RFP Telecommunications Cabling Installation Package Austin Elementary School Replacement

Transcription

1 RFP Telecommunications Cabling Installation Package Austin Elementary School Replacement Grand Prairie, Texas RFP Austin Elementary School - Replacement Page 1

2 GENERAL DISCLOSURE Grand Prairie ISD may be pursuing a number of upgrades as part of the long range plan for the district. A potential portion of the upgrades and funds may be dedicated to Technology. GPISD is releasing a series of RFPs to address specific portions of the Technology projects which may be funded. The RFPs are being released prior to the funding to meet E-Rate required bidding process and timelines. The projects are GPISD RFP District Network Electronics Updates GPISD RFP District Wireless Increase Electronics and Services GPISD RFP District Wireless Increase -- Infrastructure cabling GPISD RFP Austin Elementary Rebuild -- Electronics GPISD RFP Austin Elementary Rebuild -- Cabling The RFPs will be awarded individually. In addition, only portions of the released RFPs may be approved. All pricing should reflect per unit pricing. Actual purchase and implementation of the RFPs are dependent upon all the following conditions being met: Project approval by long term committee Project funded by GPISD Project approved by GPISD Leadership team GPISD Board approval of selected vendor and solution E-Rate Requirements This RFP is being issued in order to meet the competitive bidding requirements and funding timelines associated with the Federal E-Rate Program for FY 2014(July 1, 2014 June 30, 2015). Due to this extended time frame associated with securing approval for E-Rate priority two applications, the term of any agreement executed as a result of this process will be from July 1, 2014 until September 30, The FY2014 Deadline for submitting USAC Form 471, Signed and dated contracts between GPISD and vendor, and associated Item 21 s is March 26 th, Also, due to the possible shortfall of funding for FY2014, the application may also be resubmitted for FY 2015(July 1, 2015 June 30, 2016). There are no current drawings for this proposed School. Vendors will submit pricing based on the information on cable types, lengths and numbers as well as other items as listed in the RFP. RFP Austin Elementary School - Replacement Page 2

3 PART 1 - GENERAL 1.1 SUMMARY A. The purpose of this Request for Proposal (RFP) is to provide a standard from which to evaluate your company s installation services as they compare to your competition. This specification shall form the basis of all proposal responses and subsequent evaluations. 1.2 RELATED SECTIONS A. Drawings (once released) and general provisions of Contract, including General and Supplementary Conditions apply to these projects. It is the responsibility of the Contractor to comply with the General Requirements of the General Contractor, and to coordinate work with other contractors related to the scope of this project. 1.3 CURRENT ENVIRONMENT A. Grand Prairie ISD (GPISD) utilizes a primary MDF from which all data signal originates. Each classroom, administrative suite, and other designated area is equipped with a 6-count 50 micron fiber connecting the space to the MDF/IDF. Within each space, a customized Hubbell enclosure contains the copper Horizontal Data Cabling. Each Hubbell is connected to the MDF/IDF via the Fiber Riser Backbone. 1.4 CLARIFICATION AND INTERPRETATION OF RFP A. The words must or will or shall in this Request for Proposal indicate mandatory requirements. Taking exception to any mandatory requirement may be grounds for rejection of the proposal. Therefore, it is important that bidders respond in a brief but concise manner to each section of this document. Failure to do so may be grounds for rejection of the proposal as nonresponsive. PART 2 - RULES GOVERNING PROPOSALS 2.1 CONFIDENTIAL AND PROPRIETARY INFORMATION A. Bidders must understand that this Request for Proposal includes confidential information pertaining to Grand Prairie ISD. Information must be used only for the purposes of responding to the RFP. The reproduction and use of the contents of this document for any other purpose than responding to this RFP is restricted without the written approval of GPISD. 2.2 QUESTION/ANSWER PROCESS A. All questions must be submitted via to RFP@GPISD.ORG. Each question shall be answered and distributed to the entire bid party. The questions author shall remain anonymous. B. No verbal communications will be considered. 2.3 GENERAL BIDDING PARAMETERS A. Contingencies - Prior to submitting a proposal, each Bidder should make a careful examination of the scope of the work to be done and of the difficulties involved in its proper execution and include in their proposal all costs they deem proper and sufficient to cover all contingencies essential to the installation of the proposed system notwithstanding that every item or contingency is not specifically mentioned herein. RFP Austin Elementary School - Replacement Page 3

