (the “Program”). Interested Commissioning Firms that specialize in commissioning services for commercial facilities are encouraged to submit qualifications. Qualified Commissioning Firms will be invited to sign a Prequalified List Agreement for commissioning services substantially in the form set forth in Attachment A, Sample Agreement to this RFQ; the term of the anticipated Prequalified List Agreement is anticipated to be three years with the option to renew once for three-year period without full re-application. The Program requires School districts, (each a “Contracting Agency”), specific energy efficiency measures that utilize Program funds to have commissioning and must use a Commissioning Firm from Agency’s prequalified list to be eligible for reimbursement through the Program. The following energy-related capital projects that utilize Program funds are required to have commissioning:

• All boiler or chiller measures exceeding $100,000
• All other heating, ventilation and air conditioning (HVAC) measures, all HVAC

controls measures and retro-commissioning measures exceeding $50,000

• All lighting control measures exceeding $100,000
• Other measures in which commissioning is critical for successful implementation

and operation of the measure, as deemed appropriate by the auditor. Additional information about the Program is available on the Agency’s website: http://www.oregon.gov/energy/energy-oregon/Pages/SB1149-Program-Guidelines.aspx Commissioning Requirements: https://www.oregon.gov/energy/energy-oregon/Pages/Schools-Commissioning-Firms.aspx 1.2 RESERVED. 1.3 SINGLE POINT OF CONTACT (“SPC”). The Agency’s SPC for this RFQ is identified on the Cover Page, along with the SPC’s contact information. Commissioning Firms are to direct all communications related to any provision of the RFQ, whether about the technical requirements of the RFQ, the Prequalified List Agreement (see RFQ Attachment A Sample Agreement), the RFQ process, or any other provision only to the SPC. OREGONBUYS SOLICITATION NUMBER S-33000-00016112 AGENCY RFQ NUMBER 26-007 School Commissioning EPID Page 5 of 26 SECTION 2: PROCUREMENT AUTHORITY, SCHEDULE, DEFINITIONS AND PROGRAM/PROJECT OVERVIEWS. 2.1 AUTHORITY. Agency is issuing this RFQ pursuant to its authority under ORS 469.030(2)(e)(j) and is using the Prequalification process pursuant to OAR 330-130-0100. 2.2 SCHEDULE. The table below represents a tentative schedule of events. All times are listed in Pacific Time. All dates listed are subject to change. Event Date / Time (if applicable) RFQ Available Date April 1, 2026 4:00pm Written Questions / Requests for Clarification Due April 10, 2026, 4:00pm Responses to Written Questions / Requests for Clarification Due (approximately) Approximately April 15, 2026, 4:00pm Opening Date – Commissioning Firm’s Statement of Qualifications (“SOQ”) Due within Oregon Buys May 18, 2026, 4:00pm Evaluation Period Approximately May 18 – August 14, 2026, 4:00pm Notification Letters to Selected Commissioning Firms (Approximately) Approximately August 31, 2026 Prequalified List Agreement(s) for School Commissioning Services Fully Executed Approximately October 31, 2026 2.3 DEFINITION OF TERMS. For the purposes of this RFQ, capitalized words will refer to the following definitions. 2.3.1 GENERAL DEFINITIONS. Capitalized terms not specifically defined in this document are defined in OAR 125-246- 0110. 2.3.2 PROJECT SPECIFIC DEFINITIONS. ASHRAE is the American Society of Heating, Refrigerating and Air-Conditioning Engineers. Baseline Energy Use is the energy consumption for a specified time period to which future energy consumption will be compared. For this program the minimum preceding time period is two years. OREGONBUYS SOLICITATION NUMBER S-33000-00016112 AGENCY RFQ NUMBER 26-007 School Commissioning EPID Page 6 of 26 Commissioning is the process of ensuring that new energy using systems are designed, installed, functionally tested, and capable of being operated and maintained to perform in accord with the design intent. Commissioning Report is a comprehensive report prepared by a qualified commissioning firm that details the activities and results of the commissioning process. The final commissioning report includes:

• Commissioning plan;
• Commissioning specifications for the equipment;
• Functional testing for the equipment;
• Commissioning schedule;
• Inspection checklist;
• Commissioning issues/deficiencies log;
• Summary of training dates and scope provided to Contracting Agency; and
• Executive summary of the final commissioning report.

