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Request for Qualifications Professional Design

Services UH 3 South Renovation

151355/1160

08/06/2026

Upstate Medical University 750 East Adams Street, Syracuse, New York 13210

Attn: Jeanie Pender

151355/1160 - UH 3 South Renovation

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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

4.2.11 Vendor Responsibility

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

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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 the existing 3 South wing of University Hospital. The project will create a dedicated Procedural and Recovery area for Interventional Radiology patients, similar in function and layout to the Heart and Vascular Center.

The proposed renovation will include three Interventional Radiology procedure rooms, consisting of one biplane room and two single-plane rooms, along with a dedicated CT Procedural Scan room.

The project will include a complete gut renovation of approximately 15,000 square feet of existing space.

The scope of work will also include electrical infrastructure upgrades, including transitioning power from 3 West to the new substation to provide additional capacity for the hospital’s future equipment needs. Mechanical upgrades will be required to meet current code requirements for procedural environments, including HVAC improvements. The project will also include all associated architectural, structural, mechanical, electrical, and plumbing renovations required to support the new clinical program.

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

2 Instructions (Instructions to consultants, as applicable)

Proposals are due by 2:00 PM , Wednesday, September 16, 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

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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 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 consultants’ 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;

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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.

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

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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.

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.

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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.

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 Zachary Hurd (Hurdz@Upstate.edu). The RFQ is due 2:00 PM – Wednesday, September 16, 2026. The date and time for the last questions to be considered is 5:00 PM –Wednesday, September 9, 2026. All questions will be answered by 5:00 PM – Thursday, September 10th, 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 for the renovation of the existing 3 South wing of University Hospital. The project will create a dedicated Procedural and Recovery area for Interventional Radiology patients, similar in function and layout to

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the Heart and Vascular Center.

The proposed renovation will include three Interventional Radiology procedure rooms, consisting of one biplane room and two single-plane rooms, along with a dedicated CT Procedural Scan room.

The project will include a complete gut renovation of approximately 15,000 square feet of existing space.

The scope of work will also include electrical infrastructure upgrades, including transitioning power from 3 West to the new substation to provide additional capacity for the hospital’s future equipment needs. Mechanical upgrades will be required to meet current code requirements for procedural environments, including HVAC improvements. The project will also include all associated architectural, structural, mechanical, electrical, and plumbing renovations required to support the new clinical program.

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

3.1 A minimum of ten (10) years experience in design of Radiology suites/wings for both the architectural firm and its team members is required.

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.

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 a Program Phase

Report.

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

Management software, Procore.

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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 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

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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 detail about the project is obtained, 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

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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.

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 mark up 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

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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, 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, switch boards, 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

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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 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.

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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.

• 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:

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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 system are modified, 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, hear 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.

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7) If the User Functional Design Programming or significant User Space Programming changes during the design, it be 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.

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 Coordinate with Env services Jason R or Sue Murphy

Patient Safety Lifts Company: ARJO Contact: Jeffrey Broecker Phone: 630-222-3116 Email: Jeffrey.Broecker@arjo.com Coordinate with safe patient handling

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.

mailto:stephen.guziejka@honeywell.com mailto:juan.v.blanco@siemens.com mailto:Christian.Kramer@hillrom.com mailto:robert.waloven@convergint.com mailto:danielle.duerr@hill-rom.com mailto:brittany.whalen@swisslog.com mailto:keil@ontherighttrack.com mailto:Jeffrey.Broecker@arjo.com

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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.

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 360 days with the anticipated construction of 540 days for the total consultant services of 1,020 days. This includes approximately 120 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”.

http://www.suny.edu/sunypp/lookup.cfm?lookup_id=775 http://www.suny.edu/sunypp/lookup.cfm?lookup_id=776 http://www.suny.edu/sunypp/lookup.cfm?lookup_id=776 http://www.suny.edu/sunypp/lookup.cfm?lookup_id=777

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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, SUNY shall have the right to terminate this contract early for (i) unavailability of funds; (ii) cause; (iii) convenience; (iv) in the event the State Finance Law sections 139-J and 139-k certifications are found to be intentionally false or intentionally incomplete; or, (v) if applicable, the Department of Taxation and Finance Contractor Certification Form, ST-220-CA, statements are found to be false or incomplete.