4 B. Omissions Omissions in the proposal of any provision herein described shall not be construed as to relieve the bidder of any responsibility or obligation to the complete and satisfactory delivery, operation, and support of any and all equipment or services. C. Permits and Codes - The selected bidder will comply with all laws, codes, rules and regulations of the State, County and Town applicable to the work to be performed at any School District location. The bidder, who shall pay all lawful charges, shall obtain all permits lawfully required. D. Shipments - All shipments and deliveries should be made to the campus provided that bidder has made arrangements to unload and store such deliveries with the General Contractor and/or GPISD for the construction project. Grand Prairie Independent School District shall take no responsibility for shipments, delivery, storage, or unloading of such shipments and will not be responsible for any losses or damages that may result from bidder s failure to make adequate provisions. All equipment, supplies, and materials required for this project will remain the property of the bidder until properly installed and accepted by the District. E. Test Plan - The bidder shall complete all system testing in accordance with Section 3.1 of this document. F. Manufacturer Support - Bidder shall specify in detail the warranty and maintenance, which is available from the System Manufacturer and which is available from the Bidder. G. Price - The price quoted shall be a not-to-exceed proposal inclusive of all material, labor, and miscellaneous costs as necessary to install a functional cable system according to the intent of this document. H. Duration of Offer This is an erate funded project. Approval is pending and if approved, work will not begin until a later date, NTE December The selected contractor shall submit a revised bill with current pricing at a later date if the project is approved. I. Late Proposals - Proposals or unsolicited amendments to proposals arriving after the proposal due date and time will be rejected as not meeting the mandatory requirements of this RFP. J. Format and Number of Copies - Bidders shall provide two (2) copies of the Proposal document, bound and indexed with tabs. Do not include a copy of this RFP or any addendums in the submittal. Bidders must also provide the response in a soft copy format ed to RFP@gpisd.org. Hard copy shall be sent to: GPISD - Purchasing Department, ATTN: RFP 13-07, 2602 S. Belt Line Rd, Grand Prairie, TX Proposal is due on February 24, 2014, 10:00 AM. Timeline RFP Release 1/13/14 Mandatory Meeting 1/23/14 Questions due 2/11/14 Addendum Released 2/18/14 RFP Due 2/24/14 K. Review Rights - Proposals submitted may be reviewed and evaluated by any person(s) considered necessary to the decision-making process at the discretion of the District. L. Bidder s Proposal Preparation Costs - Bidders will be responsible for all the costs associated with preparing their Proposals. RFP Austin Elementary School - Replacement Page 4

5 M. Public Release of Information - News releases, articles, brochures, advertisements, prepared speeches, and other information releases concerning this RFP, or any subsequent contract or activity related thereto, may not be made without the prior written approval of Grand Prairie Independent School District. N. Special Note - Each responding bidder is advised to read this RFP carefully. Any and all exceptions to an item in this specification MUST be duly noted and explained in the response. Failure to make exception to any item shall be considered as both the ability and the intention to fully comply with that item at the quoted price. O. Liability and Reserved Rights - Grand Prairie ISD reserves the right not to award a Contract to any of the bidders solicited in this RFP. Grand Prairie ISD also reserves the right to make partial awards and to award to more than one bidder. This RFP may be withdrawn at any time without liability or responsibility for any damages or expenses incurred by bidders. 2.4 INSTRUCTION TO BIDDERS A. This section outlines specific instructions for proposal submission. Bidders not adhering to these instructions may be subject to disqualification without further consideration. Preparation of Proposals 1) All proposals shall be received by the specified due date and time as determined by GPISD. 2) The complete proposal must include a point-by-point response to the RFP for all sections and all other materials requested. Bidders may include any additional materials they feel could assist in the evaluation of the proposed system. References to other documents will not be accepted. 3) All equipment, accessories, database information, training, project management, software, hardware, labor, and materials must be furnished for the complete installation of the system specified. Any additional material or equipment necessary for the installation and operation of the system not specified or described in this RFP will be deemed to be required as a part of these specifications. B. Evaluation Criteria 1) The proposals will be evaluated based on the following criteria: 1) Proposals will be examined for compliance with all the requirements in this RFP. Proposals that do not comply may be subject to disqualification without further consideration. 2) Proposals will be objectively evaluated as to technical compliance by a qualified team. 3) Oral presentations, written questions for further clarifications, attendance to a Best and Final Offer (BAFO) meeting, submission of a BAFO proposal and/or site visits to similar installations may be required of some or all bidders. RFP Austin Elementary School - Replacement Page 5

6 4) Final scoring will be based on a predefined method, and the proposal with the highest score will be selected for award, pending final contract negotiations. Weighted Evaluation Criteria: Pricing -- 34% Extent which goods and/or services meet GPISD s needs o Quality of solution -- 15% o Long term cost of solution -- 15% o Extent Solution meets GPISD needs 10% Previous vendor/gpisd Relationship -- 15% Impact on the ability of the district to comply with laws and rules relating to historically underutilized business --1% Reputation of vendor and vendors good and services o References -- 10% o Financial stability of vendor -- 10% C. Completion and Termination 1) Should the bidder fail to participate as noted or fail to show substantial progress toward the completion of the installation then the bidder will be notified in writing as to the failure observed and be allowed five (5) days to show substantial correction to meet the schedule. Should the bidder fail to make substantial correction and actual progress toward timely completion then the bidder will be notified in writing to Terminate all activities, turn over all equipment and installation supplies to GPISD, and vacate the site, so that GPISD may make its best effort to salvage the equipment and meet the scheduled completion. A negotiated settlement will be offered to the bidder for completed work. D. Subcontracting 1) The bidder may not subcontract any portion or all of the work to be performed for this contract. E. Supplemental Terms and Conditions/Modifications 1) Supplemental terms and conditions and modifications will be made via the Contract document, which will be negotiated with the successful bidder. PART 3 SYSTEM SPECIFICATIONS A. Products - General RFP Austin Elementary School - Replacement Page 6

