Commissioning Services- ACP Procedure Suite

AD ID# 2126474 Stony Brook University Hospital intends to make an award for the above-noted commodity, product, and/or service. A sealed RFQ (Request for Qualifications) will be held. If you are interested in providing qualifications for the above commodity/product and/or service, you must contact the appropriately designated Campus contact in this advertisement within 15 business days of this Advertisement Notice. The main features of the work to be done under the Contract, in accordance with the Contract Documents shall include, but not be limited to the following:

Stony Brook University Hospital is in need of ACP Procedure suite to be Commissioned 

This Request for Qualifications solicitation is being conducted as per NYS Construction-Related Consultant Contracting Procedures 7555  https://www.suny.edu/sunypp/documents.cfm?doc_id=431

The main features of the work shall include, but not be limited to the following:

Scope of Work:

A. During the Construction Phase, we will:
1.Develop a preliminary Commissioning Plan. This plan will provide details on the formatting of reports and deliverables and should be read carefully.
2.Coordinate and direct the commissioning activities and confirm that commissioning activities are being incorporated into the master schedule. We will effectively drive the commissioning through:
a. Our highly organized process, which includes logical, sequential, efficient, consistent and centralized documentation.
b. Our clear and regular communication and consultation with the necessary parties.
c. Our frequently updated timelines and schedules, and technical expertise.
d. Our coordination with the Contractor and Construction Manager (CM).
3. Assemble the team of Stakeholders and hold a kickoff meeting to introduce the team members, review roles and responsibilities, and review the remaining Cx activities. Provide information on the process and requirements for installation verification, functional performance tests deficiency reporting, team meetings, Contractors' and Subcontractors' participation on the Cx team and schedule. Update and redistribute the Commissioning Plan as necessary.

a. During this meeting, JB&B Field™ will provide an initial overview on the BlueRithm commissioning software. BlueRithm will be used as the project's cloud-based tool for commissioning documentation, deficiencies and reporting.

4. Project Meetings: We have included a combined total of fifteen (15) commissioning and construction project meetings during the Construction Phase as described hereinbelow. Meetings may be virtual (e.g., Zoom, Webex, etc.) or via teleconference as needed, and will be coordinated with scheduled site visits.
a. Plan and conduct commissioning meetings on a regular basis. The CxP will be the point of organization for the commissioning planning. We will assist in providing detailed schedules (in conjunction with the CM) at these meetings, showing planned commissioning task dates, forecast dates and actual completion dates with comments on the cause of delays.
b. Attend construction project meetings to advise the project team on the critical path milestone dates that impact the commissioning issues and commissioning status and to advise the implementation team on such issues.

5. Request and review additional information required to perform commissioning tasks, including O&M materials and Contractor start-up and checkout procedures. Gather and review the current control sequences and interlocks and work with Contractors and Design Engineers until sufficient clarity has been obtained, in writing, to be able to write detailed testing procedures.

6. Review Contractor submittals applicable to systems listed in Article I, Paragraph B above for compliance with the Owner's Project Requirements and Basis of Design. This review will be concurrent with the review of the Architect or Engineer of Record and submitted to the design team and the Owner.

7. Collect test reports and/or records of factory testing of the RTU for inclusion in the commissioning report.

8. Create and distribute PFPCs, otherwise known as construction checklists, for commissioned equipment. All forms will be issued to the Client and Construction Manager via the BlueRithm software. All forms will be project-specific and typical by equipment type. Repeatable equipment and systems such as variable air volume (VA V) boxes may be developed in matrix format. JB&B will publish draft forms for each equipment type for review by Client and Construction Manager via BlueRithm. JB&B will make one (I) revision to each equipment type form, using
comments received, and issue for final after implementing changes. The Contractor
will be required to provide completed responses on BlueRithm for all PFPCs.

9. Coordinate one (I) controls integration meeting to verify clarity among all parties regarding sequences of operation and set expectations for testing of equipment.

10. Set up one (I) walk-through with each Trade Contractor to set expectations on how to adequately complete PFPCs.

11. Review the Contractor-completed PFPC progress on the BlueRithm software. Any incomplete entries may be carried as outstanding deficiencies.

12. Perform coordinated site visits during active construction to observe component and system installations prior to commissioning activities. We have included three (3) early construction site visits of up to one (1) day each during construction.

13. Confirm requirements for involvement of factory-authorized service representative to perform start-up is identified in specifications. Collect start-up documentation for inclusion in the Commissioning Final Report.

