BID PACKAGE CITY OF BEVERLY HILLS INFORMATION TECHNOLOGY 455 NORTH REXFORD DRIVE BEVERLY HILLS, CALIFORNIA

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1 BID PACKAGE CITY OF BEVERLY HILLS INFORMATION TECHNOLOGY 455 NORTH REXFORD DRIVE BEVERLY HILLS, CALIFORNIA LEGAL NOTICE REQUEST FOR PROPOSALS Sealed proposals are requested on the list of materials, supplies, equipment or services set forth herein, subject to all conditions outlined in the Proposal Document, including: SECTION 1: SECTION 2: SECTION 3: SECTION 4: SECTION 5: REQUEST FOR PROPOSALS GENERAL INFORMATION AND INSTRUCTIONS PROJECT OVERVIEW/DETAILED SPECIFICATIONS RESPONSE FORMAT BID FORM SECTION 1 REQUEST FOR BIDS 1. Date of Request: Thursday, October 20, Bid Number: Item Description: FTTP INITIATIVE - EQUIPMENT 4. Bid Opening Date: Thursday, December 1, 2pm 5. Location for Submittals: Sealed bids will be received at all times during normal business hours prior to the Bid Opening, at the: Office of the City Clerk City of Beverly Hills 455 North Rexford Drive, Room 290 Beverly Hills, CA Re: Bid #16-29, FTTP Equipment 6. Bids will be opened at the Bid Opening time stated, in the Office of the City Clerk. Bids which arrive after the specified Bid Opening time, including mailed bids delivered after the specified Bid Opening time, will not be accepted, regardless of the time postmarked or otherwise indicated on the envelope. All bids must be in writing and must contain an original signature by an authorized officer of the firm. Electronic bids (i.e., telephonic, FAX, etc.) are NOT acceptable. Bidders must submit one (1) original bid and three (3) copies to the City of Beverly Hills as specified above. All bids shall clearly contain on the outside of the sealed envelope in which they are submitted: Bid #16-29, FTTP Equipment. THE CITY RETAINS THE RIGHT TO REJECT ANY AND ALL BIDS WITHOUT CAUSE AND/OR ELECT NOT TO AWARD A BID. 1

2 SECTION 2 - GENERAL INFORMATION AND INSTRUCTION 1. Bidders proposals may be withdrawn at any time prior to the bid opening. No proposal may be withdrawn after the bid opening. Violation of this policy may cause a Bidder to be removed from the qualified Bidder's List. 2. Late proposals will not be accepted, and will be returned unopened, regardless of postmark. Prospective respondents are responsible for having proposals deposited on time at the place specified and assume all risk of late delivery, including any delay in the mail or handling of the mail by the U.S. Postal Service or City employees. 3. Bidders are advised to become familiar with all conditions, instructions and specifications governing this bid. Once the award has been made, a failure to have read all the conditions, instructions and specifications of this contract shall not be cause to alter the original contract or for vendor to request additional compensation. 4. Bidders agree to defend and save the City from and against all demands, claims, suits, costs, expenses, damages and adjustments based on any infringement of any patent relating to goods specified in this contract. 5. The successful Bidder shall not assign the contract, or subcontract the whole or any part of the contract without written consent of the City. Such consent shall neither relieve the bidder from his obligation nor change the terms of the contract. 6. The City shall have the right to inspect any material specified herein. Equipment, supplies or services that fail to comply with the specifications herein regarding design, material or workmanship are subject to rejection at the option of the City. Any materials rejected shall be removed from the premises of the City at the expense of the vendor. 7. Bidder shall state the nature and period of any warranty or guarantee. Manufacturer's specifications shall be submitted with the bid and shall be considered a part of this contract where such specifications meet the minimum of the City specifications. 8. Each bidder shall submit in full this completed original BID DOCUMENT and all necessary catalogues, descriptive literature, etc., needed to fully describe the materials or work he proposes to furnish. 9. Bidders shall state the delivery date for commodities in terms of calendar days after notification of award. Where the contract calls for performance of labor, the bidder shall also state the number of calendar days required for completion after notification of award. 10. Cash discounts shall be considered in the evaluation of the bids, except that payment periods of less than thirty (30) days will not be considered in award of this bid. Where cash discounts are offered, the discount date shall begin with the invoice date or delivery date to the City, whichever is later. 11. Upon award of the bid to the successful Bidder, the Contractor shall at all times during the term of this Agreement carry, maintain, and keep in full force and effect, insurance as follows: a. A policy or policies of Comprehensive General Liability Insurance, with minimum limits of Two Million Dollars ($2,000,000) for each occurrence, combined single limit, against 2

