Request for Proposal. Chatham County Fiber Project

Transcription

1 Request for Proposal Chatham County Fiber Project RFP sent to vendors... Date: 02/27/14 Mandatory Pre-Proposal Meeting.. Date: 03/13/14 2:00 PM Deadline for written questions to the County Date 03/20/14 Noon EST Deadline for proposals... Date 03/27/14 4:00 PM Evaluation of vendors proposals completed... Date 04/04/14 Anticipated award by the Board of Commissioners... Date 04/21/14 Contact: Robin S. James, CLGPO Chatham County Purchasing Agent PO Box East Street Pittsboro, NC

2 Chatham County RFP Fiber Run 1 Request for Proposal Table of Contents Part I: Introduction... 2 Part II: Administrative Rules for the RFP... 4 Part III: General Requirements... 8 Part IV: Vendor Response Requirements Appendix A: E-Verify Affidavit Appendix B: Map with locations plotted

3 Chatham County RFP Fiber Run 2 Purpose of the RFP Part I Introduction Contractor will furnish and install a complete and working dedicated single mode 48 strand fiber optic back bone cabling for an approximate six (6) mile run. The main hub location is at the County Annex Building, 12 East Street, Pittsboro, NC The longest destination point is the new Chatham County Detention Center at 627 Renaissance Drive (formerly County Landfill Road). There will also be a six (6) strand drop for future use at 1192 US 64 West. The current housing equipment located at the Annex Building is Corning LANscape. And additional enclosure will be required to support the 48 strands at the annex location as well as an enclosure unit to support a minimum of 24 strands at the detention location. Scope of Work Chatham County will require an estimated six (6) mile run of 48 strand singlemode fiber. The project will include any combination of aerial and burial cable run as needed. All burial will be clearly marked per North Carolina laws. All encroachments and permissions will be the responsibility of the vendor. The County would need to be notified of any instance where an easement might be necessary. Contractor will need to be responsible for having all existing utilities located along their path prior to starting installation. Six (6) strands will be dropped off for the future Agricultural Center at 1192 US 64 West (approx. 1.5 miles from Annex). Twelve (12) strands will run the entire distance to the new detention facility site located at 627 Renaissance Drive. The Chatham County Detention site shall be terminated and tested. All fiber to the annex site will also be terminated and tested. The County will require a certified test report of all fiber runs. All terminations to be completed with LC connectors. Install Corning LANScape enclosure units at both the annex and detention locations. A separate connection of twelve strand multi mode cable will be made between the Chatham Detention Center and the Chatham County Animal Control on the adjoining property. The Contractor must abide by any/all requirements of NCDOT, NCDENR, and any other relevant state and local authority that may have jurisdiction over the path they intend to travel. The selected contractor must present the County a proposed route and method diagram after utility permissions are granted and prior to beginning the cable work. At the end of the project, the County requires a detail map blueprint of the end cable project run.

4 Chatham County RFP Fiber Run 3 Vendor Qualifications The proposed vendor must meet the following qualifications: Low Voltage License North Carolina Burglar Alarm License North Carolina Communications Contractor s License Registered Communications Distribution Designer (RCDD) on staff (or equal communications design designation) Corning Network of Preferred Installers (NPI) Certifications as a company The vendor must maintain all required OSHA standards for this area of work, including any required specialties trainings or certifications. The vendor must comply with the E-verify affidavit contained within this document.

5 Chatham County RFP Fiber Run 4 Part II Administrative Rules for the RFP Application of North Carolina General Statutes The General Statutes of North Carolina, insofar as they apply to purchasing involving the expenditure of public money and competitive bidding, are made a part herein and will govern the bidding process. Calendar of Events RFP sent to vendors February 27, 2014 Mandatory Pre Proposal Meeting. March 13, :00 PM Deadline for written questions to the County March 20, 2014 Noon Deadline for submittals March 27, :00 PM Evaluation of vendors proposals completed... April 4, 2014 Anticipated award by the Board of Commissioners April 21, 2014 Delivery of Proposals One (1) original, two (2) copies of the seal proposal and one (1) electronic media or pdf should be delivered no later than 2:00 PM on March 27, 2014, to: Robin S. James, CLGPO Chatham County Purchasing Agent 12 East Street PO Box 608 Pittsboro, NC (919) robin.james@chathamnc.org Proposals should be delivered in a sealed envelope plainly marked Chatham County Fiber Project Inquiries about the RFP All questions about this solicitation the contents or any clarification must be submitted in writing by postal mail, or fax to: Robin S. James, CLGPO Chatham County Purchasing Agent 12 East Street PO Box 608 Pittsboro, NC (919) robin.james@chathamnc.org

