Electrification of City Facilities

Q (No subject):

A: This RFP is for design. If known, when is this project expected to go to bid for contractors and what is the expected start date for construction? The schedule included in the RFP provides estimated durations in weeks from Notice to Proceed (NTP) for planning purposes. Actual construction timing will depend on completion of design, permitting, and procurement of construction services. The City intends to prioritize the College Terrace Library and Art Center sites and anticipates advancing these locations earlier in the overall project sequencing where feasible. Final sequencing will be coordinated with selected consultant during project duration.

Q (Pre-Proposal Conference):

A: I am reaching out about the Pre-Proposal Conference- Section 2.1 of the RFP indicates that the conference will begin at 9:00 am on Monday, March 9, 2026, and lists two locations and times: 9:00 am – Golf Course Community Center (1875 Embarcadero Rd) 10:15 am – Ventura Community Center (3990 Ventura Ct) Could you please clarify whether these are the same pre-proposal meeting conducted sequentially at two locations, or a combined meeting and site visit at each facility? Understanding the intended format will help us plan attendance accordingly. This is one meeting, with multiple locations to be visited. We will attend the first location starting at 9am.

Q (RE: Ventura Community Center (non-profit childcare program):): Confirm upgrades to the existing source of power.

A: The provided excerpt in the scope attachment reflects the electrification components identified in the Facility Condition Assessment (FCA) report. While the FCA suggests that electrical service upgrades may be required, the consultant shall verify existing conditions. The consultant shall evaluate the existing electrical infrastructure, including service capacity and transformer capacity, and determine the extent of any required upgrades to support electrification. As outlined in the Scope of Work, identification and design of any necessary electrical service or transformer upgrades shall be included as part of the consultant’s services.

Q (RE: Ventura Community Center (non-profit childcare program):): Clarify if the existing water heater located in the Boiler Room is included in this project’s scope.

A: The question does not identify a specific facility or water heater. The project scope is defined by the equipment lists and attachments included in the RFP. Units to be electrified are identified in the Scope of Work and in the attachment documents and shall be considered part of the base scope. The consultant may identify additional equipment during field verification for City review and potential inclusion.

Q (RE: Ventura Community Center (non-profit childcare program):): Provide direction related to the new mechanical unit serving the MPR (location, heating and cooling option, and structural scope).

A: The RFP does not currently define a specific new mechanical unit for the Multi-Purpose Room (MPR) at the Ventura Community Center. The existing furnace serving this space is included in the electrification scope. The awarded consultant shall evaluate existing conditions and provide recommendations for replacement with an all-electric system including identification of appropriate equipment type, location, and any required structural considerations. Structural analysis and design for any new equipment shall be included as part of the consultant’s scope, as required to meet applicable codes and standards.

Q (RE: Golf Course): Please provide status of as-built drawings (CAD and PDFs). Typical for Ventura Community Center.

A: Record as-built drawings, to the extent available, will be provided by the City to the awarded consultant as part of Task 1. The completeness and format of these records may vary by facility.

Q (RE: Golf Course): Clarify if the project electrical scope is limited to the study and evaluation of the existing electrical system. Otherwise, provide information about the exact scope of work for the existing electrical system upgrades.

A: The RFP requires the consultant to not only study and evaluate the existing electrical system, but also to develop professional recommendations and design for necessary upgrades to support electrification. This includes identifying infrastructure improvements required to accommodate the proposed electrification measures. This is also recommended in the Facility Condition Assessment (FCA) attachment included in bid documents.

Q (RE: Golf Course): Identify and provide an equipment list for all kitchen equipment currently serving the Golf Course, which will be part of the electrification scope of this project. Typical for Ventura Community Center.

A: The food service equipment for Ventura Community Center is to be electrified. The kitchen equipment for the Baylands Golf Course is to be further discussed, but shall be included as to be electrfied for this RFP. Ventura Community Center has the 8-burner range stove as listed in the RFP. Baylands Golf Course Full List is included in the following and will be provided as an Addendum Sheet to the Scope of Work. Front of the kitchen includes 5 burner gas flat top, 2 burner stovetop, and 2 deep frying bins. Back of kitchen includes 4 burner gas stovetop and 3 gas ovens.

