REQUEST FOR PROPOSAL STRUCTURED CABLING SCOPE

Transcription

1 REQUEST FOR PROPOSAL STRUCTURED CABLING SCOPE COLORADO HOUSING AND FINANCE AUTHORITY REQUESTED BY: JLL th Street Suite 1900 Denver, Colorado JLL IP, Inc. All rights reserved. All information contained herein is from sources deemed reliable; however, no representation or warranty is made to the accuracy thereof. 1

2 Table of Contents PROJECT TEAM REQUEST FOR PROPOSAL A. Project Description B. Scope of Services C. Response Protocol D. Fee for Basic Services E. Evaluation Criteria F. Additional Requirements Exhibit A - INSURANCE REQUIREMENTS 2

3 Project Team CLIENT: CHFA CLIENT S REPRESENTATIVE: JLL Cathy Harris th Street, Suite 1900 Denver, CO Cathy.Harris@am.jll.com ARCHITECT: Oz GENERAL CONTRACTOR: i2 NOTE All correspondence, questions, and communication will be with the Clients Representative only. Any other attempts at communication, other than with the parties outlined above is grounds for bid disqualification. Please present questions in written form only. CONFIDENTIAL INFORMATION All the information contained in this Request for Proposal (RFP) is confidential and shall not be discussed with anyone, except for the purpose of responding to this RFP, without expressed consent from the Client or Client s Representative. 3

4 Request for Proposal August 24, 2016 RE: CHFA Request for Proposal (RFP): Structured Cabling Scope 1981 Blake Street Denver, Colorado To Whom It May Concern: JLL invites your firm to submit a proposal to provide structured data cabling installation for the above-referenced project CHFA. Electronic proposals are due no later than Monday, September 12/16 at 10:00 a.m. and shall be based on a lump sum basis. The project description, scope of services being sought, and specifics are outlined below: A. Project Description The scope of this project is to provide structured data cabling for the remodel of CHFA s existing building at 1981 Blake Street. The space is comprised of approximately 63,863 usable square feet and is a second generation space. The build-out will accommodate approximately 180 people. Key elements to the space include: 1. Lobby/reception 2. Open office space with 141 workstations 3. Private offices (35) 4. Conference rooms (17) 5. Phone Rooms 6. Break rooms 7. Copy areas 8. MDF/IDF rooms 9. Training rooms (2) 10. Restrooms 11. Elevator lobby 12. Fitness room 13. Work Rooms The project is anticipated to track against the following milestone schedule: Start Date End Date Construction Documents Complete Temporary Relocation November 2016 May 2017 Construction November 2016 May 2017 Substantial Completion May 2017 Final Relocation May 2017 Occupancy May

5 B. Scope of Services 1. The contractor shall provide and install the materials specified herein and any other materials, as required, to deliver a fully functional and operational network within the specified space(s) mentioned in the scope of work, including but not limited to: a. Data cables from the client s MDF - Floor/Space. b. Data cabling (Category 5e); The contractor shall provide plenum-rated cabling. Provide alternate pricing for CAT 6 c. Data cabling from patch panels in the MDF - Floor/Space/IDF to each specific location shown on the architect s plans with specific cable counts required. Refer to spreadsheet. d. All connectivity infrastructure (data/fiber outlets, cabinets/racks, ladder-rack, patch panels and patch panels, etc. will need to match customer requested spec (if applicable). A sample infrastructure elevation drawing is required. e. All infrastructure cabling will be dresses and supported using Velcro for tidy, professional cable management. 2. The contractor shall provide and install cable infrastructure components (cables, jacks, faceplates, distribution and termination devices, patch panels, patch cords, relay racks, etc.) from a single-source manufacturer to ensure optimal beyond-standard system performance and single point-of-contact warranty support. 3. Connectivity patch cords used shall be of bonded-pairs construction, to ensure long term durability during normal wear-and-tear. 4. All Connectivity devices such as data cable, outlet(s), jack(s), patch panel(s), terminal block(s), rack/cabinet(s), and other equipment shall be clearly labeled and identified with machine generated non-smudge labels. 5. The contractor shall be responsible to determine the actual amount of cable required, as well as the actual quantity of all contractor provided materials unless the quantity is specified by the Client. 6. The contractor shall provide and install any expendable materials required for the job, such as Velcro, cage mounting screws/nuts, labels, tape, hardware, grounding supplies, tools, etc and other normal job expendables. 7. Conduits, sleeves, plywood and other infrastructure required for the telecommunications distribution plant will be provided by others. These items should be explicitly covered in an exclusion sheet attached to your proposal. 8. The contractor shall be responsible to coordinate/manage the work with other trades as necessary to maintain order on the job and shall work closely with the construction manager/site contact. 5

