Contracts | 750 East Adams Street | Syracuse, NY 13210 | Ph: 315.464.4680 | Fax: 315.464.4679 | www.upstate.edu | State University of New York

Campus Purchasing | 750 East Adams Street | Syracuse, NY 13210 | Ph: 315.464.5720 | Fax: 315.464.4599 | www.upstate.edu | State University of New York

Contracts and Campus Purchasing

Contracts

750 East Adams Street

SLC 2050

Syracuse, NY 13210

Ph: 315.464.4680

Fax: 315.464.4679

September 21, 2026

To: Interested Architects and Engineers

Subject: Request for Qualifications

Project No.: 151358 / 1655

Project Title: CH – POBN – Ophthalmology Clinic and Optometry Program

To Whomever This May Concern:

The State University of New York requests your consideration for full design services: design documents, construction documents, bidding and construction administration of the above Project.

Attached for your review in this matter, please find the Request for Qualifications (RFQ) with instructions.

The Agreement for the project shall be a Lump Sum Agreement.

All questions pertaining to the solicitation shall be made formally to: Mrs. Jeanie Pender, Contract

Administrator, Contracts & Campus Purchasing, SUNY - Upstate Medical University, 650 South Salina

Street, SLC 2050, Syracuse, New York 13210, Phone: (315) 464-8706, Fax: (315) 464-4679.

Responses to the RFQ will be received by Mrs. Jeanie Pender, at the campus until 2:00 PM on

23rd day, October, 2026. Qualifications shall be submitted as two (2) complete qualification packages, one (1) of which must have original signatures, the other one (1) can be on separate flash drive, and include all information requested in the instructions contained within the RFQ. Any submission not including two (2) complete qualification packages one (1) hard copy and one (1) separate flash drive will be rejected.

Thank you for your interest in working with SUNY- Upstate Medical University

Sincerely, Jeanie Pender

Contract Administrator

Enclosure

April 2018

STATE UNIVERSITY OF NEW YORK

Architectural & Engineering Solicitation

Project Number and Title: 151358/1655 – CH – POBN – Ophthalmology Clinic and Optometry Program

SUNY Upstate Medical University is seeking qualifications for the full design services (programming, design, construction documents, bidding, and construction administration), of an architect / engineering team for the renovation of approximately 7,000 sf of the 4th floor of the POB North building at Community Hospital to meet the needs for both the Ophthalmology Clinic and Optometry Program. The space will share some support spaces and services, but they will function independently otherwise. This space must also be designed to meet Article 28 compliance.

There will be no formal site visit nor will tours of the facility be given prior to the receipt of responses to the

RFQ.

Minimum ten (10) years experience in design of outpatient healthcare facilities is required.

Request for Qualifications (RFQ) are attached below and may be download by all firms interested in responding to this advertisement.

Responses to the RFQ should describe the consultant's experience and qualifications to undertake this work as described therein. The successful firm will be required to provide evidence demonstrating that the firm and any of the firms' engineering, land surveying, architectural or landscape architectural sub-consultants, are legally authorized by the NYS Education Department to do business in NY State. All firms must also provide proof of New York State Worker's Compensation Insurance and Disability Insurance coverage.

Qualifications must be submitted as two (2) complete qualification packages, one (1) of which must have original signatures, the other one (1) can be on separate flash drives and may be delivered to the location below. Any submission not including two (2) complete qualification packages one (1) hard copy and one (1) separate flash drives will be rejected. Qualifications must be received by 2:00 PM on 23rd day, October, 2026.

Contact - mailing & delivery address:

Jeanie Pender Contracts & Campus Purchasing SUNY-Upstate Medical University 650 South Salina Street, Room 2050 Syracuse, New York 13202

All questions to be by fax or email (email is preferred) to each: Jeanie Pender (penderj@upstate.edu) and Andrew Evans (Evansand@Upstate.edu). The RFQ is due 2:00 PM – Friday 23rd of October, 2026. The date and time for the last questions to be considered is 5:00 PM – Tuesday 13th of October, 2026 All questions will be answered by 5:00 PM – Thursday 15th of October, 2026. These will be issued as an Addendum.

Effective 1/1/06, in accordance with State Finance Law Section §139 j&k, AKA the Lobbying Law, all questions pertaining to this procurement shall be made formally to the following Designated Staff: Mrs. Jeanie Pender, Contracts Administrator, Phone: 315-464-8706, email: penderj@upstate.edu. Contact made to other staff regarding this procurement may disqualify the firm and affect future procurements with government entities in the State of New York. Please refer to the OGS’ (www.ogs.state.ny.us/aboutogs/regulations/defaultAdvisoryCouncil.html) for more information on this law.

NYS Executive Law Article 15-A and University policy require campuses, and the consultants with whom they do business, to make a good faith effort to procure materials, supplies, equipment and services (including printing) from NYS certified minority- or women-owned businesses (M/WBEs) and meet University established

April 2018 goals for M/WBE participation in contracts. State University of New York goals are: 15% MBE participation and 15% WBE participation of the total contract value and 6% Service-Disabled Veteran-Owned Business participation goal.

