CVC New Equipment (HVAC & Rooftop Shaftway Steel)

PLEASE READ THIS ADVERTISEMENT IN ITS ENTIRETY BEFORE SUBMITTING QUESTIONS. THERE IS A LOT OF INFORMATION CONTAINED IN THIS SOLICITATION AND MANY QUESTIONS WILL HAVE ALREADY BEEN ANSWERED WITHIN THE ADVERTISEMENT. THANK YOU.

AD ID# 2122960 Stony Brook University Hospital intends to make an award for the above-noted commodity, product, and/or service. A sealed bid will be held. If you are interested in providing a proposal 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.

An award will be made to one single Prime Contractor.

The work to be done under the Contract, in accordance with the Contract Documents, shall include, but not be limited to the following: The HVAC portion of the project (23638) at Stony Brook Medicine replacing L4 CVC equipment, encompassing new RTU installation (including roof penetrations and structural work ductwork, diffusers, humidification, fire dampers, control systems, and OAI. The construction of this area will be carried out in multiple phases, ensuring that designated sections remain open and operational throughout the construction process.

The main features of the work shall include, but not be limited to the following: This scope of work details the HVAC-related tasks for the L4 CVC Equipment Replacement project at Stony Brook Medicine, as depicted in drawings H-1 through H-5 (full set supplied for reference). Along with Stonybrook Medicine would also like all associated steel, roof patching and shaft way for the proposed RTU and rooftop penetrations to be included in this proposal as depicted in drawings A-501 & S-101 through S-303. All work shall comply with, but not limited to, all applicable New York State codes, regulations, and the latest editions of ASHRAE, SMACNA, and NFPA standards. The contractor is to supply a cost to complete one CVC room at a time, starting with CVC 7 an estimated 3-4 month for construction with 3 months of lag time before starting CVC 1, estimated 3-4 month construction. The Contractor is responsible for performing, installing, furnishing and supplying all materials, equipment, labor and incidentals necessary or complete to complete the installation and startup of Project 23638 - CVC New Equipment Replacement (HVAC) in accordance with the Contract Documents.

Bidding Documents, including drawings and specifications, will be issued to interested contractors free of charge by the Hospital Purchasing Department, upon written request to the buyer of record, Michael Dillon, by email, to Michael.Dillon@Stonybrookmedicine.edu .

Documents will only be provided to potential bidders 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. Bids submitted by contractors who have obtained forms in any other manner will be considered informal.

Bids must be submitted in triplicate on the forms provided by the Hospital. They shall be addressed to Stony Brook University Hospital Purchasing, Attn: Michael Dillon Procurement Officer III 2000 Ocean Ave. Suite 1 Ronkonkoma, NY 11779 in a sealed envelope, marked with the name and address of the bidder, the title of the Project -CVC New Equipment (HVAC & Rooftop Shaftway Steel), and the Project number IFB 24/25-077. The Hospital accepts no responsibility for Proposals that may be delivered by any courier or other messenger service that does not contain all of the above-noted information on the outside of a sealed envelope. Facsimile or email copies of the Proposal will not be accepted.

TimeLine:

Mandatory Site Visit & Bidders Conference - A mandatory site visit/walkthrough and bidders conference will be held on June 10th, 2025, at 1:00 PM at Stony Brook University Hospital Health Science Center L3-Lecture Hall 5. Interested bidders must plan to meet at 12:30 pm L5 Hospital Main Entrance Lobby Information desk where you will be greeted and then escorted to the Health Science Center Lecture Hall for a Prompt 1:00 pm start. Interested bidders must RSVP their intent to attend the scheduled conference to: Michael.Dillon@stonybrookmedicine.edu no later than 12:00 noon on June 9th, 2025. Interested bidders will be sent the bid documents including drawings and specifications as requested. It is strongly suggested that contractors include enough travel time to the hospital to include time to park and walk to the meeting location at the Hospital. Vendors must enter the hospital by way of the main entrance, get visitor passes from the information desk, and be ready for a prompt 1:00 PM Start. When applicable, vendors must wear face masks in the Hospital Environment. Interested Prime contractors must be in attendance in order to submit a bid. It is recommended that interested subcontractors and/or suppliers also attend in order to network and share company information with interested Prime Bidders, however, attendance is optional for subcontractors and suppliers. Interested subcontractors/suppliers can request a copy of the sign in sheet for the names of Prime Contractors who were in attendance, post conference.

RFI's (Request for Information - Technical Questions) All Bidders’ questions must be submitted in writing, citing the particular IFB page, section, and paragraph number where applicable to Michael.Dillon@Stonybrookmedicine.edu by June 13th, 2025, 4:00 PM. Questions received after the closing date for inquiries will not be answered. All questions must be relevant to the Bidder’s response to this IFB.

RFI Responses - Copies of all relevant questions, with official responses, will be provided in writing to all Bidders who have requested this IFB by June 17th, 2025, or as soon thereafter as possible. Only written answers are official.