6 9. All work shall comply with applicable codes, laws, standards and ordinances wherever the project resides. 10. All cabling installation work shall comply with the TIA-568 family of standards and BICSI installation guidelines. 11. All finished cabling runs shall be tested in accordance with TIA-568-C.2 standard for copper and in accordance with TIA-568-C.3 for optical fiber, with PASS results using a Fluke DTX-1800 or comparable device. The Client shall be provided summary results in hard copy and detail results in softcopy form. 12. The contractor shall engage in communication and/or meetings with the Architect, Engineer, General Contractor, Electrical Contractor, Project Manager, Client Personnel and other required persons to discuss, review and address coordination issues, Client requirements and specific-system functionality. 13. Upon project completion, the contractor shall provide a certification and warranty from the manufacturer that provides minimum 25-year warranty and lifetime application assurance, with materials and labor covered. 14. The contractor shall provide as-built drawings/rack elevations in accordance with Client s naming convention should be submitted to the Client upon the completion of the project. If Client does not provide naming convention, vendor will provide naming convention to the Client for review and approval. Drawings should be on flash drive utilizing the latest AutoCAD version. A hardcopy map of the cabling plant shall also be provided, in scale large enough to be legible. 15. All technicians shall have a working knowledge of a data center environment and be familiar with code(s) and best practices. Please refer to the attached architectural plans for the proposed layout. C. Response Protocol RFP responses must be submitted in an organized manner, each copy should address distinct sections as listed in the RFP Table of Contents. All RFP responses should have consecutively numbered pages. All questions or comments concerning this RFP must be made via to Cathy Harris. JLL is requesting one electronic response, which may be ed directly to Cathy Harris at: cathy.harris@am.jll.com 6

7 D. Fee for Basic Services Respondents are to provide the cost of services as a lump sum fee based on the Cabling Bid Form spreadsheet. The scope of work shall include the following: System Design Infrastructure Cabling Patch Panels, jacks, distribution panel (LIU) and termination devices. Supports, ladder rack, relay racks, cabinets Patch Panels Consumables Labor Taxes/Other E. Evaluation Criteria The proposal review process will be private. The basis for selection will include, but not limited to: 1. The understanding the firm has of the purpose and scope of the project and of the work to be accomplished. 2. The firm s general approach and methodology for meeting the requirements of the Project, including the Change Order process and fees. 3. Ability of the firm to successfully accomplish the project based on factors such as staff resources, technical expertise, project management, organizational commitment, and understanding of the project schedule. 4. Cost proposal for the service requested. 5. Completion schedule. 6. Proposed team members. 7. Diversity status F. Additional Requirements 1. Open Records Act Request As part of the application certification, the applicant acknowledges that the application and all materials submitted by applicants constitute public records within the meaning of the Colorado Open Records Act (Colorado Revised Statutes Section et seq.). The applicant further acknowledges and agrees, as part of the application certification, that CHFA will not treat any part of the 7

8 application and submissions as a record that is not subject to release to the public, unless such material is segregated and clearly designated as falling within an exception to the Colorado Open Records Act. Otherwise, CHFA will make such material available for inspection and copying (for a charge of $0.25 per page) upon the request of any person. As part of the application certification, the applicant further acknowledges and agrees that even material which is so segregated and designated may become public subject to release upon a successful challenge by a member of the public. 2. Relationship with Owner CHFA will provide the applicant with notice as soon as possible of any request for disclosure. The burden is solely on the applicant to take such actions as it deems necessary and appropriate to shield such material from disclosure. The applicant must agree to indemnify CHFA from any claims arising or related to CHFA s disclosure or nondisclosure of materials submitted to CHFA related to the application. Bidder should take note of the following policy statement and agrees that by submitting a bid response, Bidder accepts and will comply with the following: OWNER seeks and promotes an open, competitive process for the purchase of goods and services consumed by the Firm. Responders that may have a conflict of interest may propose however, they must disclose such conflicts, and provide information on how to mitigate this conflict. 3. Terms and conditions of the RFP Responders are advised that the Client must make selections based on its determination of which suppliers can offer the optimum value proposition. This value proposition is a combination of price, terms, quality, functionality and service capability. All proposals and any other material submitted in response to this RFP will become the property of OWNER. Acceptance of a proposal does not commit OWNER to award a contract to any Bidder, regardless of whether or not the proposal meets all the requirements stated in this RFP, nor does it limit OWNER s right to negotiate in its best interests. OWNER reserves the right to reject any or all proposals and price quotations received for any reason whatsoever. Neither the receipt of any proposal, nor failure to reject any proposal shall impose any legal obligation on OWNER. OWNER reserves the right to select and negotiate with those companies it deems qualified for competitive bidding and to 8