State University of New York also has a goal for the Work Force participation: EEO 10% WBE and EEO 10% MBE of total work force on the project. The selected consultant will be required to comply with M/WBE requirements.

The State University of New York Upstate Medical University reserves the right to reject any or all Qualification packages.

The actual schedule for this project will be determined during scoping/programming.

Request for Qualifications

Professional Design

Services CH – POBN – Ophthalmology Clinic and

Optometry Program

151358/ 1655

9/21/2026

Upstate Medical University

750 East Adams Street, Syracuse, New York 13210

Attn: Jeanie Pender

CH – POBN Ophthalmology Clinic and Optometry Program – 151358/1655

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Table of Contents

1 Request for Qualifications

2 Instructions

2.1 Format of Proposal and Statement of Qualifications

2.2 Pre Bid Meeting

2.3 RFQ Process and Evaluation Criteria

2.4 References

2.5 Additional Information

3 Scope of Services

3.1 Background

3.2 Available Data

3.3 Scope of Services

3.4 Program Budget

3.5 Basic Design Fee

3.6 Subconsultant Staffing

3.7 Time of Completion Schedule

4 General Conditions

4.1 Additional Terms & Conditions

4.1.1 Vendor Debriefing

4.1.2 Proposal/Qualifications Confidentiality

4.1.3 Information Security Breach and Notification Act

4.2 Required Consultant Documentation

4.2.1 Minority & Woman Owned Business Enterprises Participation

4.2.2 Service Disabled Veteran Owned Business Enterprises Participation

4.2.3 Equal Opportunity Requirements

4.2.4 Executive Order 162 (EO162)

4.2.5 Executive Order 177 (EO177)

4.2.6 State Finance Law §§ 139-l

4.2.7 State Finance Law §§ 139-j and 139-k (Forms as defined in SUNY Procedure

7552) 23

4.2.8 Omnibus Procurement Act of 1992 (Form from SUNY Procedure 7553)

4.2.9 Encouraging Use of New York State Businesses in Contract Performance

4.2.10 Required Insurance

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4.2.11 Vendor Responsibility

4.2.12 State Consultant Services Reporting (OSC Form A and B)

4.2.13 Contract Award Protest Procedure

4.3 Additional Terms & Conditions

5 Attachments

5.1 Terms and Conditions

5.2 Minority and Women Owned Business Enterprise Requirements

5.3 Service Disabled Veteran-owned Business Enterprise Requirements

5.4 Required Consultant Documentation Forms

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1 Request for Qualifications SUNY Upstate Medical University is seeking qualifications for full design services (programming. schematic design, design development, construction documents, bidding, and construction administration), of an architectural/engineering team for the renovation of approximately 7,000 sf of the 4th floor of the POB North building at Community Hospital to meet the needs for both the Ophthalmology Clinic and Optometry Program.

2 Instructions (Instructions to consultants, as applicable)

Proposals are due by 2:00 PM 23, October, 2026, the Offeror must:

1. Prepare a clearly readable document. Attach all required information.

2. Indicate any deviations from the specifications and if necessary attach separate documents and/or explanation.

3. Sign the qualifications submittal. By signing the Offeror indicates full knowledge and acceptance of this Request for Qualifications (RFQ) including Exhibits A and A-1. The proposal must be completed in the name of the proposer, corporate or otherwise, and must be fully and properly executed by an authorized person.

4. Submit two (2) complete qualifications, one (1) of which must have original signatures, the other one (1) shall be on separate flash drive. Any submission not including two (2) complete qualification packages, one (1) hard copy and one (1) separate flash drive, will be rejected. Proposals are to be addressed to:

Jeanie Pender

SUNY Upstate

Contracts & Campus Purchasing

650 South Salina Street, SLC 2050

Syracuse, NY 13202

Phone: 315-464-8706

5. Qualifications must be received by Jeanie Pender by the due date and time listed above.

Offerors mailing their qualifications must allow sufficient time to ensure receipt of their proposals by the time specified. Electronically transmitted qualifications will NOT be accepted.

6. No cost proposals are to be submitted with the qualifications. Cost proposals will be requested only after a consultant selection is made.

2.1 Format of Proposal and Statement of Qualifications

It is the intent of Upstate Medical University to evaluate the responses to this RFQ and to select a consultant as expeditiously as possible. In order to expedite this evaluation, responses to this RFQ should be presented as five (5) complete qualification packages, three (3) of which must have

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original signatures and two (2) on separate flash drives. The flash drive must be formatted into the following sections of information. The response should address the following items and must be presented in the order listed:

1) Brief cover letter listing the Consultant's point of contact and any subconsultants;

2) Listing of the consultant's staff, and that of any subconsultants, who comprise the team which will work with Upstate Medical University. The listing must identify M/WBE firms that are included in the team and each firm’s estimated percentage of participation. Provide a brief description of relevant experience for each individual. This information may be submitted in the form of an organizational chart for the consultant’s team.