Q (RE: Golf Course): For the golf course, please clarify the project’s scope of work for the three packaged units and whether the units in question are to remain.

A: Yes, these packaged units should remain within the electrification scope. The FCA report attached to the solicitation identified these units as candidates for replacement with heat pump systems. As part of this RFP, the consultant shall evaluate existing conditions and develop design recommendations for conversion to heat pump systems as part of the electrification design.

Q (RE: Golf Course): For the Golf Course, please clarify if the scope of work includes upgrades to the existing boiler accessories (pumps, valves, pipes, etc.). Typical for Ventura Community Center.

A: The RFP requires the consultant to assess the existing boiler systems and associated components and provide design recommendations necessary to support electrification upgrades. This includes evaluation of existing boiler accessories such as pumps, valves, and piping. The consultant shall identify and design any upgrades or modifications necessary to ensure the new electric water heating systems operate effectively, including upgrades to water heating accessories if required.

Q (RE: Golf Course): For the Golf Course, please clarify if the scope of work includes upgrades to the existing water heater accessories (pump, valves, pipes, etc.) Typical for all water heaters that are part of this project’s scope of work.

A: The RFP requires the consultant to assess the existing domestic hot water systems and associated components and provide design recommendations necessary to support electrification upgrades. This includes evaluation of existing water heater accessories such as pumps, valves, and piping. The consultant shall identify and design any upgrades or modifications necessary to ensure the new electric water heating systems operate effectively, including upgrades to water heating accessories if required.

Q (As-builts): The RFP states the City will provide as-built drawings "when available." Can the City confirm which of the five pilot facilities have as-built drawings available, and in what format (CAD, PDF, paper)?

A: Record as-built drawings, to the extent available, will be provided by the City to the awarded consultant as part of Task 1. The completeness and format of these records may vary by facility.

Q (Utility bills and single lines): Will the City provide existing electrical single-line diagrams, transformer capacity information, and utility meter data for each pilot facility to support the Consultant's electrical infrastructure evaluation from transformer to panel?

A: Record as-built drawings, to the extent available, will be provided by the City as part of Task 1. The completeness and format of these records may vary by facility. The City will be able to provide transformer capacity and utility meter data.

Q (Previous FCA Reports): Will the City provide the full Facility Condition Assessment (FCA) reports for each pilot building to the selected Consultant prior to the project kick-off meeting, or only the excerpts included as RFP attachments?

A: Yes, full report will be provided prior to the kickoff meeting.

Q (No subject): Are as-built drawings available for the existing facilities at each site prior to proposal submission? The RFP states: “City will provide record drawings or as-builts of existing project facilities (when available).”

A: Record as-built drawings, to the extent available, will be provided by the City to the awarded consultant as part of Task 1. The completeness and format of these records may vary by facility.

Q (Structural): If the new equipment is heavier than the existing to be replaced, do they want us to design for the equipment supports, and retrofit the elements within the load path, if needed?

A: Yes.

Q (ADA Scope): Clarify scope regarding ADA Are the existing buildings currently ADA compliant? Does the scope of work include ADA Path of Travel, ADA restroom upgrades, etc.? Are ADA assessments for each building available?

A: ADA upgrades (e.g., path of travel, restrooms, etc.) are not included as part of this Capital Improvement Project/RFP, unless directly impacted by the proposed electrification improvements. Any required accessibility upgrades triggered by the scope of work shall be identified by the consultant and coordinated with the City. As part of Task 1, the full Facility Condition Assessment (FCA) report will be provided. The consultant shall identify and incorporate all applicable maintenance code requirements as part of this CIP.

Q (Electrical): For electrical, given that a design involving a service panel/switchboard upgrade costs more than if the existing service capacity is deemed to be adequate to support the electrification upgrades, should the proposed not-to-exceed-fee assume worst case scenario, that service upgrades are required for all facilities?