6 Chatham County RFP Fiber Run 5 Responses arising from submitted questions will be prepared and distributed to all vendors in the form of an addendum. The County will not be responsible for the accuracy of any other oral explanations, interpretations, or representations. Questions may be submitted up to five (5) business days prior to the submittal deadline and due by March 20 th by Noon to the contact named above. Addenda Any addenda to these documents shall be issued in writing. No oral statements, explanations, or commitments by anyone shall be of any effect unless incorporated in the written addenda. All addenda will be posted to the Chatham County Bids Opportunity web page at: Proposal Submittals Proposals will be received and recorded at 2:00 PM on March 27, in the Chatham County Finance Office, West Wing Conference Room, 12 East St., Pittsboro, NC The proposers name will be recorded and listed, however; the proposals will not be public record until an award is made. Evaluation of Proposals All proposals will be evaluated by a team consisting of representatives of the Chatham County Management Information Systems Department, the Finance Office and other such representatives and/or consultants as the County deem appropriate. Rejection of Proposals Chatham County reserves the right to reject any or all proposals or any part thereof and to select the most responsive proposal that is deemed in the best interest of Chatham County. Award of Contract The Chatham County Board of Commissioners will award the contract based on the recommendation of the Chatham County review committee. The recommendation will be based on the proposal which best meets the County s needs taking into consideration a number of criteria, including: 1. Economic and price considerations. 2. Experience in installing and supporting fiber networks 3. Comprehensiveness of submitted proposal. 4. Ability to meet schedule for project 5. Evaluation of references 6. One year warranties for all materials and workmanship in addition to the manufactures warranties. Once the award by the Chatham County Board of Commissioners has been made, the successful vendor shall enter into a written contract with Chatham County within ten (10) days after notice of the award.

7 Chatham County RFP Fiber Run 6 Delivery Time The new Detention Center is scheduled for opening in August The contractor will have ninety days (90) to complete the project after the contract award is made. The fiber completion date is estimated for August 1, Proposal Costs All costs of preparing the proposal are entirely the responsibility of the vendor and shall not be included in the proposal price. Modification or Withdrawal of Proposals Any vendor may withdraw his or her proposal at any time prior to the deadline for the proposal submittals. No vendor may withdraw his or her proposal, for any reason whatsoever, after the March 27, 2014, 2:00 PM deadline, except in accordance with the provisions of G.S of the General Statutes of North Carolina. Only letters and other written requests for the modification or correction of a previously submitted proposal that are addressed in the same manner as the proposal and are received by the Chatham County Purchasing Agent prior to the proposal deadline will be accepted. The proposal will be corrected in accordance with such written requests, provided that any such written request is in a sealed envelope that is plainly marked Modification of Proposal on [item described]. Oral or telephone modifications or corrections will not be recognized or considered. Firm Proposals All prices proposed must be firm for 60 calendar days from due date of the proposal. The County reserves the right to add additional quantities identified in the original proposal at the same or better pricing for the period of one year. Default In case of default of the vendor, Chatham County may procure the articles and services from other sources and hold the vendor responsible for any excess cost incurred thereby. Right of Cancellation Any contract agreement entered into with the Chatham County that requires ongoing payments after the end of the fiscal year in which the system is purchased is cancellable in the event that continuing funds are not appropriated. Vendor Declaration The vendor must state that the proposal was made without connection with any other person, company, or parties making a similar proposal and that it is in all respects fair and in good faith without collusion and fraud.

8 Chatham County RFP Fiber Run 7 Vendor Responsibilities Notwithstanding the details presented in this RFP, it is the responsibility of the vendor to verify the completeness of the materials listed and the suitability of devices to meet the intent of the specifications. Any additional hardware or software required after installation, even if not specifically mentioned herein, shall be provided by the vendor without claim for additional payment. Property of Chatham County All submittals submitted in response to this document become the property of Chatham County. Supporting technical manuals shall be returned at the request of the vendor. After the award of the contract, the proposals will be governed by the NC public record statutes.

