REQUEST FOR PROPOSAL RFP #12-09 SUPPLY AND INSTALLATION OF A NETWORK CABLING SYSTEM, AND TELEPHONE SYSTEM WEST OAK TRAILS ELEMENTARY

Transcription

1 REQUEST FOR PROPOSAL RFP #12-09 SUPPLY AND INSTALLATION OF A NETWORK CABLING SYSTEM, AND TELEPHONE SYSTEM WEST OAK TRAILS ELEMENTARY Issue Date: Tuesday, May 22, 2011 Issued by: Halton Catholic District School Board Closing Date: Wednesday, June 6,

2 HALTON CATHOLIC DISTRICT SCHOOL BOARD Request for Proposal RFP#12-09 SUPPLY AND INSTALLATION OF A NETWORK CABLING SYSTEM, AND TELEPHONE SYSTEM WEST OAK TRAILS ELEMENTARY TABLE OF CONTENTS 1. General Information Page 3 2. Acceptance of Proposal Page 4 3. Terms and Conditions Page 5 4. Evaluation Criteria Page Submission Label Page Specifications Page Pricing Form A Page Pricing Form B Page Pricing Form C Page Appendix A Site Drawings Page 26 2

3 HALTON CATHOLIC DISTRICT SCHOOL BOARD PURCHASING SERVICES REQUEST FOR PROPOSAL RFP #12-09 SUPPLY AND INSTALLATION OF A NETWORK CABLING SYSTEM, AND TELEPHONE SYSTEM WEST OAK TRAILS ELEMENTARY INFORMATION TO BIDDERS Sealed proposals shall be submitted on the attached proposal form to: Daniel Tkalcic, Purchasing Officer, Purchasing Services Halton Catholic District School Board P.O. Box 5308, 802 Drury Lane, Burlington, Ontario. L7R 4L3 Before the specified closing time of 2:00:00 PM (EST) on the closing date requested. CLOSING DATE OF THIS PROPOSAL Wednesday, June 6, 2012, 2:00:00 p.m. All proposals must comply in accordance with all regulations, terms, conditions and specifications set forth in the proposal document. Restrictive or conditional statements by the bidder on the Request for Proposal (RFP) will subject the proposal to disqualification. Any clarification of the Request for Proposal documents required by the submitter, prior to submission of its proposal shall be requested through the Purchasing Department of the Halton Catholic District School Board. Any such clarifications so given shall not in any way alter the proposal documents and the supplier and the Board hereby agree that in no case shall oral arrangements be considered. No Officer, Agent or Employee of the Board(s) is authorized to alter orally any portion of the document. The Halton Catholic District School Board (HCDSB or Board) reserves the right to accept or reject any proposal, whichever, in the Boards opinion is in its own best interest. Late bids will not be considered or accepted. Faxed or ed bids will not be considered or accepted. Bids not appropriately signed as an original document will be rejected. FOR FURTHER INFORMATION OR ENQUIRIES, PLEASE CONTACT: THE HALTON CATHOLIC DISTRICT SCHOOL BOARD, DANIEL TKALCIC, PURCHASING OFFICER PURCHASING SERVICES 802 Drury Lane, Burlington, Ontario L7R 4L3 Telephone: , ext. 132 Fax: tkalcicd@hcdsb.org 3

4 HALTON CATHOLIC DISTRICT SCHOOL BOARD I/We do hereby agree to supply and/or install the materials, equipment and services as provided herein in accordance with the terms and conditions of this proposal. No other conditions shall apply. I/We have read, understood and agree to abide by all terms and conditions contained in this document and we are authorized by the Bidder to bind the firm. I/We declare that this proposal is made without collusion, knowledge, comparison of figures or arrangement with any other company, firm or person submitting a proposal for the same work and is in all respect fair and without collusion or fraud. I/We declare that to our knowledge no member of the Board of Trustees, and no officer or employee of the Board is, will be, or has become interested, directly or indirectly, as a contracting party, partner, or in the supplies; work or business in connection with the said Contract, or in any portion thereof, or of any supplies to be used therein, or in any monies to be derived there from. Acceptance of this Proposal will be made by Purchase Order (where applicable) FAILURE TO SIGN THIS DOCUMENT OR AFFIX YOUR CORPORATE SEAL WILL RESULT IN YOUR BID BEING REJECTED. I/WE HAVE READ, UNDERSTAND AND AGREE TO ABIDE BY ALL TERMS AND CONDITIONS CONTAINED IN THIS DOCUMENT AND WE ARE AUTHORIZED BY THE BIDDER TO BIND THE FIRM. PAYMENT TERMS: COMPANY: DATE: AUTHORIZED SIGNATURE: PRINT NAME: TITLE: PHONE NUMBER: FAX NUMBER: Note: A purchase order number will not be issued to a successful bidder unless all required documentation as noted above has been received and has been confirmed as being in order. 4