3) Consultant's Submittal of Qualifications completed for the prime consultant and each major subconsultant, addressing items 1 through 5 in the two-page format provided (the questionnaire may exceed two pages but should not be more than three in order to appropriately list responses). Responses to questions 1 and 2 should be inserted in space after each item and should include only the title of the project, its location, and a short, one sentence description of its relevancy. More detailed information will be provided in section 4. IT IS MANDATORY THAT

EACH QUESTION BE ANSWERED AT THIS POINT IN THE

SUBMISSION. It is NOT permissible to present this Consultant's Submittal of Qualifications in a form other than that provided. Please note that the Consultant's Submittal of Qualifications is required and must be submitted;

4) AC3292s For Profit Non-Construction Questionnaire completed for the prime consultant and each major subconsultant. It is NOT permissible to present this Questionnaire in a form other than that provided. Please note that the AC3292s For Profit Non-Construction Questionnaire is required by SUNY regulations and must be submitted;

5) Photographs and/or other graphic information of completed projects similar to the subject of this RFQ and as listed in the Consultant Submittal of Qualifications, item 3.

6) Resumes of individuals with similar projects clearly identified and acknowledgement, where appropriate, if those projects were completed while under the employ of another firm.

7) Any additional relevant material describing the experience and qualifications of the consultant and the team.

8) Proof of current Firm’s Certificate of Authorization and team members Individual’s Licenses, issued by NYS Education Department, Office of the Professions, for team personnel required to be so licensed in accordance with New York State Education Law 145 §7210 must be attached.

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9) State University of New York Form 7555-15, 16 or 17 Sub-consultant Staffing List form stating all sub-consultants that are included in the team and each firm’s estimated percentage of participation.

10) State Finance Law§§139-j and 139-k & EO 177 Form, Public Office Law Form completed from the prime consultant and Non-Collusion Certification, completed for the prime consultant and all sub-consultants.

Failure to provide the requested information may disqualify a firm from consideration.

Failure to follow the above format may be considered in the evaluation of the responsiveness of the submission.

2.2 Pre Bid Meeting

No Pre-Bid Meeting will be held.

2.3 RFQ Process and Evaluation Criteria

Under the provisions of State Finance Law Section 136a, consultant contracts for architect, engineering and surveying, services are required to be awarded to the most qualified firm.

NOTE: This section of the RFQ is provided to acquaint the Consultants with how their Qualifications packages/proposals will be evaluated and the factors considered. In accordance with State Finance Law, the college will negotiate Fess with the consulting firm who ranks the highest as a result if the evaluation process.

A panel of University officials will evaluate Qualifications packages/proposals. The criteria to be used to evaluate Qualifications packages/proposals are listed below, along with their respective weights (weights are listed in parentheses). The evaluation of Qualification packages/proposals will include consideration of responses to the criteria listed below. To be considered responsive, a Consultant must submit a complete Qualification package/proposal that satisfies and addresses all weighted criteria listed below and all requirements stated herein. A Qualification package/proposal which fails to address all the weighted criteria listed below and all requirements stated herein may be considered NON-RESPONSIVE and may be disqualified.

In addition, the University reserves the right to review the Consultants’ vendor responsibility questionnaire and any adverse findings from this research could lead to disqualification.

Consultants must specifically address all criteria in their response.

The weighted criteria for this RFQ are as follows:

Firm Qualifications and Experience (20 Pts.)

i. The consultant’s overall depth of professional staff relative to the specific project scope.

ii. The consultant’s experience on publicly bid work.

iii. The consultant’s responsiveness to client comments.

iv. The consultant’s experience in construction administration.

v. The consultant’s experience with applicable codes.

vi. The consultant’s ability to coordinate and document work of multiple trades.

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vii. The consultant’s familiarity with the construction market.

Personnel Qualifications and Experience (20 Pts.)

i. The specific background of potential consultant personnel in the context of the outlined project scope; professional experience; proposed extent of participation in the project.

ii. The potential subconsultants of the prime in the context of the outlined project scope; formal reporting lines of team in proposed organization chart.

iii. The overall design ability of potential consultant personnel (versus the nature and scope of the project.)

Previous Experience with Work Specific to Project Scope (20 Pts.)

i. The consultant’s direct previous experience on projects of similar size, scope and features as those required on this project.

ii. The consultant’s previous experience on campus contexts, standards and systems.

iii. The consultant’s familiarity with community requirements or other special requirements (i.e., SEQRA review).

Approach & Capability (20 Pts.)

i. The consultant’s proposed approach to the specific project scope.

ii. The consultant’s approach and demonstrated ability to adhere to the schedule;

current and projected workload.

iii. The consultant’s approach and demonstrated ability to provide complete deliverables for each phase.

iv. The consultant’s approach and demonstrated ability to manage potential subconsultants.

v. The consultant’s approach and demonstrated ability to provide a good faith effort to provide opportunity to M/WBE firms.

vi. The consultant’s approach and demonstrated ability to provide design options for the project scope and ensure high quality, properly coordinated construction documents.

vii. The consultant’s approach and demonstrated ability to provide a constructible design using strategies that ensure campus expectations on users’ needs and requirements for timeline, quality, cost and aesthetics will be met.

viii. The consultant’s approach and demonstrated ability to keep its cost estimate within the Project Budget.

ix. The consultant’s approach and demonstrated ability to work with SUNY’s standard contract terms and directives.

