2012 Membership:

Dunbarton School District Jeff Trexler – CIC Chair Jeff McCormack

20 Robert Rogers Road Dunbarton, NH 03046 Carl Metzger – School Board Steve Mullen
Carol Thibaudeau – Principal Jim Soucy

cic
Ed Fandrich John Trottier

Capital Improvements Committee

REQUEST FOR PROPOSALS

MECHANICAL SYSTEMS EVALUATION AND ASSESSMENT

at
DUNBARTON ELEMENTARY SCHOOL
October 11, 2012

A INTRODUCTION

The Dunbarton School District (District) strives to provide suitable facilities and an acceptable
environment for students and staff at Dunbarton Elementary School. An energy audit conducted
at the Dunbarton Elementary School in 2011 recommended retro-commissioning of the energy
consuming systems to include lighting, domestic hot water, and heating/ventilating (HV).
Lighting systems were addressed earlier this year through a program to replace old fixtures and
lamps with new energy efficient lighting. The District now desires to investigate our fossil fuel
burning systems in an effort to improve performance and energy efficiency. The Dunbarton
School Board has charged their Capital Improvements Committee with this task.

Over the past 15 years the District has investigated and acted upon concerns with mechanical
system performance resulting in replacement or renovation of most system components in
several phases. Replacement and renovation work was designed by qualified engineers and
installed by several different competent contractors. Over the intervening years, periodic
maintenance and repairs have been performed by district staff with limited mechanical system
experience and by a number of different maintenance contractors of varying capabilities.
Although the District has confidence in the integrity of our mechanical system designs, we
believe that system operation and performance may have been unknowingly altered or corrupted
due to the lack of knowledge and continuity in the personnel performing installations and
maintenance.

The Dunbarton School District wishes to engage a qualified Consultant to evaluate and assess
existing conditions, report any deficiencies discovered, optimize existing system settings, and
recommend appropriate measures to increase energy efficiency or performance. The intent of
this effort is to insure that the appropriate quantity of heating, ventilation, and domestic hot water
is delivered to the required locations at the right time.

B OBJECTIVES

There are two strategic objectives of the Dunbarton School District for this project.
 
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Objective 1 Reduce oil and propane consumption of the Dunbarton Elementary School
heating, ventilating, and domestic hot water systems while maintaining good air
quality and hot water availability.

Objective 2 Increase the knowledge base of school district staff through documentation of
system configurations, operations and settings. Such documentation is intended
to assist the District in diagnosing and troubleshooting future system anomalies.

To accomplish these objectives the District requires the services of a qualified Consultant
experienced in the evaluation of mechanical systems similar to those at Dunbarton Elementary
School. The Consultant is to perform Objective 1 and assist the District in achieving Objective
2.

In achieving Objective 2, the Consultant will collaborate with District representatives in

preparing an Owner's Manual documenting existing system configurations, system operations
and control sequences, and optimal settings for items adjustable by school district staff.
Consultant shall provide knowledge, expertise and understanding of existing systems while
school district representatives will produce the documentation.

C TIME LINE

October 08, 2012 Issue Request For Proposals

October 22, 2012 Pre-Proposal Site Visit, 3:00 p.m.
October 31, 2012 Proposals due at SAU 19 Business Office, 3:00 p.m.
November 01, 2012 CIC Meeting to review proposals and recommend a consultant.
November 07, 2012 Dunbarton School Board Meeting, act on CIC recommendation.
November 15, 2012 +/- Consultant start date.
December 14, 2012 Submission date for Consultant's report.
Late December, 2012 CIC Meeting to review report and recommend action items.
January 02, 2013 Dunbarton School Board Meeting, review CIC recommendations.

D MECHANICAL SYSTEM DESCRIPTIONS

D.1 General Description

Dunbarton Elementary School is a Kindergarten through Grade 6 school located at 20 Robert

Rogers Road in Dunbarton, NH. The building was originally constructed in 1972 with major
additions and renovations in 1989 and 1998 and a small addition in 2001. Except for the 1989
addition, the building is predominantly one story with wood framed walls and sloped wood roof
trusses. The 1989 addition has concrete masonry walls, an elevated concrete slab floor system
over lower level toilets and showers, and timber roof trusses and stressed-skin roof panels over
the gym. The following plans are attached for reference:

 
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 Figure 1 Main Level Floor Plan
Figure 2 Lower Level Floor Plan
Figure 3 Main Level HV Plan
Figure 4 Lower Level HV Plan
Figure 5 Simplified Heating System Overview Diagram

Conditioned floor area is about 30,000 SF. The heating system includes an oil-fired boiler which
also provides domestic hot water for the 1972 and 1989 building areas during the heating season.
A propane fired water heater takes over when the boiler is shut down for the summer. An
electric water heater provides hot water for the 1998 and 201 additions. In addition to kitchen
and toilet areas, there are sinks in all of the classrooms. The heating system is controlled by a
Johnson Controls Model N30 system installed by Control Technologies.