5 PROPOSAL TERMS AND CONDITIONS INTENT The intent of this document is to procure for the Halton Catholic District School Board (the Board) the goods and/or services indicated in accordance with the specifications outlined herein. To this end, the evaluation process in determining which bid will result in an award will consist of consideration being given to: price, delivery, quality of goods/services, performance and any special or extra costs involved therein, enhancement to minimum specifications and bidder qualifications, both financial and reliability. The award of this proposal will be on the basis of the most cost effective bid received in the opinion of the Board. CONTRACT DURATION All proposed cabling work MUST be complete and operational 4 weeks before the opening date of the school. The telephone system MUST be complete and operational 3 weeks before the opening date of the school. The subject location is scheduled to open August 20, CONTRACT The contract will be governed by and interpreted in accordance with the Laws of the Province of Ontario. ADDENDUM All questions pertaining to this proposal should be in writing, addressed to: Daniel Tkalcic, Purchasing Officer, Purchasing Services, by tkalcicd@hcdsb.org or fax ( ). Should questions raised by a bidder necessitate an addendum to this Request for Proposal, the addendum will be posted on the Biddingo website: and the Halton Catholic District School Board Website: It is the responsibility of each bidder to check the website often for Addenda at Biddingo. All questions must be forwarded in writing no later than Wednesday, May 30, 2012, 12:00pm. Each addendum (if applicable) must be acknowledged in the bidder s proposal as received and signed. Failure to do so will result in the bid submission being rejected. LEGAL The Board in its absolute discretion, may reject an RFP submission if the bidder or any officer or director of the bidder is or has been engaged, either directly or indirectly through another corporation, in a legal action against the Board, its elected or appointed officers and employees in relation to any other contract or service or any matter arising from the Board s exercise of its powers, duties or functions. CHANGES TO PROPOSAL Any changes or revisions will be issued as a formal addendum to all bidders. All addenda will be signed and acknowledged by bidders. BIDDERS KNOWLEDGE The submission of the proposal shall be deemed proof that the bidder(s) is satisfied as to all the provisions of the proposal, of all the conditions which may be encountered, of what materials/services they will be required to supply, or 5

6 any other matter which may enter into the carrying out of conditions of the proposal, to a satisfactory conclusion. No claims will be entertained by the Board based on the assertion by the bidder(s) that they were uninformed as to any of the provisions or conditions intended to be covered by this proposal. BIDDER RESPONSIBILITIES Bidders shall carefully examine and study all of the documentation in order to satisfy themselves by examination as to all conditions affecting the scope of work to fulfill the contract. The Halton Catholic District School Board shall not be held liable for any errors or omissions in any part of this RFP. While every effort has been made to ensure accurate representation of information, the information is not guaranteed or warranted to be accurate by the Board. The Halton Catholic District School Board is not liable for any costs incurred by the Bidder in the preparation of their response to the Proposal or presentation/interviews, if required. Furthermore, the Halton Catholic District School Board shall not be responsible for any liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any Bidder, prior or subsequent to, or by reason of the acceptance, or non-acceptance, withdrawal by the Halton Catholic District School Board of any Proposal, or by reason of any delay in the award of the Proposal. BID FORMAT No oral, telegraphic, telephone or facsimile proposals will be considered. Proposals which are late, illegible, presented in pencil, not original, or unsigned, will be rejected. Where other information is requested, this information forms a part of the proposal and must be completed. The envelope must be clearly marked with the appropriate proposal name and number on the outside of each envelope. The envelope must be clearly marked with the company name of the bidder. SUBMISSION PROCEDURES Proposals must be completed on the forms provided. A total of four (4) copies of the proposal submission must be submitted. Proposals not completed as requested may be rejected by the Board acting in its absolute discretion. Proposals must be signed, in the spaces provided, in ink, in longhand, by the submitter or such person who is authorized by the submitter, the Board may accept the signature as being that of a person that is authorized to submit a proposal. Any unsigned Proposal will be declared invalid. Each tender submission form (where applicable) must be submitted completely for the tender to be considered. ALTERATIONS & CANCELLATION OF PROPOSAL The Halton Catholic District School Board reserves the right to alter the date of this proposal or to cancel this proposal without any penalty or cost to the Board. BID OWNERSHIP All information obtained by the Bidder in connection with this proposal is the property of the Halton Catholic School Board and must be treated as confidential and only used for the purpose of replying to this Proposal, and for fulfillment of any subsequent contract. 6