MWBE / SDVO Utilization (10 Pts.)

The consultant’s approach and demonstrated ability to provide a good faith effort to provide opportunity to M/WBE firms.

i. The consultant’s inclusion of M/WBE and Service Disabled Veteran Owned subconsultants with meaningful participation on the project.

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ii. The consultant’s experience entering into partnerships, joint ventures, or other business arrangements with M/WBE and Service-Disabled Veteran Owned businesses.

iii. The consultant’s experience attaining M/WBE and Service Disabled Veteran Owned participation on NYS contracts.

References (10 Pts.)

i. Feedback from consultant’s clients on projects with similar scope of services.

ii. Feedback from SUNY professionals for projects that the consultant has completed or is currently engaged in with SUNY.

2.4 References

Please submit a minimum of five (5) references, who can attest to the firm’s successful track record with respect to similar projects identified and submitted in your proposal which must include the point of contact, name of firm, email address, phone number, project cost, project title and year of project(s) completed.

2.5 Additional Information

All questions to be by fax or email (email is preferred) to each: Jeanie Pender (penderj@upstate.edu) and Andrew Evans (Evansand@Upstate.edu). The RFQ is due 2:00 PM – Friday 23rd of October, 2026. The date and time for the last questions to be considered is 5:00 PM –Tuesday 13th of October, 2026. All questions will be answered by 5:00 PM – Thursday 15th of October, 2026. These will be issued as an Addendum.

3 Scope of Services

3.1 Background

SUNY Upstate Medical University is seeking qualifications for full design services programming, schematic design, design development, construction documents, bidding, and construction administration, of an architectural/engineering team for the renovation of a large portion of approximately 7,000 sf of the 4th floor of the Physician’s Office Building North at Community Hospital to meet the needs for both the Ophthalmology Clinic and Optometry Program. The building was originally constructed in 1975 and underwent a 4th floor addition project in 1984. The building functions as a type B office building.

This project will provide much-needed clinical spaces for both the Ophthalmology and Optometry programs. The design team will need to find a way to creatively share some common areas and support spaces while also providing separate and dedicated specific program space for each group. The groups will require exam rooms, consult rooms, pretesting rooms, procedure/diagnostic rooms, student areas as well as additional spaces for each department to function efficiently.

At the time of construction, the space will be unoccupied and will remain that way throughout construction. This space must also be designed to meet current New York State and FGI code, and it must meet Article 28 compliance.

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3.1 A minimum of 10 years of experience in designing outpatient healthcare facilities will be required with a strong preference for experience with

Ophthalmology and Optometry clinics for both the architectural firm and its team members.

3.2 Available Data

Drawings of the existing buildings and information on the existing utilities will be available for use by the selected, awarded consultant.

It is assumed there are hazardous materials in the construction area. Upstate will provide past testing reports to the selected firm. Additional sampling and testing will be required to complete the hazardous material abatement design.

Consultants shall complete the asbestos testing as part of their services. There has been previous testing, but the scope of work requires additional testing to the extent of the project.

3.3 Scope of Services

The services indicated below may be included but not be limited to the following: Please refer to the contract and the SUNY directives and submissions.

PROGRAMMING PHASE:

1) Preparation of an analysis of the following factors: Clinical requirements;

environmental influences; availability, relocation, provision and extension of all utilities; local building practices; time schedules for all phases of the project; budget and cost forecasts; pedestrian access and egress patterns;

2) Review of the program, function, scope and intent of the Project.

3) Preparation of an analysis of the area.

4) Preparation of diagrammatic studies of the Project showing, in the case of a project involving a structure, the utilities and other structures.

5) Preparation of an analysis of the probable cost of the Project, based upon square foot area, volume and/or systems involved.

6) Preparation and submission to the University for its approval of a Program Phase

Report.

7) Upload submission through Upstate Medical University’s Construction Project

Management software, Procore.

SCHEMATIC DESIGN: The work of this phase will include the following:

1) Response to all comments from the previous submission through Upstate Medical University’s Bluebeam session.

2) A complete analysis of all applicable codes as they pertain to this scope of work.

3) Response to all comments from the previous submission.

4) Preparation of a schematic design, including all possible options, which will meet the program.

5) Analysis of existing clinical / academic systems affected by this project.

6) Provide initial testing and metering to confirm facility has available mechanical and

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electrical capacity.

7) Provide hydraulic calculations to support Fire Suppression System design in accordance with SUCF Directive 21-1, Fire Protection

8) Submission and coordination with Department of Health as required.

9) Preparation of a schedule defining the duration of full design services and construction.

10) Preparation of a Project Specification outline.

11) Preparation of a project budget.

After review with and acceptance by Upstate, the successful consultant will proceed into:

DESIGN DEVELOPMENT: The work of this phase will include the following:

1) Response to all comments from the previous submission through Upstate Medical

University’s Bluebeam session.

