Commissioning Services- Peds ED Expansion

AD ID# 2128265 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 (SBUH) is seeking qualifications from qualified and approved Commissioning firms to provide Independent Third-Party Enhanced and Envelope Commissioning Services for the Pediatric Emergency Department (ED) Expansion project.

The selected firm will be responsible for providing commissioning services over the anticipated three-year duration of the project’s construction. Firms must be authorized and experienced in performing comprehensive commissioning services for healthcare construction projects of similar scope and complexity.

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 36 months for the construction and turnover of the Peds ED Expansion 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,
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. (Most qualified firm to provide prior to award).

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

I.. SCOPE OF WORK
Scope of Work-Enhanced Commissioning-Commissioning Authority (Cx.A)
Scope of work will include the following services:
1. Review contractor submittals.
2. Verify inclusion of system manual requirements in construction documents.
3.Verify inclusion of operator and occupant training reequipments in construction documents.
4.Verify systems manual updates and delivery.
5.Verify operator and occupant training delivery and effectiveness.
6.Verify seasonal testing.
7.Review building operations l O months after substantial completion.
8.Develop an op-going commissioning plan.
9.For indoor environmental quality, the equipment must meet the OPR, BOD and environmental codes and standards. For durability, the equipment must not cause unnecessary wear and tear on the system. Systems that must be commissioned for this prerequisite include the following:
a. Mechanical, including HV AC&R equipment and controls.
b. Plumbing, including domestic hot water systems, pumps and controls.
c. Electric, including service, distribution, lighting and controls, including daylighting controls.
d. Renewable energy systems. l 0. All pertinent documents to be uploaded to ProjectMates.

2. Scope of Work-Building Envelope as per 019119
Scope of work will include the following services:
1. Parties responsible to execute functional test

a. Division 3 thru Division 8 Contractor: Provide material, testing equipment as required, labor and supervision'

b. CM: Manage, Schedule, organize, witness and coordinate.

c. CxA: to witness, direct and document testing

2. Prerequisites
a. The applicable prerequisite checklist items listed in the beginning of Section 018100 shall be listed on each functional test form and checked off prior to functional testing. The commissioning agent will also spot-check misc. items and calibrations on the Pre-Functional checklists previously completed by the installer, before the beginning of functional testing.
3. Integral components or related equipment being tested
a.
Exterior wall systems & components -Air Barrier, Insulation, Glazing
b.
Roofing system & components
4. Functions/Modes Required to be Tested and Test Methods
a. The following requirements are an addition to and do not replace any testing requirements elsewhere in this Division
i. Sections of exterior wall will be constructed in place and serve as mockups and may remain as part of the installation. The mockups will serve to perfect installation practices prior to the construction of the exterior walls. The mockups shall contain each component of the exterior wall assembly as it will be installed on the remaining building exterior. The mockup shall be tested as an assembly focusing on intersections between assembly components using AAMA 501 .2 test method.
ii. Random testing of building exterior using AAMA 501.2 test method as directed by the CxA.
iii. Each wall configuration scheduled for installation in the mockups shall be tested and passed by an independent laboratory prior to installation in the mockups in accordance with ASTM E283 test for air leakage. The ASTM E283 test shall be conducted at an air pressure difference of 6.24 lbs/ft2. The maximum allowable rate of air leakage must not exceed .06 ft3/min./ft2.

iv. Each wall configuration scheduled for installation in the mockups shall be tested and passed by an independent laboratory prior to installation in the mockups in accordance with ASTM E33 l test for water penetration. The ASTM E 331 test shall be conducted at an air pressure difference of 12.0 lbs/ft2. There shall be no water leakage as defined under laboratory specification section of AAMA 501-94 at this pressure difference.

v. Each wall configuration scheduled for installation in the mockups shall be tested and passed by an independent laboratory prior to installation in the mockups in accordance with ASTM E330 test for structural performance. No failure or permanent deflection in excess of 0.2 percent of any members span after removing the imposed load for a positive and negative design wind pressure of 120 lbf/sq. ft.

v1. For the roofing system, complete field mockup testing to verify substrate preparation method, tensile bond strength & moisture content of substrate. Mockup area shall be maintained for quality control for the entire project.

vii. For the roofing system, complete Electronic Field Vector Mapping (EFVM) to confirm the integrity of the roof membrane.

viii. For the roofing system, the manufacture's technical representative shall complete field inspection during start of the job, periodic in progress inspection, final punchlist inspection, and warranty inspection.

ix. Infrared scanning of the building envelope and roof. No thermal bridging is present.

x. Installation inspection of the insulation prior to concealing confirming the material, thickness and application is according to the specification.

x1. Prior to installation of air/vapor barrier, field-construct an exterior wall mockup at least 8'x8' and demonstrate the installation conform to ASTM E783 and ASTM 1105.

x11. Complete and demonstrate compliance of the air barrier system with Air Barrier Association of America Installer Audits (ABAA) testing requirement.

II. ASSUMPTIONS
1. Verbal requests for additional services and scope will require written approval before work proceeds.

2. The Cx firm is an independent observer and will require cooperation from additional personnel during the construction process. The client or contractor is responsible for covering all costs associated with the required presence of these other parties, including, but not limited to:
a. Client, Owner and/or Owner's Representatives
b. Facilities personnel
c. Associated installing mechanical and electrical trade contractors.
d. Controls contractor
e. Manufacturer's representatives and/or startup and service technicians
3. Total allotted formal CxA meetings is two (2) meetings. CX Kickoff and CX Completion
4. A total of five (5) additional commissioning meetings with the construction and design team are expected for this project.

III. PROJECT REFERENCES

Provide a list of relevant projects completed within the last [e.g., 3-5] years, including:

• Project name and client.
• Brief description of the services provided.
• Project dates and outcomes.

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 November 10th 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 November 17th, 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 Pediatric ED Expansion November 25th 2025, 11:00 am
• RFQ Opening: Qualifications will be opened on November 25th 2025, at Stony Brook University Hospital Purchasing 2000 Ocean Ave. Main Conference Room 11:00 am.

Consultant Minimum Qualifications

1. Provide a list of relevant projects completed within the last [e.g., 3-5] years, including:

Project name and client.

Brief description of the services provided.

Project dates and outcomes.

2. Provide detailed resumes for key personnel who will be responsible for managing and executing the work. Include their relevant experience, credentials, and certifications.

3. Describe your firm's quality assurance/quality control (QA/QC) process and methodology.

4. List any relevant certifications, accreditations, or licenses held by the firm (e.g., ISO, national, or state-specific certifications)

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