7 ORAL INFORMATION No information given orally by the Board or by means of telephone will be binding nor will it be so construed as to change the requirements of a proposal in any way. IRREVOCABLE RESPONSE The proposal submitted is irrevocable by the bidder and will remain in effect and open for acceptance for a minimum period of sixty (60) days following the closing date unless otherwise specified. AWARD STRATEGY The lowest or any proposal is not necessarily accepted unless otherwise stated; the Board reserves the right to accept any portion thereof. Past performance may be considered when awarding the proposal. Performance includes delivery, number of back orders, follow-up on problems that may arise, substitutions on items or service. The final award will be based on the submission that complies with the provisions of this bid solicitation, including specifications, contractual terms and conditions, and who can reasonably be expected to provide satisfactory performance on the proposed contract based on reputation, references, performance on previous contracts, and sufficiency of financial and other resources. No proposal shall be deemed to be accepted by the Board until such time as notice in writing of the acceptance thereof has been forwarded by the Board to the successful bidder hereinafter disclosed. Upon issuance of a purchase order, the Proposal document shall serve as a binding contract between the successful bidder and the Board. The Board reserves the right to reject the proposal of any Bidder who does not furnish satisfactory evidence of sufficient qualification, to successfully execute and complete the work. In the event of any disagreement between the Board and the Bidder regarding the interpretation of the provisions of the Proposal, the representative of the Halton Catholic District School Board or an individual acting in that capacity shall make the final determination as to interpretation. TIE BREAKER Should tie bids be received on any item or list of items with other things being equal, the Board will take into consideration the nature of the service given by any or all of the bidders concerned in any previous dealings they may have had with the Board. DEBRIEFING The Halton Catholic District School Board, at the request of the Bidder who responded to the RFP, will conduct a debriefing after the award of the contract to the unsuccessful Bidder as to why that Bidder s proposal was not selected. Bidders must submit their request for debriefing within thirty (30) days of award of the bid. REFERENCES Each Proposal should include the names, addresses, telephone numbers, contact names and addresses for a minimum of three (3) companies, (preferably 1 school board) as stated in the criteria for references, in the Scope of Work. These references must be able to attest to prior or current service with the supplier, within the last three (3) years. 7

8 PRICING All pricing is in Canadian funds. The Pricing Sheet (if applicable) should be completed and presented with the bid response. TERMINATION In the event that the successful bidder does not, in the opinion of the Board, comply with the specifications and terms of this contract at anytime throughout the duration of the contract, or if the Board, in its sole and unfettered discretion, determines that either their service or the equipment provided by the successful bidder is unsatisfactory at any time during the term of the contract, the Board reserve the right to terminate the contract in its entirety. The contract may be cancelled upon thirty (30) days written notice by the Board. DISQUALIFICATION CLAUSE The Board reserves the right to disqualify and immediately remove a vendor from eligibility to submit bids for an indeterminate period, the name of any Vendor, which will include the names of such Vendor s principals, and the names of any other business which may be operated by such principals, for failure to carry out its obligations for the entire term under any previous award or resulting contract pursuant to a bidding process with the Board, in the sole and unfettered discretion of the Board. CLAIMS Claims made in the proposal shall constitute contractual warranties. Any provision in the proposal may be included in the contract as a direct provision thereof at the option of the Board. The contract shall contain the terms and conditions and be in the format prescribed by the Board. The Board considers each provision in this proposal of importance and will not accept alterations which destroy the fundamental intent thereof. If alterations are suggested, their wording should be carefully considered, since an unacceptable alteration to any provision may affect the acceptability of the bidder s proposal. VERBAL ARRANGEMENTS In all cases of misunderstanding and disputes, verbal arrangements will not be considered, but the bidder must produce written authority in support of their contentions, and shall advance no claim in the absence of such written authority, or use, or attempt to use any conversation with any parties against the Board or in prosecuting any claim against the Boards. SUB-CONTRACTING Unless otherwise stated in this document, it is mutually agreed and understood that the successful bidder will not assign, transfer, convey, sublet, or otherwise dispose of the contract or the right, title or interest therein, or the bidder power to execute such contract to any other person, firm, company or corporation without the previous written consent of the Board. ADDITIONAL SERVICES Any additional services or programs you, the bidders are prepared to offer are to be clearly outlined on your Company s letterhead and enclosed with this proposal. If any of the additional services and/or programs identified will result in additional costs to the Halton Catholic District School Board, they must be clearly presented and submitted with your proposal. 8