14. Set up one (1) walk-through with Testing, Adjusting and Balancing Contractor to set expectations on how to adequately complete balancing procedures for project. Review the testing, adjusting and balancing (TAB) report to confirm air and water is delivered in accordance with the design criteria.

15. Create the functional performance test (FPT) procedures for equipment and systems, with necessary assistance and review from Installing Contractors. This will include manual functional testing, BMS trending and may include stand-alone data-logger monitoring. All forms will be issued to the Contractor via the BlueRithm software. All forms will be project-specific and typical by equipment type. Repeatable equipment and systems such as VA V boxes may be developed in matrix format. JB&B will issue draft forms for each equipment type for review by Client and Construction Manager. JB&B will make one (I) revision to each equipment type form, using comments received, and issue for final after implementing changes.

16. Coordinate, witness and document manual FPT performed by Installing Contractors. The functional testing will include operating the system and components through each of the written sequences of operation, as well as other significant modes and sequences, including start-up, shutdown, unoccupied mode, manual mode, staging, miscellaneous alarms, power failure, and interlocks with other systems or equipment. Sensors and actuators will be calibrated during construction by the Installing Contractors and spot-checked during functional testing.

a.  Included in this proposal is one (1) attempt to close each open deficiency carried on our log. If the Construction Manager coordinates a walk-through to close the deficiency, but we are unable due to a manufacturer-or Contractor-initiated failure, additional visits will be considered an Additional Service.

b. Equipment and systems will be functionally tested as the project construction and equipment start-up schedule allows. If the Owner will require testing of equipment or systems more than once (e.g., seasonal testing of heating sequences during Winter), or testing beyond the project completion date in Article II, the additional testing will be considered an Additional Service.

c. Verification of the accuracy of meters or other control devices associated with equipment being tested to confirm they are within tolerance by visual observation only.

17. Maintain the deficiency log and a separate record of functional testing via the BlueRithm software. Test results with recommended actions will be logged on BlueRithm. A biweekly (at minimum) export (from BlueRithm) of the results, summarizing equipment tested, deficiencies, etc., will be distributed to the commissioning team.

18. Confirm that "as-built" documentation has been submitted by the Subs.

19. Review and recommend approval of the O&M manuals applicable to systems listed in Article I, Paragraph B.

20. Compile a commissioning report after installation inspections and functional performance test verification. The report covers the components of the commissioning process, including the following:
a. Executive summary of commissioning process and results, system deficiencies identified and resolution, and outstanding issues.
b. Project directory.
c. Cx process overview.
d. Owner's Project Requirements.
e. Submittals.
f. List of systems commissioned.
g. Installation verification checklists

h. Functional performance tests.

i. Issues log, detailing open and closed issues.

B. Construction Means and Methods: The Engineer shall not have control or charge of, and shall not be responsible for, construction means, methods, techniques, sequences or procedures, or for site safety, or the safety, health and environment of the site and/or persons at the site, safety plans, precautions and programs in connection with the work, since these are solely the various Contractors' and the Client's responsibility. The Engineer will not be responsible for the various Contractors' schedules or failure to carry out the work in accordance with the Contract Documents and the Construction Documents including, but not limited to, the requirements of the drawings, specifications or other documents prepared by the Engineer. The Engineer will not have control over or charge of acts or omissions of any representative of the Client, any of the various Contractors, or their agents or employees, or of any other persons or entities performing portions of the work. The Engineer will not be required to make any inspections or exhaustive or continuous onsite observations or any Special or Progress Inspections to check the quality or quantity of the Work.
C. Energy Performance: The Client acknowledges its responsibility for compliance with various laws, rules, and regulations ("Laws") establishing certain carbon emissions requirements and limitations for building performance. The Client further acknowledges and recognizes that the Engineer's responsibility for compliance with any such Laws will be limited to assisting the Client and its Sustainability and Energy Consultants in identifying design elements that could be incorporated into the building, project, and/or systems which could contribute towards the Client's compliance with such Laws. Accordingly, notwithstanding anything to the contrary herein or otherwise, the Engineer makes no warranties or guarantees of the performance of the building, project, and/or systems carbon emissions, energy use, and/or energy cost. The performance of the building, project, and/or systems will be dependent on various factors that are beyond the Engineer's control, including, but not limited to, findings, predictions and/or the models utilized, if any, information provided by others, changing utility pricing, changing carbon emissions factors, the quality of the construction of the building and/or energy reduction measures, the quality of commissioning of related systems, degradation of building insulation/tightness and systems over time (due to design changes, fouling, wear and tear, etc.), use, occupancy, climate change, maintenance and the operations of the building, project and energy-consuming systems.