7 1) The specification has been based on a General Cable/Panduit Category 6 cabling system. 2) Products must be new and free from defects. 3) Items not specifically specified, but required for the completion of this project must be of equal or greater quality than the materials published within this specification and approved in writing by GPISD. 4) Products identified may not be substituted. Model and part numbers for the materials and equipment listed are requirements for this scope. 5) Cable Manufacturer warranty must cover the installed product for a minimum period of 15 years. 6) A Manufacturer representative must visit the site a minimum of three times to inspect the installation Contractor s work during the phase of the project. 7) Installation Contractors must be certified by the manufacturer, and be in good standing with meeting the qualifications of maintaining the certification. GPISD will verify with the manufacturer prior to attendance of any meetings. B. Standards Adherence 1) All work shall be installed according to the following industry standards guidelines. 2) ANSI/TIA/EIA 568-B.1 Commercial Building Telecommunications Cabling Standard, Part 1: General Requirements 3) ANSI/TIA/EIA 568-B.2 Commercial Building Telecommunications Cabling Standard, Part 2: 100 Ohm Balanced Twisted-Pair Cabling 4) ANSI/TIA/EIA 568-B.3 Optical Fiber Cabling Components Standard 5) ANSI/TIA/EIA 569-A Commercial Building Standard for Telecommunications Pathways and Spaces 6) ANSI/TIA/EIA 606-A The Administration Standard for the Telecommunications Infrastructure of Commercial Buildings 7) ANSI/TIA/EIA Commercial Building Grounding and Bonding Requirements for Telecommunications 8) ANSI/TIA/EIA 758 Customer Owned Outside Plant 9) IEEE Emerald Book - Recommended Practice for Powering and Grounding Electronic Equipment 10) ISO/IEC C. Cable Routing General Specifications 1) Each Data location shall maintain a minimum 10 service loop. The service loop shall be accounted for at the workstation end. RFP Austin Elementary School - Replacement Page 7

8 2) All pathway s (Major and Branch) shall be routed perpendicular and parallel with building column lines, corridors and walls. 3) All pathways shall be installed in accordance with the most recent TIA/EIA, NEC and the BICSI TDMM specifications and shall maintain minimum clearances from EMI sources. Should the minimum clearance not be achievable, the Contractor shall install shielding to minimize EMI effects. 4) Prior to installation of any pathway or support system, the Contractor must have coordinated the system(s) with GPISD and the General Contractor. Re-work due to uncoordinated pathways shall be performed at the Contractor s expense. 5) No cable shall exceed the TIA/EIA 568B.1 cable length limitations. GPISD requires no cable to exceed 270 to allow for station cabling. 6) All J-Hook applications shall use Panduit JP75W-L20 or JP75WP-L20 D. Branch Pathways 1) All cabling systems installed shall be supported utilizing a Branch Pathway system. 2) The Branch Pathway system shall be independent of other trades support systems. No ceiling grid, piping, electrical, etc. support systems shall be used to support the Branch Pathways. Pathways shall be installed in close proximity to deck, with 12 where possible. Minimum ¼ all-thread shall be used in the classrooms and minimum 3/8 allthread for all other pathways. Tie wraps shall not be used in any location throughout the building. 3) All bundles shall use Velcro or Tak-Tape material. 4) Fiber shall be bundled together. 5) All Branch Pathway support systems shall be installed at a maximum of 5 intervals. 6) Each cable type shall be grouped in a separate bundle. 7) All cable bends must maintain minimum bend radius specifications. 8) All cables entering and leaving conduits must be protected by nylon bushings (provided by General Contractor). It is the Installation Contractor s responsibility to verify each bushing is in place prior to installing the cabling in conduits. 9) All conduits shall be appropriately fire-stopped with materials approved by the General Contractor. Fire stopping must occur as required by the inspection schedule for the building. Coordination with the General Contractor will be required. E. Work Area Outlet (WAO) Quantities 1) Each classroom shall have one 2-port WAO at the teacher area, one 4-port WAO at the student area and one 4-port in the peerless tile. The teacher WAO will also have an AV RFP Austin Elementary School - Replacement Page 8

9 outlet. Acceptable Parts List Contractor Provided Product Description Manufacturer Part Number QTY Category 6 Plenum Rated Cable Blue GenSpeed 6000E Per respondent 6 Strand Armored Fiber Cable General BE0061PNU-ILPA Per respondent Fiber enclosure Panduit FRME4 Per respondent LC Opticam Connector Panduit FLCSMCXAQY Per respondent 3 Copper Patch Blue Panduit UTPSP3BU Per respondent 5 Copper Patch Blue Panduit UTPSP5BU Per respondent 7 Copper Patch Blue Panduit UTPSP7BU Per respondent 4-port faceplate Panduit Mini-Com Classic CFPL4EIY Per respondent Category 6 RJ-45 Module Panduit Mini-Com CJ688TGEI Per respondent Category 6 24 port patch panel Panduit CPPL24WBLY Per respondent Category 6 48 port patch panel Panduit CPPL48WBLY Per respondent 35' Molded Assembly - EZ-LINX - ED Liberty EZ-LINX-C VGA M 3.5MM Liberty EZ-VGAMAM-C1 60 DIGITALINX DIN19F-HDMI 10M Liberty EZ-HDM DIGITALINX DIN19M-HDMI 0.5M Liberty EZ-HDM 60 CLASSIC ALUMINUM FP Liberty CSCIL-CQ LC to LC Fiber Patch Cord 10 Panduit F5E10-10M3Y Per respondent Fiber Bulk Head Panduit FAPXWBLDLC Per respondent LC Fiber Connector Panduit FLCSMBLY Per respondent 48-Port Patch Panel Panduit CPPL48WBLY Per respondent 24-Port Patch Panel Panduit CPPL24WBLY Per respondent J Hook Panduit JP75W-L20 Per respondent J Hook Panduit JP75WP-L20 Per respondent Hubbell 24 Enclosure Hubbell GPRE Hubbell 32 Enclosure Hubbell GPRE T-Series Cabinet Chatsworth T Wire Management Panduit As Needed Per respondent Grounding Lug Panduit ACG24K Per respondent Surface Mount single port module Panduit Mini-Com CBX1EI-A Per respondent RFP Austin Elementary School - Replacement Page 9