9 INSURANCE The successful bidder will obtain a comprehensive policy of public liability and property damage insurance coverage with an insurer licensed to carry on business in the Province of Ontario, in respect of any one accident to a minimum of $5,000,000 exclusive of interest and costs, against loss of damage resulting from bodily injury to, or death of, one or more persons and loss of, or damage to property and such policy shall name the Board against all claims for all damages to any property of the owner of any other public or private property resulting from or arising out of any act or omission on the part of the successful bidder or any of his/her servants or agents during the execution of the contract and the successful bidder shall (unless otherwise stated in this document) within seven working days of being notified of award of Proposal, forward to the Purchasing Department of the Board a valid Certificate of Insurance naming the Board as an Additional Interest. The successful bidder(s) will also provide yearly, proof of current insurance coverage. If the successful bidders vehicles are used on the Board s property, the successful bidder shall carry and maintain until acceptance of the completed work, third party liability insurance coverage for both owned and non-owned motor vehicles in the sum of $2,000,000 per occurrence and (unless otherwise stated in this document) within seven working days of being notified of award of proposal, forward a valid Certificate of Insurance to the Purchasing Department of the Board. The successful bidder(s) agrees to indemnify, hold harmless an defend the Board from and against any and all liability for loss, damage and expense, which the Board may suffer or for which the Board may be held liable by reason or injury (including death) or damage to any property arising out of negligent or wilful acts on the part of the successful bidder(s) or any of its representatives or employees or subcontractors in the execution of the work performed or from defects in any equipment supplies. CONTRACTOR S/VENDOR S LIABILITY (INDEMNIFICATION) The Contractor/Vendor agrees to indemnify and save harmless the Purchaser from all actions, suits, claims and demands and costs and damages arising by reason of injury or death to any person or any property resulting from the provision of the goods or services under this contract. VENDOR S RELATIONSHIP WITH THE BOARD All Services will be performed by the Vendor. The Vendor is an independent contractor providing services to the Board and neither the Contractor nor the employees or agents of the Vendor will be construed as Board employees. This bid is a contract for a particular and non-exclusive service. The Vendor is not and will not hold itself out as an agent, employee or partner of the Board. As between the Board and the Vendor, the Vendor is solely responsible for all legally required employer and employee contributions and deductions for itself and its staff, including Workers Compensation, Canada Pension Plan, Unemployment Insurance and federal and provincial income taxes. NEWS RELEASE/PUBLICITY The Bidder(s) shall not make any news release concerning this bid or awarding of the same or resulting contract(s) without the express consent of the Board. 9

10 OCCUPATIONAL HEALTH AND SAFETY ACT The Halton Catholic District School Board is committed to promoting health and safety in the workplace by preventing accidents, injuries and occupational illnesses. In keeping with this policy, all Vendors (and where applicable, their subcontractors) should be aware of and abide by the Occupational Health and Safety ACT, R.S.O prior to commencing, during and after completion of all work activities engaged in or on Board premises. The Service Provider shall comply with all Federal, Provincial and Municipal Laws, statutes, regulations and by-laws, relevant to this Proposal including but not limited to: The Occupational Health and Safety Act, R.S.O. 1990, c. 0.1, as amended. Workplace Safety and Insurance Act, effective January 1, 1998, as amended. The Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M.56, as amended. WORKERS COMPENSATION 1. Worker s Compensation coverage shall be provided by the Contractor for all employees who are employed under the contract. 2. Proof of this coverage shall be presented to the Board by the successful bidder upon award, within seven (7) days. PERMITS If a permit, license, consent or authorization is required by law for carrying on an activity contemplated in a proposal, neither acceptance of the proposal nor execution of an agreement shall be considered to be approval by the Board of the carrying on of the activity without such permit, license, consent or authorization. The Contractor shall obtain and pay for all necessary permits, licenses or fees payable to any public authority required for the execution of the Work. FUNDING OUT CLAUSE Should the Board fail to appropriate funds to enable continued payment of multi-year contracts/purchase orders, the Board may cancel the contract without termination charges, provided the successful bidder receives thirty (30) days written notice of such termination from the Board. PURCHASE OF GOODS/SERVICES Requests to purchase goods/services will not be valid unless issued on an official purchase order form duly signed by the Manager, Purchasing Services, or the Superintendent of Business Services. COLLUSION The vendor declares that the proposal is not made in connection with any other vendor submitting a proposal. DEFAULT BY THE VENDOR In the event of the default of the Vendor in complying with the terms and conditions hereof or in supplying and delivering the goods and services in accordance with the terms of the Request for Proposal submitted or of the acceptance order thereto, the Purchaser shall be entitled and at liberty to procure the goods or services from other sources and the Vendor shall be liable to pay for any and all costs whatsoever in excess of the Request of Proposal price caused by or resulting from such default and the Vendor hereby indemnifies and save harmless the Purchaser from any and all such costs. 10