A: The proposed not-to-exceed fee shall assume electrical service and/or panel upgrades as part of the base scope to the five facilities listed in this RFP. The provided excerpt in the scope attachment reflects the electrification components identified in the Facility Condition Assessment (FCA) report. While the FCA suggests that electrical service upgrades may be required, the consultant shall verify existing conditions and determine the extent of any required upgrades.

Q (Electrical): Should electrical utility coordination be included in the scope of work, assuming electrical service upgrades are required?

A: Yes, coordination with the electrical utility shall be included as part of the consultant’s scope of work, as required based on the evaluation of existing conditions and any proposed electrical service upgrades.

Q (No subject): Are CAD (.dwg) files available to be used as backgrounds for the new design drawings? If not, does the City what building scans performed as part of the site surveys to produce CAD background files?

A: The consultant shall evaluate the existing electrical infrastructure, including service capacity and transformer capacity, and determine the extent of any required upgrades to support electrification.

Q (No subject): Have any renovations/modifications taken place at the five “pilot” site facilities since the FCAs were performed?

A: Specifically pertaining to the City Facility Electrification scope of work, no additional renovations or modifications have occurred. The listed units are current based on Facility Condition Assessment (FCA) excerpts, the provided Scope of Work, and clarifications made during bid questions/addendums. The consultant shall verify existing conditions as part of their evaluation.

Q (No subject): The RFP states facilities will remain operational during construction. Has the City established preferred construction phasing strategies (e.g., summer shutdowns for certain facilities, off-hours work requirements) that should inform the design approach?

A: No.

Q (No subject): For the Golf Course Café and Ventura Community Center kitchen equipment electrification, what level of operational consultation is expected with food service staff? Should the design include equipment specifications, or will the City provide performance requirements?

A: The food service equipment for Ventura Community Center is to be electrified. The kitchen equipment for the Baylands Golf Course is to be further discussed, but shall be included for this RFP. The consultant shall coordinate with City staff, including facility and food service personnel, as needed to understand operational requirements for kitchen equipment electrification. The consultant shall develop design recommendations, including equipment selections and specifications, based on this coordination and evaluation of existing conditions.

Q (Page Count): Is there an overall page count for the proposal?

A: No.

Q (COI): Does this proposal require submission of firm's COI's?

A: No.

Q (No subject): Can you share the As-builts drawings from all sites and any recent tenant improvement (i.e. Golf Course AC replacement to heat pumps, etc.)

A: Record as-built drawings, to the extent available, will be provided by the City to the awarded consultant as part of Task 1. The completeness and format of these records may vary by facility.

Q (No subject): Are CAD files available for all or some of the sites, if yes, list out those sites and disciplines available, i.e. mechanical, electrical drawings, etc.

A: Record as-built drawings, to the extent available, will be provided by the City to the awarded consultant as part of Task 1. The completeness and format of these records may vary by facility.

Q (No subject): For the site that has a boiler heating hot water system, are we to electrify the boiler and continue to use heating hot water to serve coils and radiant flooring systems or are we to abandon those systems and provide heat pump systems to serve those areas?

A: With respect to the Ventura Community Center, assume the existing boiler system will be electrified, and the heating hot water system will be retained to serve existing coils and radiant flooring systems.

Q (No subject): Are gas service removals and utility coordination expected as part of the design scope?

A: Yes, gas service removal/demolition within the building and utility coordination shall be included as part of the consultant’s scope of work. Cutting and capping of existing gas lines shall be included as part of the design. Gas piping shall be removed within the building to the extent feasible and capped at an accessible location upstream, typically at or near the building entry point downstream of the gas meter. Work beyond the gas meter, including the service lateral and gas main, is not included and shall be coordinated with the utility provider as required.

Q (No subject): Should the design team evaluate all-electric conversion alternatives (heat pumps, VRF, electric resistance, etc.), or does the city have preferred technologies?