9 terminate negotiations at any time without incurring liability. OWNER reserves the right to enter into discussions and/or negotiations with one or more qualified Bidders at the same time. OWNER reserves the right to terminate the entire RFP process at any time without incurring any liability. Bidder is not authorized to assign this RFP to any other entity without OWNER s prior written approval. Subcontractors, if any, must be clearly identified in the financial proposal. Mandatory requirements, notices, and other critical information shall be designated as such and shall be displayed in this format. Noncompliance with timelines, mandatory requirements or other critical elements will cause Bidder disqualification from this RFP. 4. Incurred proposal expenses 5. Jones Lang LaSalle roles and responsibilities 6. Timing of the Validity of Proposals 7. Silence of Specification 8. Request for Clarifications and Addenda If a Bidder is unwilling or unable to meet any RFP requirement, an explicit statement to that effect must be made in the proposal as an exception. Bidder shall be responsible for its costs of preparing and responding to this proposal and shall not be compensated for labor or materials costs. Jones Lang LaSalle shall act as the Client s agent in negotiating real estate transactions and in providing project management support. This proposal shall be valid for a period of 90 days from the proposal date and may not be withdrawn once submitted. The apparent silence of the specifications as to any detail, or the apparent omission from it of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practice is to prevail and only material and workmanship of the first quality are to be used. Proof of specifications compliance will be the responsibility of the Bidder. This RFP is open to innovative and creative responses. Any ideas that would make attainment of OWNER s stated objectives simpler, more efficient, and/or cost effective are expected and will be gladly accepted. Bidder is encouraged to respond to this RFP with creative ideas regarding product, process and systems as long as the RFP requirements are met. All questions regarding this Request for Proposal should specifically address the requirements, requests, concerns and options stated throughout this RFP and should be made in writing and submitted via 9

10 9. Changes to bidders proposals 10. Addenda to the RFP 11. Right to correct Minor Irregularities 12. Withdrawal of Proposals 13. Disqualified Bidders to OWNER s Representative. All questions and responses will be shared with all bidders. Changes in Bidder s proposal will be allowed as long as they are received prior to the submission deadline. Changes to proposals must be submitted to the OWNER Representative referenced above. Proposal changes must be submitted following the proposal delivery instructions noted in this RFP. If it becomes necessary to revise any part of this RFP, revisions will be provided in writing to all Bidders who are known to have received a copy of the RFP and will be sent via . Potential Bidders shall acknowledge, in writing, receipt of all amendments, addenda and changes issued in connection with this RFP by submitting an affirmative statement in the proposal. OWNER reserves the right to correct, or allow the Bidder to correct, minor irregularities in the proposals if the best interests of OWNER will be serviced by doing so without incurring any liability. A Bidder may withdraw his/her proposal after it has been submitted, if such a request is made in writing prior to the deadline for receiving the proposals. At its sole discretion, OWNER may disqualify or reject any of the Bidders. Examples of causes that may be considered as sufficient for the disqualification and/or rejection of a Bidder s proposal include: 1. More than one (1) proposal for the same contract from an individual, firm or corporation under the same or different name. 2. Evidence of collusion among bidders. 14. Contract Term/Duration 15. Bidders Responsibilities 3. Unsatisfactory performance record as evidenced by past experience. The final terms of the contract shall be negotiated with the selected Supplier at the conclusion of the RFP process, and contingent upon acceptable Supplier and product performance, price competitiveness and service level fulfillment. The terms of the contract may include renewal options to be exercised at the discretion of OWNER and a mutually agreed upon cancellation clause relative to performance and business environment changes. Bidder is responsible for examining this RFP and the Exhibit(s). Failure to do so will be at the sole risk of the Bidder. Should the Bidder find discrepancies, omissions, unclear or ambiguous intent or meaning, or should any question arise concerning this RFP, Bidder shall notify OWNER s Representative of such findings. Should such matters remain unresolved by OWNER prior to Bidder s preparation of its proposal, such matters must be addressed in Bidder s proposal. It is the Bidder s responsibility to be informed of the questions and 10