11 DISCREPANCIES AND OMMISSIONS Bidders shall promptly examine the entire bid document after receipt. Subject to the conditions governing the withdrawal of and errors in the RFP, a Vendor discovering discrepancies or omissions in the specifications provided by the Purchaser or having doubt as to the meaning or intent of any part thereof shall notify the RFP Co-coordinator in writing at least seven (7) days prior to the closing date of the RFP. If necessary, and time permits, Addenda may be issued to all respondents before the closing date. It is hereby understood and acknowledged that the Purchaser shall not be held liable or responsible for verbal instructions or explanations. Written Addenda issued by the Purchaser during the time of the RFP process shall become an integral part of these conditions, instructions and shall be allowed for in arriving at the bid price(s). One copy must be signed and attached to the RFP document. Each Bidder shall be responsible for verifying with the co-coordinator of the Request for Proposal before depositing its bid that they received all Addenda that have been issued. The Purchaser reserves the right to distribute any and all questions and answers to all other respondents. DISPUTES In the event of any dispute or claim arising between the Board and the bidder as to their respective rights and obligations under the contract, either party may file the other, written notice of such dispute or claim. The notifications of dispute or claim shall be made within thirty (30) calendar days of the dispute or cause of action arising. If the dispute or claim cannot be resolved through negotiation to the satisfaction of both parties, then the Board shall have the right any time to submit the particular matter to arbitration in accordance with the Arbitration Act (Ontario). If the Board does not exercise its right to submit the matter to arbitration, then either party may submit the dispute to such judicial tribunal as the circumstances may require. MUNICIPAL FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY ACT Information provided by a bidder may be released in accordance with the Municipal Freedom of Information and Protection of privacy Act, R.S.O. 1990, c. M.56 as amended. A bidder should identify any information in its bid or any accompanying documentation for which confidentiality is to be maintained by the Owner, by clearly marking same CONFIDENTIAL. The confidentiality of such information will be maintained by the Owner, except where an order by the Information and Privacy Commission or a Court or other governmental authority having jurisdiction requires the Owner to do otherwise. Notwithstanding the foregoing, prior to the Owner s determination that any parts of this bid are to be disclosed as required by law, the bidder shall be provided with written notice of the potential disclosure and accorded all rights that it may have in law including the right to challenge such disclosure. In addition, bidders are hereby notified that their bids will, as necessary, be disclosed on a confidential basis to the Owner s advisors retained for the purposes of evaluating or participating in the evaluation of the bid. 11

12 EVALUATION CRITERIA HALTON CATHOLIC DISTRICT SCHOOL BOARD REQUEST FOR PROPOSAL RFP #12-09 SUPPLY AND INSTALLATION OF A NETWORK CABLING SYSTEM, AND TELEPHONE SYSTEM WEST OAK TRAILS ELEMENTARY All things considered equal the following items compose the criteria for the selection of a bidder, as specified in the Specifications, Scope of Work. experience and background of the individual or firm the quality and completeness of the bid the ability to provide equipment, and services as listed ability to deliver on time and complete pricing structure being proposed public sector references with one (1) school board sector Individual interviews or presentations may be required, at the bidder s expense. All proposals submitted are to provide information as indicated in the Evaluation Criteria. Bidders are to use the headings and the items within as illustrated below. Evaluation Criteria Table 1) Company Profile POINTS = 10 a) Ownership & Number of years in business b) Listing proposed team members to complete the project 2) Technical/Professional Competence POINTS = 25 a) Compliance to Request for Proposal specifications b) Comprehensive knowledge of system proposed c) Capability of meeting project timeline (lead time to complete project) d) Strategy to complete project work as required e) Past Performance 3) Service Profile/Qualitifications POINTS = 30 a) Expertise and resources b) Significant experience with a project of this scope c) Ability to provide goods and services as per scope d) Customer Service (availability of staff and support capabilities) e) Expected response times for all on-site service f) State compliance to any and all safety standards 4) Pricing POINTS = 30 a) Cost of network cabling and telephone system 12

13 EVALUATION CRITERIA (con t) 5) References POINTS = 5 a) Minimum of 3 customer references within the past 3 years i. Preferably minimum of 1 School Board client, including contact name, position and contact information. ii. Include services delivered and size of group iii. How long servicing these accounts 13

14 Submission Label: Please complete all information and attach this label on the OUTSIDE of your bid submission envelope(s) to clearly identify the submission and the vendor information. Bid to be submitted to: Daniel Tkalcic, Purchasing Officer, Purchasing Services, Halton Catholic District School Board, Purchasing Department, 802 Drury Lane, P.O. Box 5308, Burlington, Ontario L7R 4L3 REQUEST FOR PROPOSAL NUMBER RFP#12-09 SUPPLY AND INSTALLATION OF A NETWORK CABLING SYSTEM, AND TELEPHONE SYSTEM WEST OAK TRAILS ELEMENTARY CLOSES: Wednesday, June 6, 2012 BEFORE 2:00:00 P.M. (EST) VENDOR NAME (Print): CONTACT NAME (Print): CONTACT TITLE (Print): PHONE: 14

15 The Halton Catholic District School Board Request for Proposal #12-09 SUPPLY AND INSTALLATION OF A NETWORK CABLING SYSTEM, AND TELEPHONE SYSTEM WEST OAK TRAILS ELEMENTARY SPECIFICATIONS GENERAL INFORMATION The intent of this document is to provide a standard specification for network cabling, and telephone services throughout the Halton Catholic District School Board s new school projects. This document provides the minimum performance criteria for the components and sub-systems comprising a complete cabling, and telephone system for: West Oak Trails # Colonel William Pkwy. Oakville, Ontario L6M 0B7 The above locations are scheduled to open August 20 nd All proposed Cabling work MUST be complete and operational 4 weeks before the opening Date. The Telephone system MUST be complete and operational 3 weeks before the opening Date Proposals must be in any of the 3 formats. 1. Proposal for Cat 5e / 6 Data Cabling (Tender Form A) 2. Proposal for Telephone System Avaya BCM (Tender Form B) 3. Proposal for Cat 5e / 6 Data Cabling and installation of Telephone System Avaya BCM (Tender Form C) Modification to Blueprints Telephone system will be installed in RM 2035 Telecom Room An additional Thirty five (35) additional drops TBD. Data Cabling Specification The Board specifies the use of a complete end-to-end Structured Cabling System as manufactured and warranted by NORDX/CDT. All vendors must provide proof of the NORDX Certified Systems Vendor - no alternatives are allowed. The Cabling Contractor will be required to provide the NORDX 25-year warranty. The primary objective of this cabling infrastructure is to provide: Network speeds of at least 1000 Mbps to each drop location. An architecture that will allow the connection of the servers and workstations at selected areas, to be 10/100/1000 MEG per location. A complete end-to-end NORDX/CDT 2413 certified cabling system. 15