Complete sets of Contract Documents for this RFQ may be obtained free of charge from Michael Dillon Stony Brook University Hospital Purchasing, at michael.dillon@Stonybrookmedicine.edu . Documents will only be provided to interested firms electronically via e-mail for this project.  This will allow for inclusion on the Project’s Plan Holders List and direct receipt of any Addenda and/or Clarifications that may be issued.  RFQs submitted by firms who have obtained forms in any other manner will be considered informal.

TimeLine:

• RFI's (Request for Information - Technical Questions) All Bidders’ questions must be submitted in writing, citing the particular RFQ page, section, and paragraph number where applicable to  michael.dillon@Stonybrookmedicine.edu by September 22nd 2025, 4:00 PM.   Questions received after the closing date for inquiries will not be answered. All questions must be relevant to the firm’s response to this RFQ.  
• RFI Responses - Copies of all relevant questions, with official responses, will be provided in writing to all interested firms who have requested this RFQ by September 24th, or as soon thereafter as possible.  Only written answers are official.
• Submission of RFQ – RFQ’s must be sealed, one (1) with all original signatures marked ORIGINAL and five (5) copies submitted in accordance with the instructions contained in this RFQ.  
• RFQs, whether mailed or dropped off, must have the following address and information stated on the outside of the sealed package: Stony Brook University Hospital Purchasing Attn: Michael Dillon 2000 Ocean Avenue Suite 1 Ronkonkoma, NY  11779.  RFQ 25/26-025 Commissioning Services ACP Procedure Suite October 6th 2025, 11:00 am
• RFQ Opening:  Qualifications will be opened on October 6th 2025, at Stony Brook University Hospital Purchasing 2000 Ocean Ave. Main Conference Room 11:00 am.

Consultant Minimum Qualifications

1. Minimum of five (5) years’ experience of completed major electrical, including NFPA 110 critical power, projects within hospitals of similar size with associated rules and regulations. Work portfolio to be included in RFQ package.
2. Bidders must supply at least three references from similar clients that they have successfully completed in the last five years
3. Must have experience with LEED/sustainable design.
4. Principal must be NYS licensed architect.
5. Provide a list of staff members, titles, and credentials.
6. Must be familiar with the Certificate of Need (CON) documents utilized by Stony Brook Medicine representatives.

Stony Brook Medicine (SBM) is committed to following the Hospital's leadership mandate to implement sustainable and/or energy-conserving products/building materials that would be required to achieve a minimum of LEED Silver status.  LEED certification may or may not be applied for but the required documentation should be appropriately available upon the request of SBM.

Therefore, procured products shall meet the established sustainable standards consistent with their restrictive industries such as Green Guard, FloorScore for flooring products, BIFMA for Business and Institutional Furniture, CertiPUR-US for products containing foam material, etc.  All vendor estimates, proposals, and quotes must be accompanied by the appropriate reference to the respective certifying agency and or the products within the design that meet these standards.

N.Y. State Finance Law §139-l

Pursuant to N.Y. State Finance Law §139-l, every bid made on or after January 1, 2019 to the State of any public department or agency thereof, where competitive bidding is required by statute, rule or regulation, for work or services performed or to be performed or goods sold or to be sold, and where otherwise required by such public department or agency, shall contain a certification that the bidder has and has implemented a written policy addressing sexual harassment prevention in the workplace and provides annual sexual harassment prevention training to all of its employees. Such policy shall, at a minimum, meet the requirements of N.Y. State Labor Law §201-g.

N.Y. State Labor Law §201-g provides requirements for such policy and training and directs the Department of Labor, in consultation with the Division of Human Rights, to create and publish a model sexual harassment prevention guidance document, sexual harassment prevention policy and sexual harassment training program that employers may utilize to meet the requirements of N.Y. State Labor Law §201-g. The model sexual harassment prevention policy, model sexual harassment training materials, and further guidance for employers can be found online at the following URL: https://www.ny.gov/combating-sexual-harassment-workplace/employers.

Pursuant to N.Y. State Finance Law §139-l, any bid by a corporate bidder containing the certification required above shall be deemed to have been authorized by the board of directors of such bidder, and such authorization shall be deemed to include the signing and submission of such bid and the inclusion therein of such statement as the act and deed of the bidder

If the bidder cannot make the required certification, such bidder shall so state and shall furnish with the bid a signed statement that sets forth in detail the reasons that the bidder cannot make the certification. After review and consideration of such statement, SUNY may reject the bid or may decide that there are sufficient reasons to accept the bid without such certification.