CONSULTING SERVICES REPORTING REQUIREMENTS

State Finance Law Sections 8 and 163 require that State contractors disclose by employment category, the number of persons employed to provide services under a contract for consulting services, the number of hours worked and the amount paid to the contractor by the State as compensation for work performed by these employees. This includes information on any persons working under any subcontracts with the State contractor. A definition of contracts for consulting services includes any contract entered into by a State agency for analysis, mental health services, accounting, auditing, paralegal, engineering, or similar services. These requirements shall apply to the Successful Consultant who is awarded this contract as a result of this RFQ. Any Consultant, who responds to this RFQ, by submission of a proposal, shall signify that it agrees to comply with these requirements.

The Successful Consultant while performing its obligations under this Agreement will be providing services under a “consulting agreement” (as defined by New York State Finance Law).

Therefore, the Successful Consultant will be required to complete the State Consultant Services Contractor’s Planned Employment form (known as “Form A”) prior to final execution of any State contract.

PROCUREMENT LOBBYING LAW

In compliance with the Procurement Lobbying Act signed into law by Governor Pataki in August 2005, and effective January 1, 2006, permissible contact by an Offeror in relation to any specific procurement in excess of $15,000 should be made only with authorized personnel of SUNY Upstate Medical University who are designated as the contact person(s), i.e. the designated Contacts. For this RFQ, those contact person(s) shall be: Jeanie Pender, Contracts Administrator, Contracts & Campus Purchasing, 315-464-8706, PenderJ@upstate.edu . The restricted period for this procurement is defined as: SEPTEMBER 16, 2026 until final contract approval by SUNY Upstate Medical University or the Office of the State Comptroller as may be required.

4.1.1 Vendor Debriefing

Upon notification of the selection and award of a contract unsuccessful offerers may request in writing a debriefing of the results of their response to this solicitation. Requests for debriefing must be received within a reasonable timeframe, not more than 30 days after notice of award.

mailto:PenderJ@upstate.edu

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4.1.2 Proposal/Qualifications Confidentiality

All proposals and qualifications submitted for SUNY’s consideration will be held in confidence.

However, the resulting contract is subject to the New York State Freedom of Information Law (FOIL). Therefore, if an Offeror believes that any information in its proposal constitutes a trade secret or should otherwise be treated as confidential and wishes such information not to be disclosed the Offeror shall submit with its proposal a separate letter to the designated contact. The letter shall specifically identify the page number(s), line(s) or other appropriate designation(s) containing such information, explaining in detail why such information is a trade secret and formally requesting that such information be kept confidential. Failure by an Offeror to submit such a letter will constitute a waiver by the Offeror of any rights it may have under Section 89(5) of the Public Officers' Law relating to protection of trade secrets.

The proprietary nature of the information designated confidential by the Offeror may be subject to disclosure if ordered by a court of competent jurisdiction. A request that an entire proposal be kept confidential is not advisable since a proposal cannot reasonably consist of all data subject to FOIL proprietary status.

4.1.3 Information Security Breach and Notification Act

The Offeror shall comply with the provisions of the New York State Information Security Breach and Notification Act (General Business Law Section 899-aa and State Technology Law, Section 208). The Offeror shall be liable for the costs associated with such breach if caused by its negligent or willful acts or omissions, or the negligent or willful acts or omissions of its agents, officers, employees or subcontractors.

4.2 Required Consultant Documentation

4.2.1 Minority & Woman Owned Business Enterprises Participation Pursuant to New York State Executive Law Article…