16 Labour The Cabling Contractor must comply with all job-site requirements for the duration of the project. The Cabling Contractor shall not allow any sub contracting of the work. The Cabling Contractor must comply with all requirements of the Occupational Health & Safety Act. The Cabling Contractor agrees to use only NORDX/CDT trained tradesmen who are fully, qualified and experienced on the installation, termination and testing of the Structured Cabling System. Proof of the NORDX/CDT IBDN training certificates are required for all staff working on site. Executive Summary A description of the cabling contractors response including: Time frames and milestones PROOF OF THE NORDX/CDT IBDN TRAINING CERTIFICATES FOR PROPOSED STAFF General description of the cabling infrastructure. Service and Response A detailed list of available hours of operation and response times in the event of a total network failure or additional cabling request. Break out pricing The following is the minimum pricing required for each R.F.P. response. Prices are to include PST if applicable. GST is an extra and shall be identified separately in the quotations. A detailed list showing all material quantity and manufacture part numbers as per Tender form A,C. A cost per category 6 data drop (distance of 150 ) A comparison cost per category 5E data drop (distance of 150 ) Maintenance cost for one year on the cabling included in the total price A lump sum total as per tender form A,C. An allowance for a maximum of 35 extra drops not identified on the drawings to allow for the installation of a wireless network covering the entire school. These drops will be within 150 in length and will be identified as work progresses. The drops will terminate in the ceilings and must include an additional 25 of coiled cabling to allow for movement of wireless access points. RFP MINIMUM SUBMISSION REQUIREMENTS A Copy of the Contractors NORDX/CDT IBDN Structured Cabling Systems Certified Systems Vendor. RCDD stamp of contractor staff assigned to project. References Provide a minimum of three references for work performed in installations of significant size and similar network infrastructure. Staff submit a list of staff personnel to be assigned to this project with details of their experience and qualifications 16

17 Company profile Executive Summary Tender form s A or C Maintenances, service and response, statement of warranty terms and conditions Break out pricing. Cabling Infrastructure The HCDSB is currently operating with a Category 5, 5E, 6 UTP cabling to the workstation with a fibre optic backbone utilizing both Single mode and Multi mode cabling, and UTP for voice. The two schools above noted will be either Category 5E or Category 6 NORDX/CDT cabling 2413 for both the voice and data cabling requirements. All the horizontal communication cabling will terminate on UTP patch panels. The drawings and cabling drop counts are the responsibility of the bidder to obtain through the engineer or the construction association. The document is written for a category 6 solution bidders must provide a category 6 and category 5E response as per tender form A and B. CABLING SPECIFICATIONS Horizontal Transmission Media All horizontal data cabling shall be NORDX/CDT IBDN pair 24 AWG CMP Use the 1213 for the Category 5E bid. (FT6) Category 6 cable. Backbone Transmission Media From Demark service entrance fiber : The fiber optic cable must be a 6 conductor Single mode fiber indoor CMP NORDX/CDT. From Bell service entrance: A 50 pair CMP Cat 3 UTP Trunk cabling will be required from the Bell Demark entrance cable point to the communication rack s terminating onto a Category 5E 48 port patch. The 50 pair will be cross connected to the patch panel one pair per 48 port jack. Termination Hardware - Workstations The UTP modules must be matched appropriately with the Data/Voice Cables to ensure that end-to-end Vendor Warranties will be applicable. All Horizontal UTP Cables shall be terminated with the NORDX/CDT Jack. All Drops labelled for voice will be terminated on a separate patch panel then the data drops specified. Termination Hardware Communications Rooms / Closets Panel Module Termination of Module Control Panels must be on a separate 24 / 48 port patch panel. Wireless terminations MUST be grouped together. Category 6 Patch Panel, 2u, 48 Port Category 5e Patch Panel, 2u, 48 Port 17