D.2 1972 Building

Original 1972 building was designed with an "open concept" classroom area without the defined
classroom and corridor walls shown on Fig. 1. Demountable partitions provided some space
delineation but large wall openings and no doors allowed for a single climate zone. A
multipurpose room with a high sloping ceiling existed in the current 100 Wing.

HV System consisted of two attic mounted ventilators with electric heat, one servicing the open
classroom area and 200 Wing and the other servicing the multi-purpose room. System included
independent exhaust air ducts and roof mounted exhaust fans. Primary heating was supplied by
electric baseboard radiation.

D.3 1989 Addition and Renovation

Added new CR 300 and CR 301 and the lower level Community Center facility shown on Fig. 2.
Architectural renovations to the existing building included partitioning for the offices in the 100
Wing. Renovations also included partitioning for a room in the vicinity of the Information
Center 303. The rest of the original open classroom concept remained.

Mechanical renovations included discontinuing the 1972 HV system and electric baseboard heat
and installing a new HV system for the entire building. An oil fired boiler supplied hot water to
coils within eight new HV units. Units had integrated supply and return air ducts with fresh air
intake ducts and motor operated dampers. At the time, HV-1 supplied the entire open classroom
area with five supply and two return louvers.

D.4 1998 Addition and Renovation

Added five new classrooms and a connecting link indicated by Rooms 309 - 323 on Fig.1. HV
system consists of an attic mounted air-to-air heat exchanger HX-1 with hot water coils in supply
air ducts controlled by thermostats in each of six zones. Ceiling mounted cabinet unit heaters
were installed at each of three exterior doors. Domestic hot water for the addition provided by a
40 gallon electric water heater located in Storage 312.

 
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Renovations in the existing building were primarily in the open classroom area of the 1972
building. They included removing and installing new ceilings, flooring, windows, and interior
drywall partitions in the configuration shown on Fig.1. Existing HV-1 supply and return ducts
were altered to service Town Common 305 and the five classrooms with a single supply air
diffuser in each space. Mechanical renovation work included checking operation of all HV unit
controls and actuators and replacing any that were malfunctioning. Mechanical design by
Design Day Mechanicals, Exeter, NH.

During construction, the existing 1989 boiler was found to be leaking and was replaced with a
new oil-fired boiler. A 1989 oil fired domestic water heater in lower level Mechanical 514 was
also replaced with domestic hot water storage tanks serviced by the new boiler.

D.5 2001 Addition

Added Classroom 325 and an extended corridor, construction similar to 1998 Addition. Unit
HX-1 was upgraded from 3,000 cfm to 4,000 cfm to service the additional classroom and one
more future classroom, but was set to operate at 3,500 cfm to suit current needs. Upgrade
included additional supply and exhaust air ducts, higher horsepower motors, and larger power
supply. Mechanical design by Mechanical Innovations, Dunbarton, NH.

D.6 2004 HV Renovations

Replaced 1989 HV-1 serving Classrooms 300 through 308 (excluding Information Center 303)
with a new air-to-air heat exchanger HX-2 and all new ductwork. In each classroom supply air
ducts were divided into three diffusers and the return air grill located down near floor instead of
at ceiling level to improve air circulation. Installed new fin tube radiation as primary heat source
controlled by a thermostat in each classroom. Installed a new Direct Digital Control (DDC)
building management system. New HV unit for Information Center was deleted from the project
due to budget overrun. Mechanical design by WV Engineering, Keene, NH

D.7 2005 HV Renovations

Replaced 1989 HV-4 serving Information Center 303 with new HV-4 and all new ductwork. A
hot water heating coil in the ductwork provides required space heating. Mechanical Design by
WV Engineering, Keene, NH.

D.8 2006 HV Renovations

Replaced 1989 HV-2 serving 200 Wing of administrative area with new HV-2 and all new
ductwork. In-duct heating coils supply primary space heating. Replaced 1989 HV-3 serving 100
Wing of administrative area with new HV-3 and all new ductwork. In-duct heating coils supply
primary space heating for interior rooms while fin tube radiation provides primary heat for rooms
with exterior walls. Components connected to digital control system.

Renovations to 1998 classroom wing (309 - 325) include adding fin tube radiation as primary
heat source for each classroom, splitting the single supply air duct to each classroom into three
diffusers, relocating return air grills down near floor level, and connecting components to the

 
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digital control system. Considerable effort was put into HX-1 to achieve proper air flow and to
fix problems with motors and motor mounts. A resulting noise issue was resolved by
reconfiguring primary supply air ductwork in the vicinity of HX-1 to minimize downstream
turbulence and by adding a length of flexible duct at each classroom supply air diffuser.