10 Acceptable Parts List GPISD Provided Product Description Manufacturer Part Number Wireless Access Point Cisco TBD Peerless Tile Peerless CMJ450 Camera Advidia A-44-IR Speaker Valcom VIP-402 Horns Valcom VIP-130L Protective Cage Valcom V-WGFLEX-2 Paging Speaker Server Valcom VIP-204 Projector BoxLight N/A F. Horizontal Cable Termination 1) Within the Hubbell Enclosure each cable shall be installed on a Panduit 48-port or 24- Port modular patch panel. 2) Each cable shall contain a computer-generated wrap-around label installed a minimum 1 prior to termination. 3) At the rear of each patch panel, all cable shall be supported via a rear-cable management bar or cable support. 4) The final dress for all exposed cable bundles shall be managed with Panduit Tak-Tape or approved equivalent. 5) All drops will be terminated using T568B wiring codes 6) All termination will meet or exceed Cabling Manufacturer s requirements 7) All faceplates will be level and neatly installed 8) All slack or extra cable shall be neatly bundled 9) Drops shall be terminated into panel in numerical order beginning at the teacher s WAO continuing clockwise around the room ending with the WAO in the peerless tile. G. Riser Cable Specification Fiber 1) Each Hubbell Enclosure shall receive (1) 6-strand 50µm armored Plenum fiber cable. Each cable shall be homerun to the MDF/IDF location. 2) All fiber cable routed overhead via the above-ceiling plenum area shall be General Cable. 3) Fiber will be installed into the same panels as the UTP into the last 6 ports. 4) Armored jacketing shall be brought into the Hubbell so that the jacketing has a sweeping 180 within the Hubbell before being cut to expose bare fiber. RFP Austin Elementary School - Replacement Page 10

11 5) 15 minimum service loop shall be left on last J-hook or other fiber support structure. 6) MDF armored jacketing shall not be removed until fiber is onto ladder rack directly above ceiling. H. Riser Cable Termination Fiber 1) GPISD requires LC connectors and jacks 2) Armored jacketing shall be grounded at both ends 3) All slack or extra fiber shall be neatly bundled I. Wireless Access Point (WAP) 1) Installation of WAPs shall be documented on a GPISD provided spreadsheet. 2) WAPs shall be installed by Contractor per the manufacturer s specifications. 3) WAPs shall be provided by GPISD. 4) Protective cages (required for gym areas) for WAPs shall be Valcom. J. Hubbell Enclosures 1) GPISD uses a customized version of a Hubbell Equipment cabinet depending on the number of cables entering the cabinet. Classroom and nearby office end station data drops, wireless data drops, VoIP, speakers, camera data drops and fiber are terminated inside the enclosure. 2) Each GPRE4 enclosure shall have no more than 92 drops pulled into the enclosure. 3) Each GPRE2 enclosure shall have no more than 48 drops pulled into the enclosure. 4) Each enclosure shall be grounded. 5) Enclosures shall be vacuumed after completion of cabling. 6) All materials required to appropriately dress and thread cabling shall be provided by the Contractor. Nylon ties are not permitted. 7) Network Switches shall be installed by Contractor. GPISD shall provide the network switches. All installation shall be documented on a GPISD provided spreadsheet. K. Copper Patch Cords 1) Patch cords shall be supplied & installed by the Cabling Contractor. 2) The Cabling Contractor shall install all patch cables in the MDF/IDF Closet and at each Hubbell enclosure. RFP Austin Elementary School - Replacement Page 11

12 L. Fiber Patch Cords 1) Patch cords shall be supplied & installed by the Cabling Contractor. 2) The Cabling Contractor shall install all patch cables in the MDF/IDF Closet and at each Hubbell enclosure. M. Speakers and Horns 1) Speakers shall be provided by GPISD and installed by Contractor. 2) Hallway speakers shall be terminated in a surface mounted box above ceiling. The box shall be attached to the vertical wall. 3) Classroom speakers shall be patched in one of the WAO ports in the peerless tile. 4) Service loop a. Service loop shall be a minimum of 15. Service loop must allow a single individual on a ladder to remove the speaker and lay it on the floor with slack for service. b. Speaker service loop shall be neatly coiled (not bundled) on top of speaker or behind speaker c. Horn service loop shall be loosely coiled on J-hook N. Classroom Cable Penetrations 1) The Contractor shall provide an independent cable penetration system into each classroom, office, or other room that is serviced from a cable pathway corridor. Coordinate the exact location with the onsite general contractor. 2) Cable passing through fire or smoke rated partitions must be fire stopped with a UL listed Fire Stop Solution prior to any scheduled inspections. O. Grounding Requirements 1) All work shall be grounded according to the following industry standards: a. ANSI/EIA/TIA 607 b. NEC c. NEC d. The IEEE Emerald Book shall serve a reference guide 2) The Contractor shall insure all grounding connections result in a minimum impedance value. The Contractor shall remove any paint, film, or other non-conductive material prior to securing the ground lug. 3) All ground connections shall be Panduit. 1) The Contractor shall provide and install a comprehensive grounding system for the following system components: RFP Austin Elementary School - Replacement Page 12