3 any personal injury, death, loss or damage resulting from the wrongful or negligent acts by Contractor. b. A policy or policies of Comprehensive Vehicle Liability Insurance covering personal injury and property damage, with minimum limits of One Million Dollars ($1,000,000) per occurrence combined single limit, covering any vehicle utilized by Contractor in performing the Scope of Work required by the Agreement. c. Workers' compensation insurance as required by the State of California. d. Contractor shall require each of its subcontractors to maintain insurance coverage which meets all of the requirements of this Agreement. e. The policy or polices required by this Agreement shall be issued by an insurer admitted in the State of California and with a rating of at least a B+;VII in the latest edition of Best's Insurance Guide. f. Contractor agrees that if it does not keep the aforesaid insurance in full force and effect CITY may either immediately terminate this Agreement or, if insurance is available at a reasonable cost, CITY may take out the necessary insurance and pay, at Contractor's expense, the premium thereon. g. At all times during the term of the Agreement, Contractor shall maintain on file with the City Clerk a certificate or certificates of insurance on the form set forth in the Attachment or a form satisfactory to the Risk Manager, showing that the aforesaid policies are in effect in the required amounts. Contractor shall, prior to commencement of work under the Agreement, file with the City Clerk such certificate or certificates. The general and auto liability insurance shall contain an endorsement naming the City as an additional insured. All of the policies required under this Agreement shall contain an endorsement providing that the policies cannot be canceled or reduced except on thirty (30) days prior written notice to City, and specifically stating that the coverage contained in the policies affords insurance pursuant to the terms and conditions as set forth in this Agreement. h. The insurance provided by Contractor shall be primary to any coverage available to City. The policies of insurance required by the Agreement shall include provisions for waiver of subrogation. i. Any deductibles or self-insured retentions must be declared to and approved by City. At the option of City, Contractor shall either reduce or eliminate the deductibles or selfinsured retentions with respect to City, or Contractor shall procure a bond guaranteeing payment of losses and expenses. 12. Upon award of the bid to the successful Bidder, the Contractor agrees to indemnify, defend and hold harmless the City, City Council and each member thereof, and every officer, and employee of the City, from any claim, liability or financial loss including, without limitation, attorneys fees and costs, arising in any manner whatsoever from any intentional, reckless, negligent, or otherwise wrongful acts, errors or omissions of Contractor, or any person employed by Contractor, including agents and independent contractors, in the performance of this agreement. 3

4 13. Upon the award of the bid to the successful Bidder, the Contractor agrees to indemnify, hold harmless and defend the City of Beverly Hills, City Council and each member thereof, every officer, employee and agent of City, from any liability or financial loss (including, without limitation, attorneys fees and costs) arising from or related to any claim that the software and/or hardware provided by a Bidder infringes upon any copyright, trade secret, trademark, patent or other proprietary or intellectual property right of any third party. 14. Every supplier of materials and services and all contractors doing business with the City shall be an "Equal Opportunity Employer" as defined by Section 2000 (E) of Chapter 21, Title 42 of the United States Code Annotated and Federal Executive Orders #11375, and as such shall not discriminate against any other person by reason of race, creed, color, religion, age, sex or physical or mental handicaps with respect to the hiring, application for employment, tenure, terms or conditions or employment of any person. 15. Prices quoted herein must be firm for a period of not less than ninety (90) days after date of bid opening. 16. Bids calling for other than a "lump sum" total bid may be awarded by single item, by groups of items, or as a whole, as the City deems to be in the best interest of the City. 17. The City will be the sole and exclusive judge of quality, compliance with bid specifications or any other matter pertaining to this bid. The City reserves the exclusive right to award this bid in any manner it deems to be in the best interest of the City. 18. Quantities specified in this document are approximate only, the City reserves the right, within the period for delivery to increase or decrease the quantity ordered and upon mutual agreement after the period specified for delivery, order additional quantities of items bid. 19. Contractor shall cooperate with the City in all matters relating to taxation and the collection of taxes. It is the policy of the City to self-accrue use tax associated with its own purchases. The City requests that its contractors self-accrue their use tax, when applicable, and report the use tax to the State Board of Equalization with a City-assigned permit number. The City's own use tax which is self-accrued by the City will be remitted to the State of California pursuant to the City's permit with the State Board of Equalization. 20. Potential Bidders who have a procedural question may call Nicole McClinton at or Anne Salvatore at All substantive questions must be submitted in writing to nmcclinton@beverlyhills.org, copy to Anne Salvatore at asalvatore@beverlyhills.org and Neil Shaw at nshaw@uptownservices.com. A copy of each question and corresponding written response in the form of Bid Addenda will be ed to all parties who have obtained a bid package, and will also be posted on the City s website. Bid Addenda will be issued on a weekly basis if any questions are received during the prior week by close of business that Friday. Each Bid Addendum will be cumulative. All substantive questions must be received by close of business on Monday, November 21, The final Bid Addendum will be ed and posted on the City s website by close of business on Wednesday, November 23,