2) Upload submission through Upstate Medical University’s Construction Project

Management software, Procore.

3) Preparation of design documents to resolve the design issues and requests by

Upstate Medical University. Each submission to include:

a. Development of phasing as required to maintain services as required.

b. Development and coordination of the path of travel through the building.

c. Development and coordination of each shutdown required throughout construction

d. Provide a furniture layout and a basis of design. Coordinate the layout, products, finishes and colors with the end user and vendor as required.

e. Coordination shall be required with Upstate IMT department and external vendors.

4) Progress submission of 65% Design Documents including drawings, specifications, updated cost estimate, and updated project schedule, for review by Design and Construction.

5) Progress submission of 100% Contract Documents, including drawings, specifications, updated cost estimate, and updated project schedule, for review by Design and Construction.

6) Determine applicability of Embodied Carbon reporting in accordance with SUCF Directive 1B-2, CLCPA, E.O.22 and SUNY Policy Compliance.

7) Complete projections for emissions calculations and energy savings reporting in accordance with SUCF Directive 1B-2.

8) Submissions and responses to Department of Health as required.

9) Review of the Infection Control for Construction projects. All construction activity in patient care areas must adhere to specific guidelines to control and prevent the spread of infectious agents or infectious diseases that could be transmitted to other hospital patients, visitors, and staff during construction. This standard addresses the minimum protocol for all renovation and new construction work in and/or adjacent to patient care areas. Complete the Infection Control Risk Assessment with the PM and Infection Prevention. The level at which the risk is classified will determine the criteria that the designer must include in the contract documents to direct the contractors/construction personnel to adhere to during all phases of construction.

a) As design commences, and additional details about the project are obtained, Page 11 of 30 SUNY Procedure 7555; Form 7555-01

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the designer shall review additions or changes to the project that may alter the initial determinations of the ICRA. As the design effort progresses, the designer will be responsible for updating the ICRA to include additional provisions based on the criteria in 1.02-A to ensure that all relevant infection control considerations have been included in the assessment.

b) The design professional shall incorporate the specific construction related requirements of the ICRA in the contract documents. The documents will require the contractor to implement these specific requirements during construction.

10) Provide a review of the Life Safety Plan. Review and documentation the Alternate Life Safety Plan/s required for all Phases of construction, all measures affecting life safety.

After review with and acceptance by Upstate, the successful consultant will proceed into:

CONSTRUCTION DOCUMENTS AND BIDDING: The work of this phase will include the following:

1) Response to all comments from the previous submission through Upstate Medical

University’s Bluebeam session.

2) Upload submission through Upstate Medical University’s Construction Project

Management software, Procore.

3) Preparation of Bid documents to resolve the design issues and requests by Upstate

Medical University. Submission to include:

a. Phasing and shutdown coordination as required to maintain services as required.

b. Coordination of the path of travel through the building.

c. Coordination of each shutdown required throughout construction.

d. Furniture layout and a basis of design. Coordinate the layout, products, finishes and colors with the end user and vendor as required.

e. Finish board with end user approval.

4) Proposals for bid documents from each single source vendor.

5) Preparation of documents suitable for bidding of the construction by Upstate

Medical University.

6) Update and refine the Submission of the cost estimate and schedule.

7) Submissions and responses to Department of Health as required.

8) Bid documents will be reproduced and distributed by Design and Construction. The

Consultant will be available during bidding to respond to questions and to prepare any required addenda.

9) Review of the Infection Control for Construction projects. Including all items above.

a) The design professional shall incorporate the specific, construction related requirements of the ICRA in the contract documents. The documents will require the contractor to implement these specific requirements during construction.

10) Bids will be received by Upstate Medical University.

11) Provide a review of the Life Safety Plan. Review and documentation the Alternate

Life Safety Plan/s required for all Phases of construction, all measures affecting life safety.

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12) Provide written confirmation of reasonableness of bidding results.

CONSTRUCTION ADMINISTRATION PHASE SERVICES: The work of this phase will include the general administration of each construction contract awarded for the Project until final completion and acceptance by the University:

The consultant will provide the balance of services as described in the standard SUNY consultant agreement as follows:

1) Preparation of contract documents suitable for construction by Upstate Medical University.

i. Preparation of Signed/Stamped specifications, drawings and any addendum for permitting. Digital and hard copies required.

ii. Provide digital conformed set of contract documents after bidding.

2) Leading regular coordination meetings,

3) Review and accept project schedule with coordination of the Owner.

a) Review of shutdowns

b) Review of Constructability

c) Review of completed work compared to the schedule

4) Provide and review submittal log.

5) Review, management, processing and log all submittals and shop drawings,

a) Review and approval of finishes and changes to the approved finishes.

6) Periodic review of the construction site

a) Verification of construction per the contract documents,

b) Verify markup of as builts per the contract.

c) Verification of construction phase LEED credit adherence.

d) Site inspections and documentation prior to turn over

7) Responding to Request for Information

a) Log and track all RFIs and Changes per UMU requirements

8) Processing change orders and any required technical documents required for changes.