The certification required above can be found on Exhibits E and H which the bidder must submit with this bid.

This procurement is subject to NYS Finance Law 139 j&k, AKA the Lobby Law and in accordance with NYS Lobbying Law 139 requirements, effective immediately this procurement is in a “Restricted Period”.  This restricted period will be in effect until an award for this product and/or service has been fully executed.  Vendors are cautioned that the only permissible contact for this procurement is Michael Dillon; Hospital Purchasing Michael.Dillon@stonybrookmedicine.edu.  Failure to comply with this requirement can range from no contract to debarment from sales to any NYS Agency.  The successful bidder will be required to complete and submit documents related to NYS Finance Law 139 j&k, and Public Officer Law.

The successful bidder shall be required to submit valid and current proof of NYS Workman’s Compensation and Disability Insurance forms.

All bidders must demonstrate their ability to meet specified Service Disabled Veteran Owned and Minority/Women Owned Business Participation Goals as stated in this advertisement and submit MWBE and SDVOB Utilization Plans on forms 7555-15 with their RFQ response if a Consultant or Utilization Plans on forms 7557-107 and 7564-107 if a Contractor with their IFB response.

The University recommends that vendors file the required CCA-2 online via VendRep. To enroll in and use the VendRep, see the VendRep instructions at http://www.osc.state.ny.us/vendrep/vendor_index.htm or go directly to the VendRep online at http://portal.osc.state.ny.us. To requires assistance, contact the Office of the State Comptroller’s (“OSC” _ Help Desk at 866-370-4672 or 518-408-4672 or by email at ciohelpdesk@osc.state.ny.us

The State University Hospital @ Stony Brook reserves the right to request clarifications from offerors for the purpose of assuring a full understanding of responsiveness and further reservices the right to permit revisions from all offeror’s determined to be susceptible to being selected for contract award, prior to award.

State University Hospital @stony Brook reserves the right to reject separable portions of any offer, to negotiate terms and conditions consistent with the solicitation, and to make an award for any or all remaining portions.

State University Hospital @ Stony Brook reserves the right to eliminate mandatory requirements unmet by all offerors. Any additional vendor terms which are attached or referenced with a submission shall not be considered part of the RFQ or proposal, but shall be deemed included for information purposes only.

State University Hospital @ Stony Brook reserves the right to terminate any resulting contract in the event it is found that (1) the certification filed by the offeror in accordance with the State Finance Law sections 139-j and 139k was intentionally false or intentionally incomplete; and/or (2) the submission or offeror in accordance with Tax Law Section 5-a was false or incomplete. Upon such finding, the Hospital may exercise its termination right by providing written notification to the consultant in accordance with the written notification terms of the contract.

NYS Department of Labor Requirement

Public Work Contractor and Subcontractor Registry

(NEW MANDATORY REQUIRMENT)

Starting December 30, 2024, all contractors and subcontractors submitting bids or performing construction work on public work projects or private projects covered by Article 8 of the Labor Law are required to register with the New York State Department of Labor (NYSDOL) under Labor Law Section 220-i.

Private projects subject to Article 8 of the Labor Law include those covered by Labor Law Sections 224-a (public subsidy funded projects), 224-d (renewable energy systems), 224-e (broadband projects), 224-f (climate risk-related and energy transition projects, and roadway excavations.)

The law defines a “contractor” as any entity entering into a contract to perform construction, demolition, reconstruction, excavation, rehabilitation, repair, installation, renovation, alteration, or custom fabrication. The law defines “subcontractor” as any entity subcontracting with a contractor to perform construction, demolition, reconstruction, excavation, rehabilitation, repair, installation, renovation, alteration, or custom fabrication, which is subject to Article 8 of the Labor Law. Contractors are responsible for verifying that any subcontractors they work with are registered.

Contractors need to register before submitting any new bids or commencing new work on a covered project on or after December 30, 2024. Subcontractors need to register before commencing new work on a covered project on or after December 30, 2024. NYSDOL encourages all contractors and subcontractors to register as soon as possible to obtain a Certificate of Registration to avoid negatively impacting a bidding period or project schedule.

For more information or to register, please visit: https://dol.ny.gov/public-work-contractor-and-subcontractor-registry-landing