Renovations included complete re-piping of the boiler room to correct hydraulic problems and
inefficiencies, and connecting appropriate existing components of the remaining 1989 units HV-
6 (Gym), HV-7 (Kitchen) and HV-8 (Toilets) serving the lower level to the DDC system.
Renovations also included installation of a new propane-fired water heater in lower level
Mechanical 514 to provide domestic hot water during the summer months when the boiler is shut
down.

D.9 2010 Renovations

To relieve chronic ice dam problems, the school district installed 2" of spray foam insulation on
the underside of all roof surfaces except the Gym and 100 Wing. This project was effective in
converting attic spaces into partially conditioned spaces and significantly reducing thermal losses
from attic mounted HV units, piping and ductwork.

A pair of solar water panels were installed on the roof and a tempered water storage tank
installed in Mechanical 514. Panels pre-heat the cold water supplying the oil and propane fired
domestic hot water system.

D.10 System Assumptions

1. The systems are an up-to-date generation in both mechanical equipment and controls and
should be capable of providing adequate space and water heating and indoor air quality.
Per the energy audit performed, the school’s envelope is equal to or better than the state
average in both insulation and infiltration.
2. From the “Energy Smart Schools” report the school’s weather adjusted heating fuel use is
141% of the NH State average. The savings opportunity from reducing usage to the NH
state weather adjusted average would be 4070 gallons of oil annually @ $3.76 / gallon,
or, $15,303.
3. The difference in performance between #1 (expectations) and #2 (demonstrated) will
likely be in control program and manually set adjustments, failed components or
equipment not installed per documentation. System design shortcomings are not an
expected finding

E AVAILABLE DOCUMENTATION AND RESOURCES

Documents available on the Dunbarton School District website (www.dunbarton.k12.nh.us)

under "Retro-Commissioning RFP" include:

• 2004 HV Renovations - WV Engineering

• 2005 HV Renovations - WV Engineering
• 2006 HV Renovations - WV Engineering

 
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 • Fuel Oil and Propane usage data (2007 to Present)
• 2011 Level 2 Energy Audit Report

CIC volunteers recently examined existing HV and hot water systems throughout the building
and determined that equipment and components are essentially as indicated on construction
drawings. However, existing drawings should not be considered "as-built" drawings as
variations may occur. It is believed that all components are functional at this time.

Other documents and resources that will be available prior to and during the work:

• Access to the heating system's control computer allowing it to be operated remotely

throughout most of the building over the school's wifi. A LAN cable can be provided in
the few areas where wifi signal is weak.
• 2006 System Balancing Report
• Access to Portfolio Manager for fuel oil and propane usage data
• Preliminary occupant comments on system performance, more detailed interviews are
possible.

F SCOPE OF SERVICES

Selected Consultant shall provide all labor, materials, equipment, and supplies as necessary to
accomplish the following minimum scope of work consistent with the stated Objectives:

Objective 1:

• Meet with District representatives to clarify problems and needs.

• Examine available existing construction drawings and specifications.
• Verify in the field the accuracy and completeness of existing construction drawings and
specifications to the extent necessary to assess existing conditions.
• Field measure and collect physical data as required.
• Evaluate and analyze the existing systems to verify operation, control logic, and control
sequences. It is expected that HV system operations will be evaluated during both warm
weather and cold weather.
• Examine existing components and assemblies to assess their physical condition and ability to
function effectively.
• Perform baseline temperature and CO2 logged readings in classrooms, gym, kitchen, and
offices for a period necessary to assess existing conditions.
• Compare field information with code requirements, original design intent, and current
recommended best practices.
• Optimize existing system settings useable by District staff.
• List any failed or deficient existing components, sensors, controls and sequences. Determine
cause of failure or deficiency if readily apparent and if relevant to effecting a repair or other
corrective action.
• List suggested system improvements that will advance the objective, ranked by benefit.
• Coordinate field work with the building Principal and with District personnel as directed.

 
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• Meet periodically with District representatives on an as needed basis to inform of progress or
to discuss alternative courses of action.
• Present a report to the District at the completion of Objective 1 that summarizes
observations, findings, conclusions, and recommendations.

Objective 2:

• Prepare a brief written description of the intended function and operation of each heating,
ventilating, and domestic hot water system.
• Meet with District representatives for interviews on two occasions for up to 3 hours per
meeting to assist in describing and documenting existing functions and operations.
• Review and mark-up documentation prepared by District representatives subsequent to these
meetings for correctness and completeness.

Consultant's performance of the work shall not interfere with regular school building operations
between the hours of 7:30 a.m. and 2:45 p.m. on days that school is in session, unless special
arrangements are made in advance and agreed to by the school principal.