9) Provide UMU with electronic CAD files in .dwg and Autodesk Revit compatible formats for as-built conditions based on changes made during construction and on field modifications recorded by the contractor in national CAD standards based on red line drawings provided by the contractor. Provide additional prints of markups.

10) Review and manage final close out documentation.

11) Review and management of construction administration services through Upstate

Medical University’s Construction Project Management software, Procore.

12) Ensure embodied carbon reporting requirements are met, as applicable, in accordance with SUCF Directive 1B-2, including uploading of contractor Environmental Product declarations (EPDs) into the web-based reporting tool EC3.

13) Complete emissions calculations and energy savings reporting in accordance with SUCF Directive 1B-2.

DISTRIBUTION PANEL INVESTIGATION, LOAD STUDY, & WORK PHASING

When modifying or adding loads to an existing electrical Distribution Panelboard, Switchboard, Page 13 of 30 SUNY Procedure 7555; Form 7555-01

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MCC, and Main Entrances. Also, when considering new and existing equipment loads as well as coordination of existing infrastructure with equipment and furniture layouts. The results of any study will be provided to the UMU Electrical Engineer for review and approval before any design is sealed and signed or on-going construction continues. All investigations and active load monitoring within any “panel(s)” shall be done by a licensed electrician on staff at the Design Consultant. Otherwise, the Design Consultant will contract with a licensed electrical contractor or once construction has started the investigation will be contracted and completed by the Contractor who is performing the electrical work. The electrical contractor will present an energized work permit and work plan to the Upstate Electrical Engineer and the Upstate Electrical System Manager for approval before any investigation is started. All expenses related to this investigation & load study of all “panel(s)” prior or during construction shall be borne by the consulting firm. The following is adapted for the Upstate Campus and Hospitals from the NFPA NEC 2017 Article 220.

• For any distribution panels, switchboards, MCC’s, or main entrances which during construction will include a phased outage will require a complete evaluation of all the circuits by the Design Consultant and their licensed electrical contractor as required. This evaluation will identify all rooms and areas which will experience the outage. Special attention will always be made to clinical areas. Physical Plant will be available for questions but will not be conducting the study. The Design & Construction Project Manager will interface with Clinical Staff to determine Outage times and durations and report those to the Design Consultant during design. The Design & Construction Project Manager will perform or designate an Upstate person to be available during all outages and be in contact with clinical personnel before, during, and after an outage. Physical Plant will work with the Design Consultant in designing any temporaries which may be needed for critical care areas. The physical plant will be notified of all outages Ten (10) Business Days prior to the day of the outage. A much more abbreviated notification is available with the approval of the Director of Design & Construction during times of emergency and unforeseen conditions. All of this information will be included in a phasing plan which the consultant will include in the construction documents. Relative dates will be used rather than explicit dates. Any live work will require a live permit per Upstate EH&S. See the EH&S Electrical Safety policy for all requirements.

• The only exception to the study is the addition of a 20A 1P 120V branch circuit whose load is under 10 Amps and the Distribution Panel has a spot panel load not exceeding 70% of its rated capacity.

• Any and all distribution panels, switchboards, MCC’s and main entrances will be fully examined before the addition of any loads, branch circuits, or feeders. This will include a full review of the panel directory and examination of each OCD having circuit conductors terminated on them. Any breakers which do not have conductors terminated on them will be noted on the panel directory as spare and reported on the submittal. All circuit breakers which have conductors terminated on them regardless of their designation on the directory shall be considered in use and will have to be accommodated in the design documents.

Confirm the name plate ampere rating of the subject load “panel(s)”. Is there a main disconnect? What is the ampere rating of that disconnect. Is the panel MLO? Is it part of a “daisy chain” series of MLO panels? Confirm the size and material of the feeder conductor to the subject load “panel(s)”. What is the equipment grounding method? What is the size

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and material of the grounding conductor? Note that this exercise will need be completed regardless of the available record drawings.

• Confirm the name plate ampere rating of the immediate upstream distribution panel, switchboards, MCC’s or main entrances along with the main disconnect ampere rating and feeder breaker. Confirm the size and material of the feeder conductor to the subject load “panel(s)”. What is the equipment grounding method? What is the size and material of the grounding conductor? A spot current reading will be made of the feeder to this source “panel.” If the spot reading is greater than 30% of the name plate rating, including full value of large off season loads, then this “panel” will require a metered power study as outlined below. Note that this exercise will need be completed regardless of the available record drawings.

• Any and all distribution panels, switchboard, MCC’s or main entrances which are rated 201 Amps or larger will require a 3-Phase current and VA study with a calibrated meter.

This duration of the study will be a minimum of (10) ten days. The interval will be a maximum of fifteen (15) minutes with the average & maximum amp date/time stamped readings during that interval being recorded. The submittal will include the raw data in excel format and a summary graph showing the peaks of each phase current and the VA.