18 Optical Fiber patch panels The demark Telecommunication closet a Fiber Express rack mount 12/24 Patch panel as required Optical Adapter Strips Each Fiber Express patch panel where Single mode fiber is terminated is to be populated with the following Adaptor strip. Installable Connectors All Single Mode Fiber is to be terminated with Optimax 2 SC Compatible Single mode Connectors. Connectivity Items The contractor shall provide all necessary Data IBDN PS6LX Modular cords at both the workstation end and communication closet end for each cable drop. The patch cables are required to obtain a NORDX/CDT 25 year warranty. See form A,C. Fiber Patch Cords All All Single mode Fiber patch cables shall be NORDX/CDT Single mode fiber Duplex Zip cords SC to SC 10 COMMUNICATION RACKS Communications Racks Labeling Provide ½ inch lettering for every Rack to indicate their identity. Rack designations are to be Rack X and, where X denotes the Rack number. Two (2) communications racks to be supplied per location for this project are to be free standing, black, 19 floor mounted racks with 44U of rack mounting space. Each rack shall come complete with Horizontal and Vertical double wide cable managers installed. Under no circumstances is a hand written label acceptable. Labels should be attached to the front of the workstation faceplate, one to the front of the distribution connector/idc field, and one at each end of the cable (within 4 of end). The LabelFlex Advanced Labeling Software will be used to attach a label to the HD patch panels. The Cabling Contractor will confirm the proper cable designations with the IT staff prior to installation. The cable-labeling scheme for all cables at both ends shall be as follows MC1-D005 18

19 Fiber Labeling MC= Main Cross-Connect if a second communication closet is required the contractor shall specify TCXX. TC represents Telecommunication Closet XX represents the room number or location of the Telecommunication Closet. 1= represents the floor number D= The drop is a Data drop 005= The number corresponding to the patch panel Each fiber optic panel will require the following identification: Conductors numerical numbered in pairs Start point and destination of each link Type of Cable including Manufactures part number Installation Practices The maximum horizontal run length is not to exceed 90-metres. If the 90-metre constraint cannot be met, the Cabling Contractor is to notify the HCDSB of any cables that exceed 90-metres, prior to their installation. All cables and pathways such as conduits, cable tray or other systems used for communication cable distribution to be run parallel or perpendicular to building lines. To minimize any possibilities of disruption maintain the following minimum clearances from electrical and heat sources when routing cables. Item Minimum Clearance Motor 1.2 m (4-0 ) Transformers 1.2 m (4-0 ) Conduit and cables used for electrical distribution less than 1kV 0.3 m (1-0 ) Conduit and cables used for electrical distribution greater than 1kV 1.0 m (3-0 ) Fluorescent Luminaries 12 cm (0-5 )\ Pipes (gas, oil, water, etc.) 30 cm (1-0 ) HVAC (equipment, ducts, etc.) 15 cm (0-6 ) Any deviation from the cable routing, outlet and equipment locations shown on drawings must be approved by the HCDSB and the RCDD must document on as-built drawings. Avoid scraping, denting, or otherwise damaging cables, before, during or after installation. The Cabling Contractor without any additional compensation shall replace damaged cables. Any holes used must be Fire stopped. 19

20 Testing The HRCSB must approve the testing procedure prior to testing commencing and may request to be present during the initial testing. The Cabling Contractor is to use a Level III tester that is capable of testing the specified cable to the performance level(s) indicated in this document. The tester is to use the latest version of firmware and software to test the UTP cabling system and an Optical Loss test set for all fibre optic testing. Acceptable portable UTP test manufacturers include: HP/Agilent Wiresope 350, Microtest OMNIScanner and Fluke DSP The nominal velocity of propagation (NVP) must be set specific to each cable manufacturer before testing. Portable tester to be calibrated on a minimum annual basis. Testing of horizontal cables is to be completed in accordance with the following test criteria. The testing must be completed on the Channel Level. Testing is to be completed from both ends of the installed cable. Testing of the cabling must conform to the following Standards: i. To Category 6 standards latest draft ii. Testing of all 4 pairs of the horizontal cable (as specified in this document) is to include but not be limited to the following: Wire Map including; end to end continuity, open and shorts, pair polarity Cable length Attenuation NEXT/FEXT ACR Return Loss ELFEXT, PSELFEXT Propagation Delay, Delay skew PSNEXT, PSACR. Test each strand of fiber with an Microtest Omni Scanner with the OMNIFiber adaptor. Test each strand of fiber with a Power Meter / Light Source combination operating at wavelengths of 850 nm and 1300 nm for multimode fibers. Perform these tests in both directions. These tests are to be completed after cable installation, splicing and connectors are installed. Tabulate and include test results with test documentation. Cabling Contractor to produce a test report based on the cable schedules. The report should indicate for each cable, when it was tested successfully and the signature of the technician that performed the test, location, cable type, cable number and tester make and model. A copy of the test report must be submitted to the Consultants for approval. The entire report must be signed by an authorized person for the Cabling Contractor at the end of the project. Correct all cable faults. Splicing of any cables will not be permitted, for any reason, unless prior authorization is received in writing from the Consultant. DOCUMENTATION Cable Test Results The Cabling Contractor shall produce a test report based on the cable schedules. The report should indicate for each cable, when it was tested successfully and the signature of the technician that performed the test. An authorized person for the Cabling Contractor must sign the entire report. The Cabling Contractor will forward 2 hard copies in separate white 3 D-ring binders to the Boards office within 5 business days of the 20