Submission of Bids – Bids must be sealed and submitted in triplicate, one with all original signatures, in accordance with the instructions contained in the Information for Bidders, this advertisement, Notice to Bidders, and the IFB package. Security will be required for each bid in an amount not less than five (5) percent of the Total Bid. Refer to Information for bidders, 7554-06, for additional information on bid security.

Bids, 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. IFB 24/25-077 CVC New Equipment (HVAC & Rooftop Shaftway Steel) Due June 25th, 2025, at 11:00 am.

Bid Opening: Proposals will be opened and read aloud on June 25th, 2025, at 11:00 AM Stony Brook University Hospital Purchasing 2000 Ocean Ave. Main Conference Room

Estimated Project Start Date: August 28th, 2025

Estimated Project Completion Date: August 28th, 2026

Documentation

The following items must be submitted with an IFB response:

-7554-07 Contractor Proposal

-Bid Bond or other means of security as per Information for Bidders Section 6

-Exhibit H- Finance Law 139-I Sexual Harassment Certification

-Exhibit E (EO 177 Certification)

-Exhibit L

-Exhibit N

-List of Sub-Contractors with the same minimum requirements as Bidder

-Time and Performance Working plan and schedule as per section 8 of the Information for Bidders

-Bid Breakdown Sheet (Also referred to as the SOV)

-Signed IFB cover page

-MWBE 7557-107 Utilization Plan

-MWBE 7557-108 EEO Staffing Plan

-SDVOB 7564-107 Utilization Plan

-Signed Amendments

-7554-20 Bidder’s Certifications

-Equipment Submittals

-EO_16 Certification

-Vendor Responsibility Online Questionnaire Certification completed within the past 6 months by filing the required CCA-2 online via the VendRep. To enroll in and use the VendRep, see the VendRep Instructions at http://www.osc.state.ny.us/vendrep/vendor_index.htmor go directly to the VendRep online at https://portal.osc.state.ny.us. To request 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

Minimum Qualifications Required by Prime Contractor and Sub Contractor(s)

See section 7 of Information for Bidders Document 7554-06 which is not limited to but includes the following:

(1) A bidder must demonstrate, to the satisfaction of the University, that it has successfully completed three (3) contracts similar in size, scope and complexity to this contract within the last five (5) years.

1. For scope and complexity, similar work is defined as but not limited to the HVAC and rooftop/shaft way steel portion of the project (23638) at Stony Brook Medicine replacing L4 CVC equipment, encompassing new RTU installation (including roof penetrations and structural work ductwork, diffusers, humidification, fire dampers, control systems, and OAI. The construction of this area will be carried out in multiple phases, ensuring that designated sections remain open and operational throughout the construction process. Work, of as further described in the General Requirements, Description of Work.
2. The determination of relevant contract experience in terms of size, scope and complexity will be at the sole discretion of the University.
3. The above three projects shall be submitted on Attachment A of the Proposal (Form 7554-07), “List of Completed Similar Construction Projects” (the List). If the List is not provided or is missing information, and/or is found to have erroneous information or information that is no longer current, a Proposal may be rejected as not responsive. If requested by the University, the bidder may be permitted to add missing information, modify and/or explain erroneous information or information that is no longer current on the List. Modifications and/or explanations of the List must be received within 48 hours of receipt of the University’s request.

(2) All prospective bidders must demonstrate to the satisfaction of the University that they have the skill and experience, as well as the necessary facilities, ample financial resources, ability to manage staff and subcontractors effectively, ability to anticipate and plan construction work for optimal progress, ability to create, strive for and maintain working environments and relationships that are constructive, communicative and cooperative, organization and general reliability to do the work to be performed under the provisions of the Contract in a satisfactory manner and within the time specified.

(3) Each bidder must demonstrate to the satisfaction of the University that it has working capital available for the Project upon which it is bidding in an amount equal to 15 percent of the first $100,000 of the amount of its Base Bid plus 10 percent of the next $900,000 plus 5 percent of the remainder of its Base Bid. Working capital is defined as the excess of current assets over current liabilities. The University defines current assets as assets which can be reasonably expected to be converted into cash within a year, and current liabilities as debts which will have to be paid within a year.

(4). The University may make such investigation as the University deems necessary to determine the ability of any bidder to perform the Work. Bidders shall furnish to the University all information and data required by the University, including complete financial data, within the time and in the form and manner required by the University. The University reserves the right to reject any bid if the evidence submitted by or an investigation of such bidder fails to satisfy the University that such bidder is properly qualified to carry out its obligations of the contract and to complete the work contemplated therein. Conditional bids will not be accepted.

(5) At the time of the bid opening, all bidders and subcontractors, domestic and foreign, must be in compliance with New York State business registration requirements. Contact the NYS Department of State regarding compliance.

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

This is a prevailing wage project. NYS Department of Labor has assigned PRC Schedule #2025006540 for this project.

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.

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. If you propose to submit a bid, it must be sent to the address noted and received by the date and time provided in this advertisement.

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 preliminary MWBE and SDVOB Utilization Plans (forms 7557-107 and 7564-107) with their IFB response.