If there is seasonal equipment powered from the subject panel and they are out of season and not running, the name plate rating for that equipment will be added to the largest peak value from the study and be reported.

o The Basis of Design or engineer approved equivalent for the meter will be:

30 to 3000 Amp:

• AEMC AL834 Simple Logger II AC Current Data Logger, 300/3000 A Model: AL834

3001 Amp & above:

• Engineer Consultants’ or Electrical Contractors’ choice & Upstate Electrical Engineer’s Approval.

• Owner provided metering: An option to Design Consultant provided data logging is upon request and acceptance, the Upstate Electrical Engineer will perform the data logging. The information provided will mimic the deliverables noted previously. The Design Consultant will take complete professional responsibility for any of the data provided.

• Any and all distribution panels, switchboards, MCC’s and main entrances which are rated less than 200 Amps shall have two options for studies:

o Perform a meter study as exactly as described for panels 201 Amps and above o Perform a manual study as described hereinafter.

Spot check of the amps on each of the phases and the neutral and record with date/time.

Tabulate the name plate ampere ratings of any loads on each branch circuit that are being removed.

• Designing additional loads for a given distribution panel, switchboard, MCC’s, and main entrances:

o Additional loads shall not exceed 80% of the subject panel’s available capacity nor will they in whole exceed 80% of the subject panel’s source panel. Loads will be calculated based upon the load study plus the full name plate ratings of all proposed loads including convenience outlet calculations. Seasonal loads shall be taken into consideration and specifically noted on any calculations.

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• Designing additional loads for a given panel including the removal of existing loads:

o Additional loads shall not exceed 80% of the subject panel’s available capacity nor will they in whole exceed 80% of the subject panel’s source panel. Loads will be calculated based upon the load study by meter or manual load study.

o Existing loads which are being removed shall be subtracted from the collected meter reading or spot meter reading at 50% of their value. The proposed loads will be added at their full name plate ratings.

o If this procedure results in a load which is at or above 80% of the “panel(s)” rating, the design consultant or contractor will be allowed to make a case for their evaluation. However, the Upstate electrical engineer or UMU manager of electrical system will have the final decision.

o After the modifications are complete, spot readings of the subject panel will be made at least three times over two weeks during the known normal business operating times for which the panel supplies power. If the sample amp reading from the panel do not reflect 80% or less of the “panel(s)” the Design Consultant or Contractor shall remedy the situation at their cost.

• Owner equipment requiring power:

o The Upstate PM will provide to the Design Consultant cut sheet of all the proposed equipment required by the end user during design development. The Consultant will confirm this list at the Design Development drawing review.

o When the project includes the relocation of existing owner equipment which requires electricity, the Upstate PM will provide nominally available name plate data. However, it will be the Consultant’s responsibility to provide the necessary field work to obtain name plate data for each piece of equipment which will be relocated. If the equipment does not have sufficient name plate information to determine the load, the Upstate PM will work with the owner to find out the name plate data from the equipment manufacturer.

• Furniture, existing electrical conditions, and data wiring:

o The consulting firm will coordinate with the architect and furniture vendor on ensuring any existing electrical device, junction boxes, and access points will be readily accessible when construction is complete. There will not be any equipment or furniture which prevents ready access to those items. However, this will not prevent a furniture design which maintains open access below or above the work surface. Additionally, there will be coordination for the furniture electrical connection point and the data cable entrance point.

• Work Phasing:

o The design firm shall include in their contract documents a phasing plan which will include relative dates for the following:

Outages Live Work

• Record Drawings will include adding all panels to the UMU Panel Atlas.

SPECIAL SYSTEM VENDORS AS SUB-CONSULTANTS

The Upstate Medical University maintains a number of systems which by their nature are campus wide and resemble sole source systems. Each of these Systems’ Vendors have long term contracts with UMU and will be involved whenever these systems are modified, Page 16 of 30 SUNY Procedure 7555; Form 7555-01

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contracted, or expanded. As such when Proposed New or Renovation work is to be designed by Professional Consulting Firms on contract to UMU, close coordination between the System Vendor and the Consultant will be required.

This section outlines the required contractual relationship which will be developed between the System Vendor, here after known as the Sub-Consultant, and Consultant for the subject project. This will be for the benefit of UMU for an efficient and cost effective project.

1) The Consultant will confirm with the Owner that they have a full understanding of the impact on these special systems as outlined in the Scope of Work. Failure to understand the scope will not relieve the consultant from the required design work.

2) The Consultant will contract for design services with the below listed system Vendors as a Sub Consultant.

3) The Consultant will provide all User Functional Design Programming, Field Investigation, Design Work, Contract Drawings and Specifications. The Sub Consultant will provide the necessary reviews of the Contract Drawings to confirm that the Design meets the Functional Design Programming and required Integration into the Existing System. This will include a review of any additional equipment required at the Headend and respective Sub-Systems.

4) The consultant will be responsible for indicating the extent of the full pathway (all conduit and wire) for each of the specialty systems within the electrical construction documents (I.e., the project electrician will be responsible for installing conduit and wire for the specialty systems).

a) Specialty system vendors are responsible for coordinating all equipment connections and system requirements with the consultant to be included within the construction documents.