9 Chatham County RFP Fiber Run 8 Part III General Requirements Subcontracting If any part of the work is to be subcontracted, the subcontractual arrangements shall be the sole responsibility of the vendor. The vendor shall provide a description of the subcontracting organization and the contractual arrangements made therewith. All subcontractors must be approved in writing by Chatham County. In addition, all subcontractors are subject to the e-verify affidavit requirement. Contracts While Chatham County intends to enter into a contract that best serves, the interests of the county and will not be required to accept a vendor s standard contract. The County will use the standard County contract form. Vendor Warranties All warranties should be stated in writing and submitted at the end of the project in a binder. This will include the vendor s warranties as well as the manufacture s warranties. E-Verify Requirement Pursuant to legislation action 09/04/13, legislation specifically prohibits governmental units from entering into certain contracts unless the contractor and the contractor s subcontractors comply with the requirements of Article 2 of Chapter 64 of the General Statutes. All vendors submitting an RFP must show they have complied with this requirement by completing the E-Verify affidavit included within this document, confirming your company has either complied with the E-verify requirement or you are exempt from the requirement. The affidavit must be included with the required signature in the RFP submittal. Failure to submit the E-Verify affidavit will result in declaring the RFP as non-responsive. Insurance: Contractor shall maintain insurance policies at all times with minimum limits as follows: Coverage Worker s Compensation Statutory Limits General/Professional Liability $100,000 bodily injury per person (BI) $500,000 bodily injury per occurrence (BI) $100,000 property damage (PD)

10 Chatham County RFP Fiber Run 9 Automobile Liability $250,000 bodily injury per person (BI) $100,000 property damage (PD) or All insurance policies shall be issued by companies authorized to do business under the laws of the State of North Carolina and shall be rated not less than A by A.M. Best and Company. Contractor shall furnish Certificates of Insurance to the County, naming the County as an additional insured, prior to the commencement of operations. The certificates shall clearly indicate that Contractor has obtained insurance of the type, amount, and classification as required for strict compliance with this paragraph and that no material change or cancellation of the insurance shall be effective without thirty (30) days prior written notice to the County. Compliance with the foregoing requirements shall not relieve Contractor from any liability or obligations under this Agreement.

11 Chatham County RFP Fiber Run 10 Additional County Conditions All proposing firms or individuals shall comply with all conditions, requirements, and specifications contained herein, with any departure constituting sufficient cause for rejection of the proposal. However, Chatham County reserves the right to change conditions, requirements and specifications as it deems necessary. The proposal must be signed by a duly authorized official of the proposing organization or individual submitting the proposal. No proposals will be accepted from any person or organization that is in arrears for any obligation to Chatham County, or that otherwise may be deemed irresponsible or unresponsive by county staff or the Chatham County Board of Commissioners. Chatham County is not obligated to enter into any contract as a result of the RFP. Only one contract may be awarded as the result to the RFP. Chatham County may approve or disapprove the use of specific proposed subcontractors in any proposals. Chatham County reserves the right to enter into an agreement with another proposing vendor in the event that the originally fails to execute a contract with the County or defaults on their contract. All proposals must be prepared in a comprehensive manner as to content, but we do not require specific types of binders or promotional material for submissions. Promotional materials will be considered part of the proposal and will not affect the evaluation of proposals. Chatham County reserves the right to negotiate with any, none or all of the proposing vendors. All costs, including travel and expenses, incurred in the preparation of this proposal will be borne solely by the proposing company. No agreements with any selected vendor shall be binding until a contract is signed and executed by the Board of Commissioners and authorized representatives of the vendor.