13 i. Hubbell Enclosure shall be grounded to the common building ground via a #6 grounding wire. ii. Armored Fiber iii. Contractor shall provide a ground bar at the MDF/IDF. Contractor shall provide a #6 AWG stranded copper wire cable between ground bars to the building main service ground point. This ground conductor shall be utilized for grounding termination equipment, equipment rack and cable tray. iv. Chatsworth Cabinet shall be grounded via the grounding bar in the MDF/IDF. R. Labeling Requirements 1) All labeling schemes shall be approved by GPISD after award. All data shall be labeled at each service end/faceplate with machine generated label 2) All labeling schemes shall include permanent (not construction) room numbers. 3) Camera drops shall be labeled on the surface mounted box above ceiling, on the grid below ceiling and on the camera. 4) Hallway Speaker drops shall be labeled on the surface mounted box above ceiling, on the grid below ceiling and on the speaker. 5) Classroom/Office Speaker drops shall be labeled on the speaker. 6) Hubbell enclosures shall be labeled on the outside of each enclosure by permanent (not construction) room numbers. S. Cable Quantities Copper 850 total cables with an average length of 250 Fiber 72 total runs, 6 strands each, home ran to the MDF with an average length of CABLE TESTING REQUIREMENTS 7) Thirty days prior to start of testing the Contractor is to provide a list of test equipment make, model numbers and calibration data that will be used. Submit a manufacturer s technical data sheet or document that defines the device as capable to test to the applicable Standard. 8) Each cable shall be tested with a Fluke DSP DTX 1800 series tester or other approved tester. 9) Prior to testing, the Contractor must submit documentation to the Owner stating that the tester(s) to be used on the project have been Factory re-calibrated within 30-days of RFP Austin Elementary School - Replacement Page 13

14 use. Throughout the course of the project, the Contractor shall field re-calibrate the tester(s) on 30-day intervals. 10) The Contractor must verify the test equipment is equipped with the most recent Standard and Software versions. 11) The Contractor must provide a sample test report prior to commencing the testing process. The Owner must approve the sample test report prior to testing. 12) The Owner reserves the right to request random testing of any cable(s) during the course of the project to insure adherence to the specifications. 13) The Contractor shall submit all test reports as a portion of the documentation package. The reports shall be submitted in.pdf and.flw Fluke Linkware formats. 14) Each horizontal copper cable shall be tested utilizing the following specifications: a. In accordance with the field test specifications defined in ANSI/TIA/EIA-568-B.2-1 Addendum 1 Transmission Performance Specifications for 4-pair 100 Ω Category 6 Cabling. This document will be referred to as the Category 6 Standard. b. One hundred percent of the installed cabling links must pass the requirements of the Category 6 Standard. Any failing link must be diagnosed and corrected. The corrective action shall be followed with a new test to prove that the corrected link meets the performance requirements. The final and passing result of the tests for all links shall be provided in the test results documentation c. Each cable test shall reflect the worst-case margin versus the Cat. 6 NEXT limit. d. The Contractor shall confirm that each cable test meets or exceeds the minimum Headroom specifications as provided by the System Manufacturer. e. The Contractor must submit any marginal or Pass test reports (as reported by the Fluke tester) to the Owner. At the Owner s discretion, the Contractor must identify, remedy and re-test the marginal reports. 15) Each copper-riser cable shall be tested utilizing the following specifications: a. Each copper-riser cable shall be tested for end-to-end length b. Each copper-riser cable shall be tested for pair continuity c. Each copper-riser cable shall be tested for wire-map 16) Each ground cable shall be testing utilizing the following specifications: a. Each ground cable installed by the Contractor shall be tested utilizing the IEEE Emerald Book 2-Point Bond Test recommended test process. The objective of this test is to document the nominal impedance between the source (rack, cable, cabinet, ladder rack system, etc.) and the ground bar. b. The Contractor shall utilize an Earth Ground Resistance Meter when testing. c. When utilizing long test leads to test the cable tray system, the test leads RFP Austin Elementary School - Replacement Page 14

15 shall be zero-referenced and the impedance shall be subtracted from the total impedance. 17) Prior to patching the data cabling to the switches, the Contractor shall dissipate any potential Electro Static Discharge. 18) Each Multimode fiber riser cable shall be tested utilizing the following specifications: a. Each fiber strand shall be tested according to the ANSI/TIA/EIA 568- B.3 Optical Fiber Cabling Components Standard. b. Prior to cable installation, the Contractor shall connectorize and test each strand for continuity. If the test results indicate a broken, damaged or marginal strand, the entire spool shall be returned to the distributor. 19) Upon final installation, each strand shall be tested utilizing a Fluke DSP FTA440S test head adaptor or similar equipment. The tester shall be configured to test utilizing the Laser Multimode FTA440 settings. Each strand shall be tested bi-directionally at 850nm and 1300nm. 20) Total loss shall not exceed.5db per connector, plus the loss-per-meter for the cable. 21) Prior to testing, the Contractor shall zero-reference the test cord utilizing the Fluke Modified-B test scenario. 3.2 SYSTEM DOCUMENTATION 1) The final as-built documentation shall be provided to the Owner within 30 days of the final system cutover. The final package shall consist of the following documents: a. As-built AutoCAD drawings indicating all drop locations & pathways. b. Test results in Fluke Linkware software format (.FLW). 2) Vendor will provide the drawings in both electronic and printed format. The electronic format is two (2) copies of the AutoCAD file on two separate CD-ROMs. The printed format will consist of three (3) E-size large color plots and three (3) llxl7 color prints 3.3 SYSTEM ACCEPTANCE 1) The Contractor shall complete the entire specified scope and approved change orders prior to System Acceptance. 2) The Final As-built package must be submitted and approved by the Owner prior to System Acceptance. 3) The final payment will be released upon fulfillment of scope and at such time the Owner declares Acceptance. 4) Change orders will be billed upon final approval and completion. PART 4 - Proposal Response Instructions 4.1 GENERAL FORMAT REQUIREMENTS RFP Austin Elementary School - Replacement Page 15