G PROPOSAL SPECIFICATIONS

Intent is to engage one firm to provide all of the services listed above. Selected Consultant shall
include cost of any sub-consultants and technicians in their proposal.

Written proposals will be accepted up to 3:00 p.m. on Wednesday, October 31, 2012. Please
provide five copies. They should be placed in a sealed envelope labeled "Dunbarton Elementary
School - Proposal to Provide HV Consulting Services" and mailed or delivered to the Dunbarton
School District business office at the address below:

Dunbarton School District

SAU 19
11 School Street
Goffstown, NH 03046

Proposals shall include a minimum of the following information:

• Description of lead firm, sub-consultants and staff including qualifications and past
experience on similar projects.
• Description of services to be provided in a brief project plan, including any recommended
additional services above and beyond the minimum Scope of Services listed above.
• Lump sum fee proposal to provide proposed services, itemized for Objective 1 and
Objective 2. Proposed fee to include all labor, equipment, materials, supplies and
reimbursable expenses.
• Any general conditions, limitations, or other qualifying statements upon which the proposed
fee is based.

 
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The Dunbarton School District will hold a pre-proposal meeting at Dunbarton Elementary
School, 20 Robert Rogers Road, Dunbarton, NH, on Monday, October 22, 2012, at 3:00 p.m.
Prospective firms are urged to attend to view the building, examine existing conditions, and ask
any questions related to this RFP.

The Capital Improvements Committee will review proposals on Thursday, November 1, 2012
and may contact potential Consultants if questions arise or proposal information requires
clarification. CIC intends to recommend one Consultant to the Dunbarton School Board at their
November 7, 2012 board meeting. Upon notification of award, the selected Consultant shall
prepare a written contract for the proposed scope of work, including mutually agreeable terms
and conditions. Consultant shall be authorized to commence the work upon receipt of the
executed contract which is expected to be on or around November 15, 2012. Consultant shall
complete their services in accordance with the contract and submit their final report by
December 15, 2012. A later completion date may be permitted by the Dunbarton School District
if weather conditions interfere with an effective assessment of building systems.

Dunbarton School District reserves the right to reject any or all proposals and to select the
proposal deemed most appropriate for their needs. Dunbarton School District reserves the right
to accept a proposal for only Objective 1 services.

Questions regarding this Request For Proposal may be directed to CIC Chair Jeff Trexler at 774-
6060.

 
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 FIGURE 5 - DUNBARTON ELEMENTARY SCHOOL - SIMPLIFIED HEATING SYSTEM OVERVIEW DIAGRAM
Temp Cnt'ld
Unit Temp Cnt'ld by Radiation by Location
HC-1 Setpoint Fintube Rem SP 323
Flow Temp
Unit Cnt'ld by Cnt'ld by HC-2 Setpoint Fintube Rem SP 322
HC-3 Setpoint Fintube Rem SP 321
HX-1 HC-4 Setpoint Rem SP 313/315 Copy rm/Ofc.
HC-5 Setpoint Fintube Rem SP 319
HC-6 Setpoint Fintube Rem SP 320
HC-7 Setpoint Fintube Rem SP 325

Fintube Rem SP 300

Fintube Rem SP 301
Fintube Rem SP 302
Cnt'ld by HX-2 Setpoint Setpoint Fintube Rem SP 304
Fintube Rem SP 306
HW Syst. Setpoints Fintube Rem SP 307
Fintube Rem SP 308

HC-8 Setpoint Fintube Rem SP Admin South

HC-9 Setpoint Rem SP 101 Conf. Rm.
HV-2 Setpoint Setpoint HC-10 Setpoint Rem SP Corridor/Admin
HC-11 Setpoint Rem SP 103 Nurse Ofc
HC-12 Setpoint Rem SP PT-STG

HC-13 Setpoint Rem SP Corridor/Entry

HV-3 Setpoint Setpoint HC-14 Setpoint Fintube Rem SP 201 Teacher's mtg rm.
HC-15 Setpoint Rem SP 209 Office
HC-16 Setpoint Rem SP 211 toilet

HV-4 Setpoint Media center

HV-6 Setpoint Rem SP Gym
HV-7 Setpoint Rem SP Kitchen
HV-8 Setpoint Rem SP Locker Rms.
FTR-1 Rem SP 102 Office
FTR-2 Rem SP 104 Office
FTR-3 Rem SP 106 Office
Stand alone blower asist heat exchanger on / Off Temp Knob Common area

Heat exchanger 2 Storage tanks Recirculation Pump Kitchen, rooms

Propane
Recirculation
water Kitchen, rooms
Pump
heater
Setpoint = set on control computer Rem SP = T'Stat in room