A: The consultant shall evaluate all-electric conversion alternatives, including but not limited to heat pump systems, VRF, and electric resistance, as part of their scope of work. While the City anticipates that heat pump-based solutions will be a primary consideration, the consultant can evaluate and recommend the most appropriate system for each facility based on existing conditions, performance requirements, and project objectives.

Q (No subject): Has the City performed electrical capacity studies for each facility to determine if existing CPAU incoming services can support electrification? If so, can you please share the peak demand load of the facility?

A: The City has not performed comprehensive electrical capacity studies for each facility as part of this solicitation. The City is currently undertaking broader electrical system and grid modernization initiatives; however, the consultant shall consider coordination with the City’s Utilities Department as required. The consultant shall evaluate existing electrical infrastructure, including service capacity, and determine the extent of any required upgrades as part of their scope of work.

Q (No subject): Should the design integrate with the City's existing energy management or building automation systems?

A: For facilities that do not already have an existing a Building Automation System (BAS) system shall not be included in this RFP. Only two of the five facilities has an exisiting BAS system which includes the Art Center and Downtown Library. For the sake of this RFP, assume BAS integration for only the units listed in the RFP that pertain to the Art Center and Downtown Library. The BAS integration scope will be defined during Task 1.

Q (No subject): What Building Automation System (BAS) platforms currently exist at these facilities?

A: Two of the Five facilities listed in the RFP have a form of Building Automation System (BAS). The two facilities include Art Center and Downtown Library.

Q (No subject): Should the consultant assume BAS upgrades or controls replacement as part of electrification?

A: For the sake of this RFP, assume BAS integration for only the units listed in the RFP that pertain to the Art Center and Downtown Library.

Q (No subject): Are there City standards for controls integration and remote monitoring?

A: Yes.

Q (No subject): Will the City handle planning and permit submittals, or should the consultant manage them?

A: The consultant shall be responsible for preparing and managing permit submittals. The City will be responsible for permit and application fees, as noted in the Scope of Work. The City Project Manager will coordinate and facilitate required meetings with the Building Department, as needed.

Q (No subject): Should the consultant include commissioning services for new HVAC systems?

A: The consultant shall include functional testing and verification of installed systems to confirm proper operation in accordance with design intent. Commissioning requirements shall be scaled appropriately to the size and complexity of the systems and shall not require a full third-party commissioning process unless otherwise recommended.

Q (Golf Course Pro Shop): On units #1, #2 and #3 at the Golf Course Pro Shops/Café that are already heat pumps (all electric) will these need to be replaced?

A: For the purposes of this RFP, assume replacement of the packaged units identified as Units #1, #2, and #3 at the Golf Course.

Q (No subject): Should the Firm Experience Form be constrained to the 1 page or can we create our own version to allow for a longer project description?

A: Additional pages may be submitted as supplemental information to provide further details on firm experience. All required information on the Firm Experience Form shall be completed.

Q (No subject): Are we to recreate the cost proposal form to show breakdown by role/title and rate?

A: Yes.

Q (Contract terms): Will the City entertain contract modifications so as to ensure the insurability of the services provided?

A: The City’s standard contract terms will apply. Any requested modifications will be subject to review and approval by the City Attorney’s Office and City Risk Management.

Q (Small or Diverse Business Enterprises): Are there any requirements or preferences for including local, small, or medium business enterprises as part of the consultant team?

A: The City does not have specific requirements for this solicitation.

Q (LCCA of Options): Does the City expect the Consultant to identify and fully analyze multiple electrification strategies for each facility in terms of energy, carbon, and cost? If so, should the Consultant perform life-cycle cost analyses (LCCA) to compare the capital, operating, and lifecycle costs of the various options?

A: The consultant shall evaluate electrification strategies and provide recommendations for each facility based on energy, carbon, and cost considerations. A detailed life-cycle cost analysis (LCCA) is not required; however, the consultant shall provide sufficient information to support comparison of alternatives. The consultant shall provide order-of-magnitude estimates of energy impacts, including reductions in natural gas usage (therms), using available data and standard engineering assumptions. Extensive modeling or over-analysis is not expected. Final selection of the preferred approach will be made by the City in coordination with Facilities staff.