21 completion of the project. The Cabling Contractor is also required to supply 2 soft copies on compact disk in Access, Paradox or any other ODBC compatible Database format. Testing and commissioning Provide testing and commissioning documentation for all items and their related components to the Project Director prior to the completion of the project or at the Project Directors request. Include maintenance manuals, operating instructions for Owner s staff use. Communication closets A VISO drawing must be completed with the following information: i. Telecommunication Closets and fiber backbone ii. Patch panels and numbering iii. Manuals of all equipment installed. TELEPHONE SYSTEM SPECIFICATION General Description The Halton Catholic District School Board requires a telephone system for its new school scheduled to open Aug 20 nd The proposed system must be operational 3 weeks before the opening date. Approximate number of Phones 64 Number of installed Voic Seats 64 The system must be a Avaya Business Communications Manager. The system should be VoIP enabled and include full featured Voice Mail and Auto-Attendant capabilities. It should also have the ability to interface with Microsoft Exchange for Unified Messaging. All proposals should include pricing for various types of phones, including basic sets, consoles, cordless, softphones, and VoIP sets. The system management should be Microsoft Windows based (web based), and allow for complete management of all functions. The system will be installed in the 2 nd floor Telecom closet. The following shall apply: 1. The School systems must be capable of supplying service to 60digital / IP set connections (see digital handset quantity). 2. The system must be capable of supplying service to one (4) analog devices, such as fax machines and / or conventional modems. 3. The system must be capable of support up to four (4) incoming analog bell trunk lines. 4. To accommodate future needs, the system must be easily expanded. 5. The system must have voice mail installed and servicing a staff of The system must interface with the public address system. 7. The system must be capable of running over Cat5E UTP cabling that will be installed throughout the new building. 8. The system should also interface with the schools local area network and wide area network. 21

22 Service Requirements: 9. The successful vendor must provide all documentation relating to maintenance, administration, configuration and user manuals for all systems and equipment supplied. 10. The proposed system must: i. protect all messages, data and software during outages; restart automatically when power is restored; ii. allow for mailbox numbers to be changed without losing messages; iii. alert subscribers when their mailbox space gets low; iv. provide prompts, which give users the ability to review, change, forward, etc. messages from either on the network or outside the network. Information on the following must be included in the proposal: 1. Length of Warranty 2. Cost of out of Warranty service 3. Location of service personnel, emergency response time, current location and inventory of spare parts. 4. Does inventory of spare parts include PBX, consoles and handsets? 5. Describe escalation procedures. 6. Availability and cost of out-of-scope support. 7. If the proposed solution includes any personnel or company other than the proposed company (subcontractors) indicate relationship and role in this project. Training: 1. The successful vendor will provide training to technical staff for setup, modification, troubleshooting, and maintenance of the system. They will also provide at least 8 hours of telephone support to be used during the first two years of system life. 2. The successful vendor will also provide 24 hours of training to school office personnel to ensure proper use of the system. Digital Handset Quantity: 10 x 16 Button telephone 2 x 24 Button expansions console 50 x 1 or 8 Button telephone /IP 22

23 HALTON CATHOLIC DISTRICT SCHOOL BOARD REQUEST FOR PROPOSAL RFP #12-09 SUPPLY AND INSTALLATION OF A NETWORK CABLING SYSTEM, AND TELEPHONE SYSTEM WEST OAK TRAILS ELEMENTARY Pricing Form A Category 5e / 6 Solution Category 6 5eSolution Material ListDescription Length (in feet) Colour Quantity Cost 23

24 HALTON CATHOLIC DISTRICT SCHOOL BOARD REQUEST FOR PROPOSAL RFP #12-09 SUPPLY AND INSTALLATION OF A NETWORK CABLING SYSTEM, AND TELEPHONE SYSTEM WEST OAK TRAILS ELEMENTARY Pricing Form B Nortel BCM Solution Nortel BCM Solution Material List Quantity Description Part Number 24

25 HALTON CATHOLIC DISTRICT SCHOOL BOARD REQUEST FOR PROPOSAL RFP #12-09 SUPPLY AND INSTALLATION OF A NETWORK CABLING SYSTEM, AND TELEPHONE SYSTEM WEST OAK TRAILS ELEMENTARY Pricing Form C Category 5e / 6 Solution and Nortel BCM Solution Category 6 5eSolution Material List Description Length (in feet) Colour Quantity Cost 25

26 APPENDIX A SITE DRAWINGS 26

27 APPENDIX A SITE DRAWINGS (Con t) 27

28 APPENDIX A SITE DRAWINGS (Con t) 28

29 APPENDIX A SITE DRAWINGS (Con t) 29

30 APPENDIX A SITE DRAWINGS (Con t) 30

31 APPENDIX A SITE DRAWINGS (Con t) 31

32 APPENDIX A SITE DRAWINGS (Con t) 32