12 Chatham County RFP Fiber Run 11 Part IV Introduction Proposal Requirements There is no intent to limit the contents of proposals. Vendors may include any information deemed pertinent in addition to that outlined. It is requested that the following section headings be used in vendor responses to this RFP and that these headings be arranged in the order listed below. Vendors should provide a table of contents and should include labeled divider tabs between the sections. Proposal Summary Each vendor should provide a brief narrative in which an overview is presented of the system proposed in compliance with the specifications outlined in this RFP. A summary of the complete hardware configuration being proposed and each software package being recommended should be presented. Corporate Background and References This section shall include background information on the organization and should give details of experience with similar proj ects. A list of references (including contact persons and telephone numbers) for whom similar work has been performed shall be included. Past Experience The proposal shall include a list of all installations (including general system configuration, installation date, and contact information) made since January 1, 2011 (last three years). Project Schedule The proposal shall include a detailed project schedule for implementing the specified system, including a breakdown of tasks and estimated dates of completion. State any views and concerns to the projected August 1, 2014 completion. Technical Approach This section shall include, in narrative, outline, and/or graph form the offeror's approach to accomplishing the tasks outlined in the Scope of Work section of this RFP. A description of each task and deliverable and the schedule for accomplishing each shall be included. Cost Proposal All proposals shall propose a turnkey solution, including all materials, installation costs, active hardware (electronics), documentation, and any necessary training on active hardware.

13 Chatham County RFP Fiber Run 12 COST PROPOSAL FORM By submitting this proposal, the potential contractor certifies the following: This proposal is signed by an authorized representative of the firm. It can obtain insurance certificates as required within 10 calendar days after notice of award. The cost and availability of all equipment, materials, and supplies associated with performing the services described herein have been determined and included in the proposed cost. All labor costs, direct and indirect, have been determined and included in the proposed cost. The offeror has attended the mandatory conference/site visit and is aware of prevailing conditions associated with performing these services The potential contractor has read and understands the conditions set forth in this RFP and agrees to them with no exceptions. Therefore, in compliance with this Request for Proposals, and subject to all conditions herein, the undersigned offers and agrees, if this proposal is accepted within 60 days from the date of the contract execution to furnish the subject services for a cost not to exceed $ (Please attach a detail of the cost with this cost form page) OFFEROR: ADDRESS: CITY, STATE, ZIP: TELEPHONE NUMBER: FAX: FEDERAL EMPLOYER IDENTIFICATION NUMBER: Principal Place of Business if different from above (See General Information on Submitting Proposals, Item 18.): BY: TITLE: DATE: (Signature) (Typed or printed name) THIS PAGE MUST BE SIGNED AND INCLUDED IN YOUR PROPOSAL. Unsigned proposals will not be considered.

14 (Affix Official/Notarial Seal) STATE OF NORTH CAROLINA COUNTY OF CHATHAM Appendix A AFFIDAVIT ************************** I, (the individual attesting below), being duly authorized by and on behalf of (the entity bidding on project hereinafter "Employer") after first being duly sworn hereby swears or affirms as follows: 1. Employer understands that E-Verify is the federal E-Verify program operated by the United States Department of Homeland Security and other federal agencies, or any successor or equivalent program used to verify the work authorization of newly hired employees pursuant to federal law in accordance with NCGS 64-25(5). 2. Employer understands that Employers Must Use E-Verify. Each employer, after hiring an employee to work in the United States, shall verify the work authorization of the employee through E-Verify in accordance with NCGS 64-26(a). 3. Employer is a person, business entity, or other organization that transacts business in this State and that employs 25 or more employees in this State. (Mark Yes or No) a. YES, or b. NO 4. Employer's subcontractors comply with E-Verify, and if Employer is the winning bidder on this project Employer will ensure compliance with E-Verify by any subcontractors subsequently hired by Employer. This day of, Signature of Affiant Print or Type Name: State of North Carolina County of Signed and sworn to (or affirmed) before me, this the day of, My Commission Expires: Notary Public

15 NC 87 N US 64 E BYP US N CHATHAM COUNTY DETENTION CENTER 3 US 64 W MANCO DAIRY RD TWO MULE RD ALSTON HORTON SERVICE RD US 64 E BYP X CAMPBELL RD OLD GRAHAM RD OAKWOOD DR PARK DR OLD SILER CITY RD AGRICULTURE BUILDING (FUTURE) ADOLPH TAYLOR RD FOXWOOD TRL 3 NC 902 HWY CHATHAM COUNTY ANNEX BUILDING 3 ALSTON CHAPEL RD Miles inch = 2,000 feet Legend 3 Fiber Drop Locations Proposed Fiber Run Roads µ