5 SECTION 3 PROJECT OVERVIEW & DETAILED SPECIFICATIONS IN EVENT OF CONFLICT, THE FOLLOWING SPECIFICATIONS SHALL PREVAIL OVER GENERAL INSTRUCTIONS CONTAINED ELSEWHERE IN THIS BID. 1. Background. The City of Beverly Hills is seeking proposals from vendors who provide equipment, software and services required to provide a state-of-the-art gigabit passive optical network (GPON) and Active Ethernet as related to the operation of a fiber to the premise (FTTP) network delivering high speed internet service and voice over internet protocol (VoIP) telephone service to residential and commercial customers. The City plans to provide these services to each residence and business in the community through a phased network construction project that will begin in The City has approximately 35,000 residents and spans a total of 5.71 sq. miles. There are a mix of multi-dwelling units (MDU s), residential, and commercial customers. 2. Description of Work. The City is procuring a new FTTP platform to support the deployment of GPON and Active Ethernet based broadband services to residents and businesses in Beverly Hills. The scope of this selection includes optical line terminals (OLT s) related DC power systems and dual purpose optical network units (ONU s) (auto sensing GPON or Active Ethernet). The City has completed the preliminary outside plant and inside plant designs for the new FTTP network. The bidding process is under way for all major building blocks for the FTTP network. The system will be built over the next 24 months. It should be assumed that the first OLT deployment will begin in the first quarter of Key characteristics are: a. Approximately 50% overhead and 50% underground outside plant. b. Seven equipment sites connected to each other via existing fiber backbone. c. Combined deployment of GPON and Active Ethernet using the same outside plant network. d. GPON split ratio capped at 1:16. e. Centralized split system with at least one fiber per passing terminating on serving splitter cabinet. f. Feeder systems sized to serve up to 25% of homes in each cabinet area with an active Ethernet connection (single fiber approach). 4. Minimum Qualifications. Contractor must meet all minimum qualifications to be deemed eligible for this contract. 5

6 a. The proposed GPON platform has been deployed in at least 50 FTTP systems, at least 20 have been municipal FTTP systems. b. Bidders must demonstrate that at least 250,000 of their GPON ONT s have been deployed in FTTP systems operating in the United States. c. Bidders must provide complete responses. For detailed information, please see Section 5 below. d. Respondents proposals must be valid for not less than ninety (90) days after the Open Date. 5. FTTP Equipment Requirements a. Software Systems. The City expects the Contractor to provide all software necessary for a fully functional system at the time of implementation. All proposed software versions must be generally available and operational in a live environment on or before the submission deadline. b. Interfaces. Port requirements for each of seven (7) hut sites in the network are: GPON Ports Required Active Ethernet Ports Required Area A Area B Area D Area E Area F Area G Area H G Uplinks Required i. Network Uplinks. GPON and Active Ethernet port requirements have been developed on a site by site basis. For the purposes of this selection process, it should be assumed that each site would need a total of four (4) 10G uplinks to a future Layer 3 network. Decisions related to optical line terminal (OLT) interconnection and connection to Layer 3 network resources will be made as a result of discussions with City network engineers and the selected Bidder. ii. GPON and Active Ethernet. In addition to switch module uplinks, each OLT must be capable of delivering active Ethernet interfaces and GPON interfaces in the same chassis. Counts for each site are provided in the pricing schedule. 6

