NOTICE TO BIDDERS Notice is hereby given that the City of Livermore invites sealed proposals for CAMPUS NETWORK AND LOCAL AREA NETWORK CABLING. Each proposal shall be in accordance with the conditions and specifications on file in the office of the Purchasing Assistant, 1052 South Livermore Avenue, Livermore, California 94550, where copies of said conditions and specifications may be inspected or obtained at no charge. All proposals must be enclosed in a sealed envelope and clearly identified with proposal title, name of bidder and date of proposal opening to preclude premature opening of proposal. Sealed proposals shall be delivered to the Purchasing Assistant at the above indicated address on or before 3:00 p.m., Friday, May 1, 1998, at which time they will be publicly opened and read in the office of said Purchasing Assistant, or designated area, on said day and hour. The City of Livermore reserves the right to award or reject proposals in part or in whole and on any basis it deems in the best interest of the City. Reference is hereby made to said specifications for further details which specifications, general conditions, and this "Notice to Bidders" shall be considered part of any contract made pursuant thereto. PUBLISHED: April 8, 1998
City of Livermore Request for Proposal Campus Network and Local Area Network Cabling April 8, 1998 INTRODUCTION The City of Livermore is soliciting written proposals from qualified vendors to supply, install and test data communication network cabling for local area network (LAN) installations at several City facilities and also to provide campus backbone cabling, using fiber optic cable, within the City Hall campus of buildings. The scope, proposal requirements and selection process are detailed in the following specification. Issuance of the RFP does not obligate the City to award a contract, nor is the City liable for any costs incurred by the proposer in the preparation of proposals for the subject work. The City retains the right to award parts of this contract to several proposers, to not select any proposers, to remove certain requirements from this contract after reviewing the proposal, and/or to re-solicit proposals. Two copies of the Proposal must be delivered to Rob Federle in the Purchasing Department, 1052 South Livermore Avenue, Livermore, CA 94550 by 3:00 PM May 1, 1998. Any proposals received after this time and date will not be considered. CITY CONTACT Questions concerning the bid process should be addressed to our Purchasing Assistant, Rob Federle, at 925-373-5170. Questions concerning the data cabling requirements for this project should be addressed to Jill Brazda at 925-603-6316. 1. All contact must be by mail or telephone, no e-mails or faxes. 2. Any contact with any other member of the City s staff or elected official about this RFP, without the approval of the MIS Supervisor, may result in rejection of the proposal.
SELECTION SCHEDULE Release and publish RFP April 8, 1998 Mandatory Bidders conference/project walk-through April 17, 1998 RFP submission deadline May 1, 1998 Notification of firm chosen May 15, 1998 SELECTION PROCESS 1. A mandatory bidders conference and walk through of all sites which require cabling will be held in conference room C on the first floor of City Hall (1052 S. Livermore Ave., Livermore) at 9:00am on April 17, 1998. Only firms attending the bidders conference and submitting a written proposal will be considered. If you plan to attend, you must RSVP to Jill Brazda at (925) 603-6316, no later than 3:00 PM, April 15, 1998. 2. The Network Committee along with the City s network design firm will evaluate responses to this RFP and select the firm they deem to be most qualified. Emphasis will be placed on the firm s overall experience, price of the project and adherence to standards. The selected vendor will work with the City s Information Technology (IT) coordinator. 3. The Network Committee will then negotiate a suitable agreement with the firm they have selected. If negotiations are unsuccessful, the top ranked firm will be so advised and negotiations will be authorized with the second ranking firm. Negotiations with a firm will not be reopened once negotiations are closed. SELECTION CRITERIA The selection of the firm will be based on the following criteria: 1. Adherence of the RFP to the specified format. 2. Completeness of RFP. 3. Firm s experience in assisting organizations, including cities similar to Livermore, in data cabling installation and testing. 4. Level of current and future support available from the firm. 5. Experience of the individuals assigned to the project. 6. Independence from being involved in the manufacturing of data communication equipment.