11 16. Exceptions and other Information responses ed back to the Bidder. All proposals must clearly set forth any restrictions or provisions deemed necessary by the Bidder to effectively service the proposed RFP. Identify any exceptions, conditions, liabilities, or limitations Bidder s organization may have to any of the requirements of this RFP. Bidder should also submit any other information that Bidder deems necessary or relevant in assisting OWNER in the evaluation of Bidder s proposal. 17. Prime Contractor Identify any part of the services described in Bidder s response, which are not provided entirely by Bidder s Company. Provide full operational documentation for any business partner, subsidiaries, subcontractors, affiliates, and sister companies and identify and explain any differences. The use of subcontractors may be accepted, at OWNER s discretion, but only with the notification and advance written approval of OWNER. Explain the rationale for proposing a partner versus a single source provider. Identify the parent Company by name to the respective OWNER office(s). 18. Consortium Bidding For consortium bidding, it is the Bidder s responsibility to provide all information to its sub-bidders regarding the provisions of the bid documents and any other information the sub-bidders may require. Contact between OWNER and the sub-bidder shall be only through the Bidder, and the Bidder shall so inform the sub-bidders. OWNER reserves the right to approve the sub-bidders and third party bidders. 19. Diversity Identify whether Company is an MBE (Minority Business Enterprise), WBE (Woman-owned Business Enterprise) or owned by a (DV) Disabled Veteran and provide date of certification. 20. Record Keeping and Audit rights Describe Company diversity policy, if any, that outlines specific goals to increase or maintain specific levels of hiring and business partnerships with an MBE, WBE, or DV. OWNER may require Bidder to provide certifications by the NMSDC (National Minority Supplier Development Council) and/or its local affiliates or by the WBENC (Women Business Enterprise Network Council), respectively. OWNER will not discriminate on the basis of race, sex, religion, age, handicap, color, creed, sexual orientation or national origin with regard to obligations, work or services performed under the terms of any contract ensuing from this proposal. Any Supplier providing goods or services under any contract shall maintain accurate accounting records for all goods and services provided there under, and shall retain all such records for a period of at least five (5) years following termination of the contract. Upon reasonable notice and during normal business hours, OWNER, or any of its duly authorized representatives, shall have access to and the right to audit any records or other documents pertaining to the 11

12 contract. OWNER's audit rights shall extend throughout the term of the contract and for a period of at least five (5) years thereafter. The Supplier shall permit OWNER to audit the Supplier s records of orders and invoices to assure the validity of pricing and charges to OWNER are correct and accurate. If OWNER elects to perform onsite audits, OWNER will provide the Supplier advance notice to such audits and perform the audits during normal business hours with a minimum disruption to the Supplier s activities. 21. Tax Exemption CHFA is a nonprofit organization 501C3 organization and holds tax exempt status. The sales tax exemption applies to all federal, state and RTD tax. The exemption does not apply to City and County of Denver Sales Tax for materials used by construction contractors who may perform contracts for CHFA; they are a taxable consumer of all personal property purchased and used in the performance of contracts for others. In order to qualify for the Denver sales tax exemption, purchases must be billed direct to CHFA and payment must be made from CHFA funds. In the absence of purchase orders, CHFA is required to furnish the vendor / contractor with an authorization to purchase on CHFA letterhead. The vendor / contractor must retain the same in their files to support the exempt sales. 22. Undocumented Workers All workers must be verified. No undocumented workers will be permitted to work on this project. All workers must be e-verified. 12

13 EXHIBIT A Insurance Requirements The Contractor must carry insurance coverage including, but not less than the following: Contractor shall maintain in full force throughout the Term, commercial general liability insurance providing coverage for combined bodily injury and property damage on an occurrence form basis with limits of not less than Two Million Dollars ($2,000,000.00) each occurrence and Ten Million Dollars ($10,000,000.00) annual general aggregate. The annual general aggregate limit for bodily injury and property damage shall apply on a per location basis. Contractor s liability insurance policy or policies shall include, but not be limited to, coverage for third party liability risks, including bodily injury and death, premises and operations liability coverage, and property damage coverage for injury to or destruction of property of others. The policy of liability insurance shall add or list the Client, Landlord, its partners and/or members, the property manager as additional insureds, which endorsements shall cover, at a minimum, liability arising out of Contractor s operations or Premises rented to Client. In addition, Contractor shall, during the Term hereof, obtain and keep in full force and effect worker s compensation insurance and vehicle insurance on all vehicles used in connection with Tenant s operations at the Premises, each with coverage as required by the State of Colorado. Each policy of insurance required under this Section shall: (i) be in a form, and written by an insurer, reasonably acceptable to Landlord, (ii) be maintained at Contractor s sole cost and expense, and (iii) require immediate notice to Client prior to any cancellation, nonrenewal or material modification of insurance coverage. Insurance companies issuing such policies shall have a rating classification of A- or better and financial size category rating of VII or better according to the latest edition of the A.M. Best Key Rating Guide. All insurance companies issuing such policies shall be authorized to do business in the state where the Property is located. Contractor also shall carry coverage protecting and indemnifying against fraudulent or dishonest acts by its employees, as well as design liability coverage, with limits of liability of not less than $2,000,000 in any one occurrence. These insurances must be in full force and effect at all times during the term of the agreement. 13