Commissioning Services- NEW CVC LAB EQUIPMENT

AD ID# 2126588 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 NEW CVC LAB EQUIPMENT to be Commissioned. Stony Brook University Hospital (SBUH) CVC Equipment Upgrade project involves the replacement and upgrade of critical HVAC, electrical, and control systems to enhance operational efficiency and compliance with energy codes. The project requires comprehensive commissioning services to ensure systems are installed, tested, and operated per design specifications, "Issued for Construction" Drawings dated 10/8/2024, and applicable codes. Commissioning is essential to verify system performance, safety, and maintainability, aligning with SBUH’s commitment to providing a reliable and energy-efficient healthcare environment.

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:

PROJECT DESCRIPTION

1. Estimated Duration: Approximately 12 months for the construction and turnover of the CVC Equipment Upgrade project, as outlined in the project schedule, with an additional 18-month deferred testing and warranty period to ensure ongoing performance and compliance.
2. Provide a Commissioning Plan: Develop a detailed plan outlining the organization, schedule, resource allocation, and documentation requirements for commissioning, referencing the project drawings and specifications, including deferred testing and warranty activities.
3. Provide a Proposed Schedule: Submit a timeline for commissioning activities, coordinated with the 12-month construction schedule and the 18-month deferred testing and warranty period.
4. Provide Cost Proposal: Submit an itemized cost breakdown for each commissioning service, including separate costs for the construction phase and the 18-month deferred testing and warranty period, with hourly rates, equipment costs, and any additional fees.

Provide Compliance Documentation: Ensure all commissioning reports comply with the project specifications, NYS Energy Conservation Construction Code (ECCCNYS), ASHRAE Guideline 0, and SBUH policies.

GENERAL SERVICES                                                                     

A. Staffing and Sub-Consultants

Provide qualified personnel and sub-consultants for timely commissioning services per project requirements during both construction and the 18-month deferred testing and warranty period. The commissioning agent and personnel must have documented experience in healthcare facility commissioning per FGI Guidelines for Design and Construction of Hospitals (2018 edition), and the agent should be independent from the design and construction teams where feasible to ensure objectivity per TJC and FGI best practices.

B. Regulatory Compliance

Ensure compliance with:

1. NYS Energy Conservation Construction Code (ECCCNYS 2020).
2. ASHRAE Guideline 0 (Commissioning Process).
3. ASHRAE Guideline 1.1 (HVAC&R Technical Requirements).
4. NYS Building Codes (2020 BCNYS, MCNYS, FCNYS).
5. Local codes (e.g., Town of Brookhaven).
6. NYS DOH Certificate of Need (CON).
7. NYS Executive Order 88 (energy efficiency).
8. SBUH Policies and Procedures.
9. Facilities Guidelines Institute (FGI) Guidelines for Design and Construction of Hospitals (2018 edition, as adopted by NYS Department of Health for Certificate of Need projects).

The Joint Commission (TJC) Environment of Care standards.

C. Documentation and Reporting

• Prepare detailed commissioning reports, including methodologies, test results, and compliance verification for both construction and deferred testing and warranty periods.
• Use Projectmates for reports and submittals (SBUH provides training).
• Submit reports in PDF and post in Projectmates.

D. Coordination and Meetings

• Meet with SBUH to review requirements and compliance.
• Attend progress meetings, including one commissioning kickoff meeting and up to 12 Owner-Architect-Contractor (OAC) meetings, plus 28 weekly meetings during construction. Additional meetings during the 18-month deferred testing and warranty period as required.

E. Sustainability

Adhere to SBUH’s sustainability goals per NYS Executive Order 88, verifying systems optimize energy efficiency during both construction and deferred testing and warranty periods.

F. Identification

All personnel must wear SBUH ID badges (consultant pays fees).