16 1) In order to evaluate the Proposal Response in accordance with the Weighted Evaluations, the Contractor shall provide a response to the following questions: a. Provide the Contractors experience with K 12 installations. b. Provide a list containing a minimum of (3) Project References. The reference list shall include the following items for each reference: Project Name Total Outlet Quantity Cable System Manufacturer Completion Date for the Project (Month/Year) Reference Contact Information (name, telephone number, address) c. Provide warranty details provided by the Contractor. d. The Proposal Response shall include a material worksheet (inventory) documenting all quoted materials. Each line item shall also contain associated quantities. e. The Contractor shall provide a performance/payment bond. f. In order to avoid any delays due to shipping or lead times, once contract is awarded selected Contractor MUST procure all required items for the completion of the contract. Once items arrive in the Contractor secured location (Contractor must bear all costs associated with storage for the duration of the contract), GPISD will inventory items and once verified, Contractor may invoice and receive payment for all items. Failure to comply with this requirement will result in immediate default of contract. Any changes to this requirement must be approved in advance and in writing by GPISD. 2) Provide a resume of the proposed Project Manager outlining their projects installed utilizing the proposed system manufacturer. 3) The Proposal Response must be signed and dated by a representative of the Contractor who maintains the appropriate authority to legally bind the Contractor. 4) Provide a Corporate profile containing the following information: Corporate Name Corporate Address Number of Years Doing Business as Above Previous Name (if less than 5 years) 5) Provide the company s profit and loss statements for the last three years. 6) Provide credit/financial/banking references, including contact name, phone number and address. RFP Austin Elementary School - Replacement Page 16

17 7) How many years has the bidder sold and installed the products presented? 8) Selected contractor must have at least one RCDD on staff to supervise and assist as necessary on this project. Proof of certification must be provided Notes and Considerations: After determining the price per Cat 6 data drop provide a line item for 25 additional runs per building. A not to exceed distance shall be included. After determining the price per 6-strand armored fiber run provide a line item for 5 additional runs per building. A not to exceed distance shall be included. RFP Austin Elementary School - Replacement Page 17

18 GRAND PRAIRIE INDEPENDENT SCHOOL DISTRICT PROCEDURES FOR SEALED BIDS OR PROPOSALS GENERAL CONDITIONS APPLICABILITY - These conditions are applicable and form a part of the contract documents in each equipment and/or service contract and a part of the terms of each purchase order for items of equipment and/or service included in the specifications and bid forms issued herewith WITHDRAWAL OF BIDS - Any bid may be withdrawn by the bidder prior to the scheduled time for opening. Any request by a bidder to withdraw a bid must be in person or in writing and submitted to the Director of Purchasing prior to the scheduled time for opening bids. Any bid that is received after the time specified shall not be considered and may be returned unopened to the bidder BIDS SHALL BE SUBMITTED ON THESE FORMS - Deviations to the General Conditions and/or Specifications shall be conspicuously noted in writing by the bidder and shall be included in the bid BIDDERS WHO DO NOT BID are requested to notify the Grand Prairie Independent School District (GPISD) Purchasing Department in writing if they wish to receive future bids. Failure to do so will result in their being deleted from our bidder list GPISD reserves the right to waive any or all bid irregularities, formalities, or other technicalities; to be the sole and independent judge of quality and suitability of any products offered; and may accept or reject any bid in its entirety, or may reject any part of any bid without affecting the remainder of that bid, and may award the individual items on this bid in any combination or in any way to best serve the interests of GPISD as it perceived those interests to be in its sole discretion GPISD will enter into contractual relationships only with those bidders who have, through word and action, affirmed that they comply with all applicable existing laws or executive orders to insure equal employment opportunities, without regard to race, creed, color, sex, or national origin. Minority owned or HUB companies are encouraged to compete in providing goods and services to the district. GPISD does not operate under a set-aside program. RFP Austin Elementary School - Replacement Page 18