Contracting Agency is a school district, school district’s representative, Agency, or other public agency that seeks to contract with a qualified commissioning provider for purposes of commissioning services. Cost-Effective means that an energy resource, facility or conservation measure, during its life cycle, results in delivered power costs to the ultimate consumer that are equal to or less than the comparable incremental cost of the least cost alternative new energy resource, facility or conservation measure. Cost comparison shall include, but need not be limited to:

• Cost escalations and future availability of fuels;
• Waste disposal and decommissioning costs;
• Transmission and distribution costs;
• Geographic, climatic and other differences in the state; and
• Environmental impact.

Eligible School Site includes any K-12 Public School Facility owned by a school district whose ADM is included at the school district by the Oregon Department of Education and that is within PGE or Pacific Power’s territory. Energy Audit is a n assessment of a f acility’s energy use for the purpose of improving efficiency and performance. It includes evaluating facility characteristics, energy- using systems, and how well energy is used in the f acility. An e nergy audit also includes documentation of existing equipment and conditions, and the development of actionable measures to reduce the facility’s energy use and cost. Audit findings and recommendations will be included in the Energy Audit Report. Energy Audit Report is a detailed report prepared by a qualified energy auditor that includes a summary of recommendations; a baseline building and system description; a description of Energy Efficiency Measures with associated savings, cost, and simple payback; calculations to support estimated savings and costs , and documentation to support recommended equipment and approaches. OREGONBUYS SOLICITATION NUMBER S-33000-00016112 AGENCY RFQ NUMBER 26-007 School Commissioning EPID Page 7 of 26 Energy Efficiency Measure (EEM) is a permanent improvement and capital project in a facility designed to reduce energy use and associated cost. Energy Saving Calculation Standard Practices refers to methods such as those described in ASHRAE Guideline 14. Other industry standard methods may be acceptable with Agency approval, and if fully explained in the audit report. Energy Saving Performance Contract (ESPC) is a public contract between a contracting agency and a qualified Energy Service Company (ESCO) for the identification, evaluation, recommendation, design and construction of energy conservation measures, including a design-build contract that guarantees energy savings or performance Energy Service Company (ESCO) is a company that identifies energy improvements, in some cases provides capital required to install improvements, offers turn-key installation services, and guarantees energy savings. Energy Use Intensity (EUI) is a measurement of the total energy used in a building (or facility) for a specific period of time stated in terms of one thousand British thermal units (kBtu) per gross conditioned square foot per year (kBtu/sf/yr). Operations and Maintenance (O&M) Measures are typically low or no-cost actions that make repairs or adjustments to optimize operation. It also includes minor capital improvements that can be carried out by in-house maintenance staff. Public School Facility includes instructional facilities that are owned and operated by a school district and used for any purpose associated with public education in kindergarten through twelfth grade. It also includes facilities that are used by more than one school district and buildings that are owned by a school district and leased to another school district for instructional purposes. Retro-Commissioning is the process of ensuring that systems are performing as designed for current building operation and optimizing the building's operation. It most often focuses on, but is not limited to, the dynamic energy-using systems such as mechanical equipment, lighting, and related controls with the goal of reducing energy waste, obtaining energy cost savings for the owner, and identifying and fixing existing problems. While retro - commissioning may result in recommendations to investigate further capital improvements, O&M tune-up activities and diagnostic testing are primary retro-commissioning activities. Schools Interactive Database (SID) is the Agency database used to report information on school district energy use, audit recommendations and implemented projects related to the Program. SID is the official