5) The Sub Consultant shall deliver to the Consultant a Quotation (Bill of Materials) for the equipment, material, and services that they will provide to UMU. This will also explicitly state the equipment, material, and work they expect the electrical and/or mechanical contractor to provide in preparation for the additions and/or modifications prior to the Sub-Consultant performing their work.

6) The Sub Consultant will only complete preliminary engineering for the Consultant however their Quotation (Bill of Materials) will include all final engineering, equipment, service, installation, testing, commissioning, and as built drawings. The Consultant will forward this quotation to UMU. It is expected that the Consultant & Sub Consultant will provide a complete design which can be constructed and has included all aspects of the project that a reasonable person would expect.

7) If the User Functional Design Programming or significant User Space Programming changes during the design, it is up to the Consult & Sub Consult to either perform the new design work or the Consultant can attempt to obtain an Engineering Change Order from the Owner. The modified final Quotation (Bill of Materials) will always be provided to the Consultant for UMU.

8) The Quotation (Bill of Materials) provided by the Sub Consultant shall reflect the final pricing which will be included within the construction documents and provided by the general contractor.

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Fire Alarm & Hazard Systems Building Management Systems

Company: Honeywell Company: Siemens Contact: Stephen Guziejka Contact: Juan Blanco Phone: 716-277-1552 Office: 315-437-2726 Email: stephen.guziejka@honeywell.com Email: juan.v.blanco@siemens.com

Nurse Call System Access Control & Surveillance Systems

Company: Hill-Rom Company: Convergint Technologies Contact: Christian Kramer / Danielle Durr Contact: Robert Waloven Phone: 716-308-6716 Phone: 315-236-3332 / 315-362-1084 Email: Christian.Kramer@hillrom.com Email: robert.waloven@convergint.com / danielle.duerr@hill-rom.com

P Tube

Company: Swisslog Healthcare - AMTS Contact: Brittany Whalen Phone: 303-373-7890 Email: brittany.whalen@swisslog.com

Curtain and tracks

Company: On The Right Track Contact: Keil Merrick Phone: 212-625-6636 Email: keil@ontherighttrack.com

Patient Safety Lifts

Company: ARJO Contact: Jeffrey Broecker Phone: 630-222-3116 Email: Jeffrey.Broecker@arjo.com

SUNY UPSTATE BIM/CAD STANDARDS

Upon award of a project, UMU will furnish the consultant with an Autodesk Revit electronic template of our latest BIM modeling standards providing standard formats for title blocks, dimensions, text, line weights, etc. The consultant will be required to comply with the provided UMU BIM modeling standards during their design efforts. The consultant will be required to complete the BIM models to 300 LOD for all trades.

The consultant will furnish UMU one CD of the final design documents in a .dwg format at the time bidding occurs along with a complete Autodesk Revit compatible BIM model that contains the construction drawings prepared directly from the BIM model. UMU will review the documents to determine compliance with the UMU BIM standards. Compliance will be factored into approval of the percent complete of the design as it relates to payment.

Provide UMU with electronic CAD files in .dwg and Autodesk Revit compatible formats for as-built conditions based on changes made during construction and on field modifications recorded by the contractor in national CAD standards based on red line drawings provided by the contractor.

Also, the consultant will be required to provide an as-built BIM model delivered in an Autodesk Revit compatible format as one of the criteria for final payment.

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3.4 Program Budget

No budgetary information will be provided.

3.5 Basic Design Fee

Fee shall be negotiated with the most qualified consultant.

3.6 Subconsultant Staffing

The consultant shall provide a subconsultant staffing list for the project using Form 7555-15, 7555- 16 or 7555-17. This subconsultant staffing list shall include the percent of work to be completed by each subconsultant and indicate whether each subconsultant is a Minority or Women Owned Business.

3.7 Time of Completion Schedule

The design of this project will be 275 days with the anticipated construction of 365 days for the total consultant services of 820 days. This includes approximately 180 days for bidding and contracting.

4 General Conditions The following items will be incorporated into, and made part of, the formal agreement: (1) SUNY’s RFQ; (2) the Successful Offeror's proposal; (3) Exhibit A, Standard Contract Clauses; (4) Exhibit A-1, Affirmative Action Clauses; and, (5) Exhibit B, Procurement Lobbying Form.

In the event of any inconsistency in or conflict among the document elements of the agreement described above, such inconsistency or conflict shall be resolved by giving precedence to the document elements in the following order: (1) Exhibits A and A-1; (2) Exhibit B-Scope of Services, Procurement Lobbying Form, (3) the Agreement; (4) this RFQ; and (5) the Successful Offeror's proposal.

4.1 Additional Terms & Conditions

Consultant Services The above stated services are intended to supplement the Consultant Agreement Form 7555-010 herein attached. The Consultant shall provide complete professional engineering design and services as specified in the Consultant Agreement “Form 7555-010”.

CANCELLATION/TERMINATION

SUNY Upstate Medical reserves the right to suspend or cancel services on any portion of this contract on seven (7) days’ written notice. In the event of such termination, payment shall be made to the consultant on a pro-rate basis for work actually performed.

Additionally,…