7. Adherence to industry standards of data cabling for local and campus area networks. Including standards for Category 5 (CAT 5) cabling, fiber optic cabling as specified by governing bodies such as the TIA/EIA. 8. Quality and depth of references. 9. Professional fees and expenses. TERMS AND CONDITIONS 1. The City reserves the right to reject any or all proposals or to award the contract to the next most qualified firm if the successful firm does not execute a contract within thirty (30) days after the award of the proposal. 2. The City reserves the right to request clarification of information submitted and request additional information of one or more applicants. 3. Any proposal may be withdrawn up until the date and time set above for the opening of the proposals. Any proposal not so withdrawn shall constitute an irrevocable offer, for a period of six months, to provide to the City the services set forth in the attached specifications, or until one or more of the proposals has been approved by the City Council. 4. All responses, inquiries, and correspondence relating to this RFP and all reports, charts, displays, schedules, exhibits, and other documentation produced by the firm that is submitted shall become the property of the City of Livermore. 5. All documents, unless noted as proprietary, submitted as part of the firm s proposal will become public information. Proprietary information will be deemed confidential and must be clearly marked. 6. If, through any cause, the firm shall fail to fulfill in timely and proper manner the obligations agreed to, the City shall have the right to terminate its contract by specifying the date of termination on a written notice to the firm at least ten (10) working days before the termination date. In this event, the firm shall be entitled to compensation for satisfactory work completed in accordance with the terms of the accepted proposal. 7. Any agreement or contract resulting from the acceptance of a proposal shall be on forms either supplied by or approved by the City and shall contain, at a minimum, applicable provisions of the request for proposal. The City reserves the right to reject any agreement which does not conform to the request for proposal and any City requirements for agreements and contracts. 8. The firm shall not assign any interest in the contract and shall not transfer any interest in the contract without prior written consent of the City.
9. No reports, information or data given to or prepared by the firm under the contract shall be made available to any individual or organization without the prior written consent of the City. 10. The firm must comply with all insurance coverage requirements of the City before any work can begin pursuant to the proposal award. 11. Project will begin as soon as contract negotiations are complete. 12. The City may modify the RFP prior to the date fixed for submission by issuance of an addendum to all parties who are participating in the RFP process at the time the addendum is issued. INSURANCE REQUIREMENTS FOR CONSULTANTS 1. It is understood and agreed that the Contractor has the professional skills necessary to perform the work agreed to be performed under this contract. It is also agreed that the City of Livermore relies upon the professional skills of the contractor to do and perform its work in a skillful and professional manner, and the Contractor thus agrees to so perform its work. 2. Acceptance by the City of Livermore of the work performed under this contract does not operate as a release of said Contractor from such professional responsibility. It is further understood and agreed that the Contractor has reviewed in detail the scope of the work to be performed under the contract and Contractor agrees that in its professional judgment said work can and shall be completed for a fee within the maximum amount set forth in this contract. 3. Contractor shall indemnify, defend and save the City of Livermore, its agents, officers, employees, and volunteers harmless from and against any and all liability, claims, suits, actions, damages and/or causes of action arising during the terms of this contract out of any personal injury, bodily injury, loss of life or damage to property, violation of any federal, state, or municipal law or ordinance or other cause in connection with the activities of Contractor, its employees or agents or on account of the performance or character of the work. Approval of the insurance coverage does not relieve the Contractor of liability under this indemnification clause.
4. Minimum Scope of Insurance: a) Workers' Compensation. Contractor, at its own cost and expense shall carry and maintain Statutory Workers Compensation Insurance and Employer's Liability with limits not less than One Million Dollars ($1,000,000) with an insurance carrier satisfactory to the City of Livermore. b) General and Automobile Liability. Contractor, at its own cost and expense shall maintain liability insurance for the period covered by this contract in an amount not less than One Million Dollars ($1,000,000) per occurrence combined single limit coverage. Such coverage shall include, but shall not be limited to, protection against claims arising from bodily and personal injury, including death resulting therefrom, and damage to property resulting from activities contemplated under this contract, use of owned and non-owned automobiles. Such insurance shall be with insurers and under forms of policies satisfactory in all respects to the City of Livermore and shall provide that notice must be given to City of Livermore at least thirty (30) days prior to cancellation or material change. The following endorsements shall be attached to the policy: i) Policy shall cover on an occurrence basis. ii) Policy must cover personal injuries as well as bodily injuries. Exclusion of contractual liability must be eliminated from personal injury endorsement. iii) Policy must cover contractual liability by amending the definition of "incidental contract" to include any written contract. iv) City of Livermore, its officers, agents and employees shall be Named Insureds, and the policy shall stipulate that this insurance will operate as Primary insurance and that no other insurance effected by the City of Livermore will be called upon to contribute to a loss suffered by Contractor hereunder. 5. Professional Liability. Contractor at its own cost and expense shall maintain professional liability insurance for the period covered by this contract in an amount not less than One Million Dollars ($1,000,000) covering its errors and omissions.