7 iii. Next Generation GPON. Respondents are required to detail the roadmap for support of next generation GPON standards, including, but not limited to compatibility with the proposed chassis and ONUs, port density, speeds supported, pricing and general availability. c. Optical Network Units (ONU s). The City requires pricing for the following ONU models and quantities. i. ONU and Power Supply Quantity Indoor Residential Gateway (2 10/100/1000, 2 POTS, WiFi) 3,500 Indoor Residential Gateway (2 10/100/1000, 2 POTS) 2,000 Indoor Residential Gateway UPS 2,000 Indoor ONU power supply only 3,500 ii. Autosensing technology at the ONU level is preferred by the City given the heavy deployment of active Ethernet services expected. d. Power Systems. Proposed solutions should include all applicable DC power systems required to support the proposed OLTs for each site in the FTTP network. Respondents should assume that each site will be equipped with the required rack space and cable raceways. Proposals should include the required battery strings, rectifiers, and breaker panels for the proposed OLT configurations. e. Implementation and Support. The Contractor, with the appropriate involvement from the City, must perform all tasks required to implement the proposed system, including all configuration, testing, training and construction of interfaces. f. Project Management. The Contractor must present a comprehensive project plan showing time and resources required to accomplish tasks. The Contractor must employ professional project management software such as Microsoft Project. g. Documentation. Documentation must be developed to support the software and the City s business processes. At a minimum, the Contractor shall provide the City with the following: i. User documentation ii. Configuration documentation iii. Interface documentation iv. System administration manuals v. Application software tutorials h. System Documentation. All user documentation, including application and interface documentation, help documentation and software tutorials should be 7

8 available online and accessible from within the relevant application. Additionally, the Contractor is expected to provide sufficient copies of each type of user documentation. i. Testing. The implementation must include adequate provisions for functional, performance and reliability testing. The City requires the Contractor s involvement in the development and execution of all test plans to assure that the System delivers the expected results. j. Warranty. The entire System should include a warranty for vendor supplied software for a minimum of twelve (12) months after the acceptance date. i. The City also requires a warranty for implementation services (e.g., work products, developed modifications, configuration, etc.) for the same period of time. ii. Additionally, the Contractor must warrant its responses to the functional requirements included in this RFP and any other element of this RFP, and will must to attach its response to any Contract executed with the City. k. System Requirements. Responses must include all system requirements necessary for the installation of the proposed System for the City including all hardware, software, additional third party software, operating system and disk space requirements. l. Support and Maintenance. The City expects that a five (5) year maintenance and support agreement will be offered. m. Training. The Contractor is expected to provide the following types of training programs: i. Application administrator training that includes the training necessary to configure, tailor, monitor and administer the technical and functional aspects of System. ii. End user training that includes the use of a train-the-trainer approach accompanied by computer-based training. iii. Post-implementation training for ongoing end-user training for the initial System, as well as for future version releases. The City envisions the use of a train-the-trainer approach accompanied by computer-based training. iv. All training material must be provided in both electronic and hard copy formats for unlimited duplication by the City and its member agencies. Training materials must reflect the specific functionality of the system being implemented in the City and all training sessions should include specific skills required to support the functionality of the City s System. 8

9 1. Company Information SECTION 4 RESPONSE FORMAT a. Company Information. State the number of years you ve been in business, submit a detailed description of the company and professional staff, provide firm financial information, and disclose any and all former or current litigation. b. Proposed Project Team & Resumes. Include the resumes of each member of the proposed Project Team. c. Deployment Experience. Detail experience with providing FTTP Equipment for municipal broadband systems. Provide a list of deployed customers that most closely resemble the system listed in this RFP. Briefly describe implementation, including dates, system components, customer base, and services offered. d. Vendor Experience. Include a detailed list of deployed established FTTP electronics vendors. If applicable, please describe the proposed platform s current interfaces to IBBS or their ability to interface to IBBS. 2. Evaluation Procedures Responses will be evaluated by an Evaluation Committee. The Committee will consider the completeness of a response and how well the response meets the needs of the City. Evaluations will be based on criteria as outlined in this section. 3. Scoring and Evaluation Factors a. The evaluation factors reflect the totality of considerations represented in the evaluation of responses. While cost is important, other factors are also significant and the City may not select the lowest cost response. The objective is to choose based on which solution offers the highest value and achieves the project s goals and objectives within a reasonable budget. b. All viable responses will be evaluated using the same criteria. Evaluations will be based on the criteria listed below, which correspond to information requested in various sections of the response: i. Bidder experience, references and financial stability; ii. Functional and operational aspects of the proposed solution as indicated in the response to Section 3, the Project Overview and Detailed Specifications; iii. Strength of support for GPON and active Ethernet on the same platform (OLT, OSS and ONUs); iv. Strength of ONU product line to support triple play services through wired and wireless approaches; and v. One-time, optional and recurring costs. 9