• ENGINEERING AND DESIGN SERVICESSCOPE OF COMMISSIONING SERVICES

The selected firm shall provide personnel, equipment, and materials for the following commissioning services, per the "Issued for Construction" Drawings dated 10/8/2024, NYS codes, and 12-month construction schedule, with an additional 18-month deferred testing and warranty period:

1. Design Phase

Develop a construction phase commissioning plan, including:

• Narrative of activities and personnel for each commissioning phase, including deferred testing and warranty activities.
• List of equipment/systems (e.g., Air Handling Unit RTU-CVC-7, Fan CVC-7, Humidifier H-1, DTV, BMS Controls, Lighting Controls, Fire Smoke Dampers, Transformer, Electrical Panels, UPS) with sequences of operation and test descriptions.
• Functions to be tested (e.g., calibrations, economizer controls).
• One (1) DD and one (1) CD drawing review for commissioning, constructability, maintainability, and accessibility.
• Conditions for testing (winter/summer design, full outside air).
• Measurable performance criteria.
• Owner’s Project Requirements (OPR) and Basis of Design (BOD) documentation, as required by FGI Guidelines for Design and Construction of Hospitals (2018 edition), to define performance criteria and healthcare-specific needs.
• Infection Control Risk Mitigation Recommendations (ICRMRs) for all commissioning activities, including protocols to prevent airborne or waterborne contaminants during HVAC and plumbing system testing and startup, in alignment with FGI and TJC standards.

Note: Factory witness testing of RTU-CVC-7 is excluded.

2. Construction Phase

• Finalize the commissioning plan.
• Write functional performance test procedures for equipment/systems, including manual testing and

       control system trending, with contractor assistance.

• Review and comment on airside/waterside testing and balancing (one report review included).
• Review submittals for RTU-CVC-7, Fan CVC-7, Humidifier H-1, and controls.
• Conduct a commissioning kickoff meeting onsite with owner and contractors.
• Review contractor-provided operating and maintenance (O&M) manuals, including:
  • Equipment size/options, manufacturer’s manuals, service agency contacts.
  • HVAC and hot water controls maintenance/calibration info (wiring diagrams, schematics, sequences, set points).
  • Narrative of system operation and recommended set points.

3. Acceptance Phase

• Review contractor documentation of point-to-point checkout and sensor/actuator calibration.
• Witness and document functional performance tests performed by contractors, verifying:
  • All modes per sequence of operation.
  • Redundant/backup modes, alarms, and power loss/restoration.
  • System-to-system interfacing and maintenance serviceability.
  • Dynamic functional tests under emergency modes, such as power loss scenarios, to verify system resilience per FGI and TJC standards.
  • Adherence to infection control protocols during testing, including verification of air filtration, pressure differentials, and contaminant mitigation as per FGI and TJC standards.
• Test HVAC equipment in both heating and cooling seasons (based on availability), using manual methods and control system trend logs, with some control value overrides.
• Maintain a master issues log and functional testing record, reporting issues directly to SBUH and attending job meetings as required. Include verification of staff training on system operations as part of the functional testing record, ensuring compliance with FGI and TJC requirements for maintenance and occupancy transition.

4. Post-Acceptance Phase

Construction Phase Reporting:

• Prepare a preliminary commissioning report, certified by the approved agency, including:
  • Deficiencies not corrected at report time.
  • Deferred tests due to climatic conditions, with required conditions noted.
• Prepare a final construction phase report with:
  • Participant list and roles, building description, commissioning scope overview, and testing methods.
  • Functional performance test procedures and results.
  • Deficiencies, corrective measures, and deferred tests with climatic conditions.
  • Verification of training requirements and post-occupancy warranty walk.
  • Verification of system performance against the Owner’s Project Requirements (OPR) and Basis of Design (BOD), including compliance with FGI and TJC standards for healthcare environments.

• Deferred Testing and Warranty Period (18 Months Post-Construction):
  • Conduct deferred testing and warranty verification of all commissioned systems to confirm ongoing performance, including:
    • Functional performance tests for all listed equipment/systems to verify operation per original specifications.
    • Review of BMS controls and calibration of sensors/actuators.
    • Verification of system efficiency and compliance with NYS Executive Order 88.
  • Prepare a deferred testing and warranty report, including:
    • Test procedures and results.
    • Any deficiencies identified and corrective measures proposed or implemented.
    • Recommendations for ongoing maintenance to ensure system longevity.
    • Staff training verification and recommendations for ongoing compliance with TJC survey requirements, such as periodic performance testing.

5. Systems to be Commissioned

• Air Handling Unit RTU-CVC-7 (1).
• Fan CVC-7 (1).
• Humidifier H-1 (1).
• Drain Tempering Valve (DTV) (1).
• BMS Controls (1).
• Lighting Controls (New System, both CVC 1 & CVC 7).
• Fire Smoke Dampers (2).
• Transformer (1).
• Electrical Panels (5).
• UPS (2).

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