PROPOSAL PACKAGE DESCRIPTION Your proposal must include the following items. Any firm omitting any of the following information may be disqualified from the bidding process. 1. Name, address, and phone number of the firm. 2. Name of principal contact person. 3. Year firm was established and brief history of the firm.. 4. Time firm has operated in the data-cabling field. 5. Relationships and certifications obtained from manufacturers that the firm represents. 6. Total number of employees of the firm. 7. Names, titles, and qualifications of principals of the firm. 8. Names, titles, and qualifications of personnel assigned to this project. 9. Names and qualifications of outside consultants and associates that will be employed to assist on this project. 10. List staff with any data communications certifications. 11. Description of any litigation in which the firm or any of its employees is currently involved. 12. Copies of insurance documents to ensure coverage as described under Insurance Requirements for Consultants. 13. List any network and/or data communications hardware or software that the firm manufactures. 14. Include a list of similar projects that firm has completed or is currently working on, including cost estimates. 15. Five customer references for similar projects, including customer contact person. 16. Describe the firm s qualifications and experience in the installation of 1) CAT 5 unshielded twisted pair cabling, 2) fiber optic cabling experience and certifications. 17. Outline any assumptions made for this proposal. 18. Detailed description of the firm s proposed approach for accomplishing the Project s objectives and requested tasks.
19. List the firm s standard labor rates. 20. Project costs (good for six months), including: a) Professional time and fees associated with each segment of work. b) Material cost associated with each segment of work. c) Out of pocket expenses. 21. Approximately two pages of narrative outlining reasons why the firm should be selected for this project and stating time frame within which the firm could complete the work. 22. No more than five additional pages of information about the firm s qualifications.
PROJECT OVERVIEW This project will be divided into two sub-projects. 1) Local area network (LAN) cabling using Category 5 (CAT 5) unshielded twisted pair (UTP) at 6 City sites. 2) Campus area network cabling using multimode fiber optic cable to connect the 6 City Hall campus buildings, 2 buildings at the Maintenance Service Center and 3 buildings at the Water Treatment Plant. Proposals should show costs and labor for each project separately. Included in the proposal should be a time frame to complete the project. LAN cabling requirements: The following chart defines the locations for CAT 5 UTP cable and the number of drops needed per site. Facility Estimated # of locations requiring data cabling Airport 7 Maintenance Services 27 and City Attorney City Council Chamber 8 Engineering 42 MultiService Center 3 Water Reclamation Plant 23 Library 10 Total 120 There are approximately 120 data drop locations located at six different sites. Each drop location should have 2 data cables, unless otherwise indicated. Each drop will be terminated at the workstation end with a CAT 5 faceplate and/or jack, each drop will require a single, unspliced CAT 5 solid UTP cable certified for 10/100BaseT networks between each node and the CAT 5 certified patch panel at the distribution frame. Plenum rated cable will be used in ceilings and wherever building code regulations require it. The vendor will be responsible for minimizing impact on City employee work areas. If work will be disruptive to an employee s workspace, 24-hour notice will be required. All debris generated as a result of cabling and related work will be removed without delay before the employee returns to their workspace by the vendor. It will be the vendor s responsibility to keep the City information technology (IT) coordinator informed of any such work that may be disruptive to City employee areas.