10 4. Proposal Award and Execution The City plans on requesting presentations by short-listed Bidders. Please note that presentations will be scheduled after the Evaluation Committee comes to consensus on which Bidders have been short-listed. 10

11 SECTION 5 - BID FORM (Must be completed by Bidder) The undersigned proposes to furnish all materials, supplies, equipment or services set forth herein subject to all conditions outlined in the Bid Document, including the general instructions and information to bidders, at prices indicated below: Bid Proposal: $ Payment Terms Warranty Delivery Company Name Exceptions or Deviations attached YES NO (Number of Days) Telephone Address Person submitting bid : Print Name Title Signature F.O.B. All prices of the bid shall be F.O.B. destination Beverly Hills, California; and delivery to any point within Beverly Hills shall be without additional charge. TAX All bid proposals shall be exclusive of tax; City staff will compute all tax involved when applicable. ACCEPTANCE OF PROPOSAL The City reserves the right to accept or reject any and all bids and reserves the right to waive technicalities where such action best serves the interests of the City. The manufacturer of the proposed materials or equipment may be required to acknowledge by written conformation that the minimum requirements of the specifications are included in the Bidder's proposal before the award of the bid. EXCEPTIONS Any bidder's exceptions to these terms or conditions or deviations from the written specifications shall be shown in writing and attached to bid form. However, such exceptions or deviations may result in bid rejection. 11

12 CERTIFICATE OF INSURANCE This is to certify that the following endorsement is part of the policy(ies) described below: NAMED INSURED (CONTRACTOR) COMPANIES AFFORDING COVERAGE A. B. ADDRESS C. COMPANY (A. B. C.) COVERAGE AUTOMOBILE LIABILITY GENERAL LIABILITY PRODUCTS/COMPLETED OPERATIONS BLANKET CONTRACTUAL CONTRACTOR'S PROTECTIVE PERSONAL INJURY EXCESS LIABILITY WORKERS' COMPENSATION POLICY NUMBER EXPIRATION DATE B.I. LIMITS P.D. It is hereby understood and agreed that the City of Beverly Hills, its City Council and each member thereof and every officer and employee of the City shall be named as joint and several assureds with respect to claims arising out of the following project or agreement: AGGREGATE (NAME OF INSURED) It is further agreed that the following indemnity agreement between the City of Beverly Hills and the named insured is covered under the policy: Contractor agrees to indemnify, hold harmless and defend City, its City Council and each member thereof and every officer and employee of City from any and all liability or financial loss resulting from any suits, claims, losses or actions brought against and from all costs and expenses of litigation brought against City, its City Council and each member thereof and any officer or employee of City which results directly or indirectly from the wrongful or negligent actions of contractor's officers, employees, agents or others employed by Contractor while engaged by Contractor in the (performance of this agreement) construction of this project. It is further agreed that the inclusion of more than one assured shall not operate to increase the limit of the company's liability and that insurer waives any right of contribution with insurance which may be available to the City of Beverly Hills. In the event of cancellation or material change in the above coverage, the company will give 30 days written notice of cancellation or material change to the certificate holder. Except to certify that the policy(ies) described above have the above endorsement attached, this certificate or verification of insurance is not an insurance policy and does not amend, extend or alter the coverage afforded by the policies listed herein. Notwithstanding any requirement, term, or condition of any contract or other document with respect to which this certificate or verification of insurance may be issued or may pertain, the insurance afforded by the policies described herein is subject to all the terms, exclusions and conditions of such policies. DATE: AGENCY: BY: TITLE: ADDRESS: Authorized Insurance Representative 12