Q (Load reduction strategies): Should the Consultant consider building envelope improvements or other load reduction strategies, heat recovery strategies, or operational changes if they significantly improve electrification feasibility or reduce electrical infrastructure upgrades?

A: No. Building envelope improvements, load reduction strategies, heat recovery strategies, or operational changes are outside the scope of this CIP and shall not be included as part of the consultant’s services.

Q (Intent of Pilot): Is the intent of the pilot to develop repeatable electrification standards or templates that could be applied to the remaining 13 facilities? Will the City issue task orders under the same contract, or will a separate procurement be required?

A: At the City’s discretion, the selected consultant may be retained for additional services for other facilities through contract amendments or additional task orders; however, the City reserves the right to procure such services separately. Repeatable electrification standards can be applied pending the facility needs.

Q (Food service equipment): For foodservice equipment listed in the scope, should the Consultant assume full electric kitchen conversion including cooking equipment?

A: The food service equipment for Ventura Community Center is to be electrified. The kitchen equipment for the Baylands Golf Course is to be further discussed but shall be included for this RFP.

Q (Temporary systems): Since all facilities must remain operational during design and construction, does the City anticipate phased construction or temporary systems to maintain building operation?

A: Yes, all facilities are expected to remain operational during design and construction. The consultant shall develop an approach, including phased construction and only implement temporary systems if absolutely necessary, to maintain operations in coordination with City staff.

Q (Schedule): The RFP indicates that the Art Center and College Terrace Library will be prioritized for accelerated completion. Can the City clarify the desired schedule for these facilities relative to the others? Does the City have a target construction start date?

A: The City does not have a target construction date as this will be dependent on completion of thorough facility assessment and permitting. The director wants art center and college terrace library to be completed by end of this year, but this will be dependent of assessment, design and permit.

Q (Bid package): Is the City planning to bundle the construction of all five buildings into a single bid package, or will they be bid separately?

A: The City does not have a defined construction start date at this time, as it will be dependent on completion of facility assessments, design, and permitting. The Art Center and College Terrace Library are prioritized for accelerated delivery, with a desired completion by the end of the year; however, this schedule is subject to change based on assessment findings, design development, and permitting timelines.

Q (Structural): Is the structural team expected to evaluate the existing roof framing or any equipment supports for the new MEP equipment?

A: Yes. The consultant shall evaluate existing roof framing and equipment supports, as necessary, to accommodate proposed MEP equipment. Structural assessment and design required to support new or replacement equipment shall be included within the consultant’s scope of work, in accordance with applicable codes and standards.

Q (Monthly Utility Data): Is monthly utility data available for a full year?

A: Yes, this will require the City Project Manager to obtain utility data information which can be provided within Task 1 sequence.

Q (BMS / Submetering Data): Is BMS data or submetering data available for campus mechanical systems?

A: Yes, this will require the City Project Manager to obtain utility data information which can be provided within Task 1 sequence.

Q (MEP, Structural, and Architectural Drawings): Confirm availability and completeness of MEP, Structural and Architectural drawings and equipment schedules for the 5 buildings

A: Record as-built drawings, to the extent available, will be provided by the City to the awarded consultant as part of Task 1. The completeness and format of these records may vary by facility.

Q (Energy Efficiency Recommendations): Does the City want energy efficiency recommendations beyond equipment being replaced?

A: No.

Q (Specialty Equipment Design): Does the City expect the Consultant to hire a sub-consultant to design and replace the 'specitalty' equipment such as the kiln and the kitchen equipment?

A: The consultant shall include design and coordination for electrification of existing gas-fired equipment, including kitchen equipment, as part of the project scope. The consultant shall coordinate with City staff and/or equipment vendors to confirm operational requirements and develop appropriate equipment selections and specifications. Full specialty equipment programming or redesign is not anticipated as part of this scope.

Q (Vendor Requirements): The City requires at least three different vendors for each piece of equipment. Due to the emerging nature of certain technologies, there may only be one or two options that we would recommend. Is there an exception process to this requirement?