19 1.7.0 Quantities shown are estimates only, based on prior usage. GPISD reserves the right to increase or decrease quantities with the selected supplier, both at the time of acceptance of this quotation offer as so modified, and subsequent thereto. GPISD will purchase supplies and materials during the bid period as-needed DELIVERIES required in this bid shall be freight prepaid, F.O.B. actual destination detailed in specifications, between 7:00 a.m. and 2:00 p.m., inside delivery. Bid prices shall include all freight and delivery charges. Delivery requirements will make it mandatory that the successful bidder schedule an appointment with the Director of Purchasing, or their designee, prior to the shipping any materials SPECIFICATIONS may be those developed by the Using Department or by the Manufacturer to represent items of regularly manufactured products, materials, or equipment DISTRICT SPECIFICATIONS have been developed by the Using Department to show minimal standards as to the usage, materials, and contents based on their needs MANUFACTURER'S SPECIFICATIONS (Design Guide), when used by the District, are to give the bidder information as to the type and kind requested. Proposals on any reputable manufacturer's regularly produced product of such items similar and substantially equivalent will be considered Whenever an article or material is defined by describing a proprietary product or by using the name of a manufacturer or brand name, the term "or equal" if not inserted shall be implied. The specified article or material shall be understood as indicating the type, function; minimum standard of design, efficiency and quality desired and shall not be construed as to exclude other manufactured products of comparable quality, design and efficiency. GPISD reserves the right to make final decisions as comparable items. Be very certain that items upon which you bid and deliver are equal to items listed. Materials, which are not equal, will be returned to the bidder, transportation charges collect. Bidder will reimburse GPISD for items returned at invoice cost within 30 days WARRANTY CONDITIONS for all supplies and/or equipment shall be considered manufacturer's minimum standard warranty unless otherwise agreed to in writing. Bidder shall be an authorized dealer, distributor or manufacturer for the product. Seller shall not limit or exclude any implied warranties, any attempt to do so shall render this contract void at the option of the Buyer. RFP Austin Elementary School - Replacement Page 19

20 2.5.0 GPISD, any of its departments, divisions or campus, is one user and reserves the right to select products and/or supplies from any bid, cooperative agreement such as the General Services Administration or the Department of Information Resources EVALUATION OF BIDS, in accordance with Article 2368a.3, Section 5, takes into account the following considerations: Purchase price The reputation of the vendor and the vendor s good and services The quality of the vendor s good and services The extent to which the goods or services meet the district s needs The impact on the ability of the district to comply with laws and rules relating to historically underutilized businesses The total long-term cost to the district to acquire the vendor s goods or services PREFERENTIAL REQUIREMENT - GPISD, as a governmental agency of the State of Texas, may not award a contract for general construction, improvements, services or public works projects or purchases of supplies, materials, or equipment to a nonresident bidder unless the nonresident's bid is lower than the lowest bid submitted by a responsible Texas resident bidder by the same amount that a Texas resident bidder would be required to underbid a nonresident bidder to obtain a comparable contract in the state in which the nonresident's principal place of business is located (Article 601g V.T.C.S.) IDENTICAL BIDS - In cases where bidding is required for proposed contracts, and more than one bidder submitted the lowest and best bids (identical bids), the bidder who is a resident of the district shall be selected by the governing body. If two or more bidders submitting the lowest and best bids are residents of the district, one of the resident bidders shall be selected by the casting of lots AWARD of BID; BID SUMMARY: The GPISD reserves the right to award a separate contract to more than one bidder for each item/group/service or to award on contract for the entire bid. All bidders will receive a statement of bid award. Tabulations will be posted on the district Purchasing webpage. RFP Austin Elementary School - Replacement Page 20

21 4.0.0 CONTRACTS CONTRACTS FOR PURCHASE will be put into effect by means of a purchase order(s) executed by the Purchasing Department after bids have been awarded ALL CONTRACTS AND AGREEMENTS between bidders and the GPISD shall strictly adhere to the statutes as set forth in the Uniform Commercial Code as last amended in 1977 by the American Law Institute in the National Conference of Commissioners on uniform state laws Buyer's obligation is payable only and solely from the funds available for the purpose of this purchase. Lack of funds shall render this contract null and void to the extent funds are not available and any delivered but unpaid for goods will be returned to the Seller by the Buyer. Do not include Federal Excise, State or City Sales Tax. Entity shall furnish exemption certificate DISCLOSURES - By signing this bid, a bidder affirms that he/she has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor or service to a public servant in connection with the bid submitted, and affirms that, to the best of his/her knowledge, the bid has been arrived at independently, and is submitted without collusion with anyone to obtain information or gain any favoritism that would in any way limit competition or give them an unfair advantage over other bidders in the award of this bid. (See NON-COLLUSION STATEMENT) Upon notification of potential selections for award, the person or entity submitting this bid must give notice to the district if the person or an owner or operator of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in this conviction of a felony (See FELONY CONVICTION NOTICE) BIDDER SHALL NOTE any and all relationships that might be a conflict of interest and include such information with the bid. A list of current board members and the superintendent may be reviewed at RFP Austin Elementary School - Replacement Page 21