The City s IT coordinator will help the vendor schedule installation times with the departments. A professionally designed distribution frame and patch panel will be part of the cabling project. The entire cable plant including all cable, patch cables, connectors, hardware and patch panels must be professionally certified for CAT 5 operation, using a MicroTest scanner or equivalent. The documented results will be provided to the City by the vendor. All faceplates, patch panels and blocks will be clearly marked with a permanent destination and source labeling. The vendor and the City s IT coordinator will determine a mutually acceptable number/labeling sequence for each location. Local area network cabling must be CAT 5 for high-speed data communications and at a minimum meet the EIA/TIA-586 and Type 10Base-T cabling specification. Cables will not be spliced between the wall jacks and the termination at the distribution frame. New cabling at any City facility will, unless otherwise specified, involve one (1) 4-pair cable per station. The vendor shall provide all necessary patch panels, wall jacks and patch cords from wall to workstation and from patch panel to hub. All pairs will be punched down, according to industry standard methods, at workstation and distribution end of the cable. All components must meet or exceed CAT 5 standards. After completion of the physical installation, the vendor will provide complete documentation including system diagrams, labeled floor plan, termination flowchart and test certification summaries. All faceplates, cables, patch panels will be clearly labeled. In locations that are not currently cabled and have no racks, the cabling vendor will be responsible for the installation of wood backboard and necessary rack space for patch panels, hubs, switches and routers. The cabling vendor will be responsible for the installation and earthquake security of the racks. Cable management is necessary. Fiber Optic cabling requirements: This project involves the installation of multistrand, multimode fiber optic cable in three locations: City Hall campus, Maintenance Service Center Campus, and Water Treatment Plant. Fiber links are defined in the following: Link 12-strand, multimode fiber optic cable 12- strand multimode fiber optic cable 12-strand multimode fiber optic cable 6-strand multimode fiber From-To City Hall Police City Hall Library City Hall Engineering City Hall MultiService
optic cable 6 strand multimode fiber optic cable 6strand multimode fiber optic cable 6-strand multimode fiber optic cable 6-strand multimode fiber optic cable Center City Hall Council Chambers Water Treatment Admin to Labs (in existing conduit) Water Treatment Admin to Maintenance building (in existing conduit) Maintenance Service Center From Sign shop to Warehouse (in existing conduit) All fibers should be certified for outdoor use, should be in 1 innerduct running through conduit that is already in place. Multistrand multimode fiber will be used. Six or twelve strand 62.5/125 microm mutlimode fiber optic cable exceeding FDDI specifications. Any outdoor copper UTP or fiber optic cables will be gel-filled and rated for outdoor use in water. A large rack mounted fiber patch panel will be installed in City Hall Computer room. Small rack or wall mounted fiber patch panels will be installed in the remote buildings. All fiber patch panels will be equipped with duplex SC connectors. All fibers will be terminated at each end with SC type connectors. All fibers will be OTDR tested prior to installation to confirm integrity of fibers before installation. Bi-directional power meter testing of all fiber optic strands installed will be performed at 850 and 1300 nanometer wavelengths to determine absolute power loss after installation. All fibers will be OTDR tested in one direction at an 850-nanometer wavelength after installation.
Vendor will provide complete documentation including: System diagram As built floor plans Test certification summaries SCOPE OF SERVICES 1. Review with Network Committee and Thibault Associates, Inc. the network design, schedule and requirements for the installation of cable. 2. The scope of work shall encompass all labor and materials to install, test and certify all cabling requirements for the City of Livermore. Materials should include CAT 5 unshielded twisted pair cable for local area network sites and 12-strand multimode fiber optic cable for the campus backbone cabling. 3. Install patch panels 4. Install backboards and 19 data racks where needed. Racks must be earthquake braced. 5. Install cable management (vertical and horizontal) on any rack that needs it. 6. Provide patch cords from workstation to wall jack and distribution frame to hub. 7. Document all locations as outlined above. 8. Test all cable runs for a pass documentation to be giving to City. 9. Selected firm will have the opportunity to provide cabling services to the City for future projects for the City s fiscal year 1998/99. This may be extended for an additional year. CITY OVERVIEW 1) The City is located 50 miles east of San Francisco and has a population of 62,000. 2) The City has approximately 400 full and part-time employees.
3) City departments (location of the department is described in parentheses): a) City Manager (Administration Building) b) City Attorney (Maintenance Services Center) c) City Clerk (Administration Building) d) Community Development i) Building Inspection (Administration Building) ii) Engineering (Engineering Building) iii) Planning (Administration Building) e) Economic Development (Administration Building) f) Finance (Administration Building) g) Fire (11 Fire Stations) h) Housing (Multi-Service Center) i) Library (1 main site and 2 branches) j) Personnel (Administration Building) k) Police (Police Building) l) Public Services i) Airport ii) Golf (2 City owned golf courses) iii) Maintenance Services (Maintenance Services Center) iv) Parks and Trees (Maintenance Services Center) v) Water Resources (Water Reclamation Plant)