A: Yes. Fewer than three vendors are acceptable where limited options exist. The consultant shall document justification accordingly.

Q (City Preferences): Does the City have any design standards that describe their preferred manufacturers and any design constraints they prefer?

A: Yes, design standards will be coordinated with City Facilities at the start of Task 1 and throughout the design phase.

Q (City Requirements): Does this city have specific requirements as it relates to assessing building energy costs, such as specific energy modeling or analysis approaches?

A: The City does not require detailed energy modeling or life-cycle cost analysis. The intent of this project is to evaluate existing systems and develop practical electrification alternatives. The selected consultant shall provide high-level estimates of energy impacts, including anticipated reductions in natural gas usage (therms), based on existing conditions, equipment capacities, and standard engineering assumptions. Detailed simulation or modeling is not required.

Q (2023 FCA Report): Are you able to share the 2023 FCA report that was used to select the 5 initial sites?

A: Full FCA report will be provided during task 1 or onboarding

Q (Kick-Off): What is the tentative month for project kick-off after awarding the contract to the Consultant?

A: The City anticipates project kick-off following contract award and Council approval, which is currently expected in June. Kick-off is tentatively anticipated in early third quarter, subject to final approvals.

Q (Construction Timeline): Do all 5 sites have the approximate 84-week timeline? Does the College Terrace Library and the Art Center have the same approximate 84-week timeline but are just scheduled to kick off before the other three sites?

A: The 84-week duration represents an overall project estimate and may be subject to change. The College Terrace Library and Art Center are anticipated to be prioritized and may proceed on an expedited schedule relative to the other facilities. Final timelines will be dependent on permitting, approvals, and coordination with the City.

Q (Utility Upgrades): Regarding potential utility upgrades for these sites and coordination for contract agreements with the owner/utility, are all five sites owned by the city of Palo Alto or are any leased sites?

A: All five sites are owned by the City of Palo Alto. The Ventura Community Center and Baylands Golf Course are City-owned facilities that are operated and/or managed by third parties.

Q (Operational Buildings): Due to buildings remaining operational and occupied during assessment/design phases, do you anticipate any weekend or weekday overtime working hours? Otherwise proposal would assume regular work hours M-F.

A: Work is anticipated to occur during regular business hours (Monday–Friday). Any required outages or disruptions will be planned and coordinated with the City and facility staff. Overtime or weekend work is not anticipated to be required as part of the base scope.

Q (Design Meetings): How many review meetings with the City/Project Team should we assume during design phases (SD, DD, CD)?

A: The project Scope of Work outlines a total of five (5) meetings, including one (1) project kick-off meeting, one (1) meeting during the assessment phase, and one (1) meeting at each design phase (SD, DD, and CD). The number and frequency of meetings may be adjusted as needed to support design development and coordination with the City. Additional meetings, if required to ensure the design is fully vetted, will be coordinated accordingly.

Q (Task 6): Task 6 - F. states "City does not intend to issue separate IFB's for each building". Should we interpret this as a single procurement award for all 5 pilot buildings issued to a selected contractor?

A: The City’s current intent is to issue a single IFB for all five pilot buildings. However, the City may consider issuing separate IFBs for the Art Center and College Terrace Library if design for these facilities can be completed on an accelerated timeline. Final procurement approach will be determined based on design progress and feasibility.

Q (No subject): Will the City provide CAD floor plans of the areas in scope or is the Consultant responsible for creating floor plans?

A: The City will provide available record drawings and as-built documentation for each facility. The completeness and format of these records may vary by facility. For this RFP, consider that the Consultant shall provide CAD floor plans and verify existing conditions and develop any additional drawings as necessary to support the scope of work.

Q (No subject): Please confirm it is acceptable to replace the equipment with the same nameplate cooling/heating capacities and that load calculations are not required.

A: Existing equipment nameplate capacities may be used as a general basis for replacement; however, the Consultant shall verify that proposed electrification systems are appropriately sized to meet facility needs during design and in coordination with end users if City decides to take this direction.