22 5.4.0 The price to be paid by the Buyer shall be that contained in Seller's bid which Seller warrants to be no higher than Seller's current prices on orders by others for products of the kind and specification covered by this agreement for similar quantities under similar or like conditions and methods of purchase. In the event Seller breaches this warranty, the prices of the items shall be reduced to the Seller's current prices on orders by others and overpricing refunded within 30 days to GPISD, or in the alternative, Buyer may cancel this contract without liability to Seller for breach or Seller's actual expense In the event of a price decrease to the general trade during the full term of the contract, such decrease must be allowed the District for all configurations and components included in this contract CONDUCT WHILE ON DISTRICT PREMISES Successful bidder or contractor, and all employees, will be required to comply with the same standards applicable to the employees of the GPISD with regard to procedure 18 of the Auxiliary Employee Handbook STATEMENT OF QUALIFICATIONS, when required, must include a description of organizational experience, references and capabilities Organizational Experience: Bidder must describe their qualifications and experience to perform the work described in this invitation References: Proposals must include at least three references, preferably state and local government organizations where the bidder currently provides the type of services and/or products requested. Reference listings must include organization names, addresses, and contact person and telephone number. SECTION (SECURITY; BID SECURITY; PAYMENT BONDS; AND INSURANCE) do not apply to this bid PRESENTATION OF BIDS: All bids/proposals must be received at the Purchasing Office in a sealed document. No oral, telegraphic, telephonic, or facsimile bids will be accepted. ALL correspondence, including freight bills, packing slips, invoices and statements must reference the district purchase order assigned as a result of this bid INTERLOCAL AGREEMENT The Grand Prairie ISD participates in the Educational Purchasing Cooperative of North Texas (EPCNT) There are several governmental entities which utilize this organization for potential purchases. A complete list may be viewed at RFP Austin Elementary School - Replacement Page 22

23 Governmental entities utilizing Internal Governmental contracts with the EPCNT will be eligible, but not obligated, to purchase materials/services under the contract(s) awarded as a result of this solicitation. All purchases by governmental entity other than Grand Prairie ISD will be billed directly to that governmental entity and paid by that governmental entity. Grand Prairie ISD will not be responsible for another governmental entity s debts. Each governmental entity will order material/service as needed and issue the appropriate purchasing documents/contracts. RFP Austin Elementary School - Replacement Page 23

24 BIDDER S CERTIFICATE This bidder, the below named firm, hereby submits bid prices as shown for furnishing the items listed herein, delivered in the quality and dimensions specified, and subject to the conditions listed under Bid Specifications and Conditions. Bid prices shown are net and include all charges. Descriptive and illustrative material, including specifications and data sheets, and all other proposals accompanying this bid are considered to be an integral part of this bid offer. FIRM S NAME ADDRESS CITY & STATE ZIP CODE TELEPHONE FAX AUTHORIZED SIGNATURE DATE POSITION WITH COMPANY INTERLOCAL AGREEMENT Should the governmental, referenced above, elect to participate in this contract, would you, (the contractor) agree that all terms, conditions, specifications, and pricing would apply? YES NO RFP Austin Elementary School - Replacement Page 24

25 Non-Collusion Statement This is to certify that the undersigned bidder has neither directly nor indirectly, entered into any agreement, participated in any collusion or otherwise taken any action in restraint of free competitive bidding in connection with this proposal. It is agreed by the undersigned bidder that the signed delivery of this bid/proposal represents the bidder s acceptance of the terms and conditions of this invitation to bid/offer a proposal including all specifications and special provisions. Note: Signature of the authorized representative MUST be of an individual who legally may enter his/her organization into a formal contract with the Grand Prairie Independent School District. FIRM S NAME NAME OF AUTHORIZED INDIVIDUAL (printed or typed) AUTHORIZED SIGNATURE DATE POSITION WITH COMPANY RFP Austin Elementary School - Replacement Page 25

26 Felony Conviction Notification State of Texas Legislative Senate Bill No. 1, Section , Notification of Criminal History, Subsection (a), states a person or business entity that enters into a contract with a school district must give advance notice to the district if the person or an owner or operator of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in the conviction of a felony. Subsection (b) states a school district may terminate a contract with a person or business entity if the district determines that the person or business entity failed to give notice as required by Subsection (a) or misrepresented the conduct resulting in the conviction. The district must compensate the person or business entity for services performed before the termination contract. This Notice Is Not Required of a Publicly Held Corporation (I) (We), the undersigned agent for the firm named below, certify that the information concerning notification of felony convictions has been reviewed by me and the following information furnished is true to the best of my knowledge. COMPANY NAME: Check the appropriate box and sign the form. My firm is a publicly held corporation; therefore, this reporting requirement is not applicable. AUTHORIZED SIGNATURE: My firm is not owned nor operated by anyone who has been convicted of a felony. AUTHORIZED SIGNATURE: My firm is owned or operated by the following individual(s) who has/have been convicted of a felony. Name of Felony: Details of Conviction(s): AUTHORIZED SIGNATURE: RFP Austin Elementary School - Replacement Page 26

27 CONFLICT OF INTEREST QUESTIONNAIRE For vendor or other person doing business with local governmental entity This questionnaire is being filed in accordance with chapter 176 of the Local Government Code by a person doing business with the governmental entity. By law this questionnaire must be filed with the records administrator of the local government not later than the 7th business day after the date the person becomes aware of facts that require the statement to be filed. See Section , Local Government Code. A person commits an offense if the person violates Section , Local Government Code. An offense under this section is a Class C misdemeanor. 1 Name of person doing business with local governmental entity. FORM CIQ OFFICE USE ONLY Date Received 2 Check this box if you are filing an update to a previously filed questionnaire. (The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than September 1 of the year for which an activity described in Section (a), Local Government Code, is pending and not later than the 7th business day after the date the originally filed questionnaire becomes incomplete or inaccurate.) 3 Describe each affiliation or business relationship with an employee or contractor of the local governmental entity who makes recommendations to a local government officer of the local governmental entity with respect to expenditure of money. 4 Describe each affiliation or business relationship with a person who is a local government officer and who appoints or employs a local government officer of the local governmental entity that is the subject of this questionnaire. RFP Austin Elementary School - Replacement Page 27