DEKALB COUNTY GOVERNMENT

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1 DEKALB COUNTY GOVERNMENT PROJECT MANUAL FOR CO-LOCATION SERVICES FOR DATA PROJECT JUNE 15, 2011

2 TABLE OF CONTENTS Advertisement for Bids 3 General Requirements 4 Request for Proposal 5 Bidder s Proposal 6, 7 Exhibit A Federal Requirements 8 10 Attachment A Co location Services Matrix Explanations 11 Attachment B Other Services Contribution 12 2

3 INVITATION TO BID CO-LOCATION SERVICES FOR DEKALB COUNTY DATA PROJECT Sealed bids will be accepted by DeKalb County Government up to the hour of 2:00 PM prevailing time, Wednesday, June 29, 2011 at the DeKalb County Finance Office, 200 N. Main Street, Sycamore, IL for Co-location Services for the DeKalb Advancement of Technology Authority Broadband Project. Specifications and requirements are available at the above address or on the County s website: All bidders are encouraged to submit a notice of Intent to Bid with the Finance Office (via to no later than Wednesday, June 22, DeKalb County Government reserves the right to reject any bid and to accept the bid that is in the best interest of the County. All potential bidders are advised this project is being funded by a grant provided by the National Telecommunications and Information Agency (NTIA) under the American Recovery and Reinvestment Act (ARRA) and is subject to the provisions thereof. 3

4 General Requirements 1. Receipt and Opening of Bids. Sealed bids will be accepted by DeKalb County Government up the hour of 2:00 PM prevailing time, Wednesday, June 29, 2011 at the DeKalb County Finance Office, 200 N. Main Street, Sycamore, IL for Co location Services for the DeKalb Advancement of Technology Authority Broadband Project. Each bid must be submitted no later than the date and time specified above and placed in a sealed envelope plainly marked: Sealed Bid Co location Due 2:00 PM 6/29/11. Immediately after the due date and time, all bids shall be opened and read aloud. Specifications and requirements are available at the above address or on the County s website: All bidders are encouraged to submit an Intent to Bid with the Finance Office no later than Wednesday, June 22, DeKalb County Government reserves the right to reject any bid and to accept the bid that is in the best interest of the County. 2. Provision of Services. All services herein shall be warranted to meet or exceed the Request for Proposal. The bidder will be provided matrix to specific their capabilities and Attachment to justify their capabilities. The bidder acknowledges and agrees that the provision of services related to the Project shall comply with all the applicable statutes, regulations, executive orders, Federal Acquisition Regulations, Office of Management and Budget circulars, terms and conditions and approved applications as may apply to the Project or required by the Special Award Conditions applicable to the Project and that certain grant award NT10BIX (the Grant ) from the U.S. Department of Commerce National Telecommunications and Information Administration under The American Recovery and Reinvestment Act of 2009 in connection with the Project. Such requirements, shall include, but not be limited to, bidder s services using, if such materials are used in or a part of the Product(s), iron, steel and manufactured goods produced in the United States pursuant to Section 1605 of the American Recovery and Reinvestment Act of 2009 (the ARRA ). 3. Compliance with Laws. Supplier warrants that each Product shall be manufactured, packaged, tagged, labeled and shipped in accordance with all applicable Laws. Supplier shall identify in an MSDS or other written statement all hazardous or toxic substances (as those terms are defined in any applicable Laws) contained in any Product. With the exception of such hazardous or toxic substances so identified, Supplier warrants that each Product contains no hazardous or toxic substances. Supplier shall be solely responsible for any recall, replacement or repair of any Product ordered by any governmental agency or court. Supplier warrants that it shall comply with all applicable Federal, state, and local Laws and regulations regarding the manufacturing and sale of the Product(s) to DeKalb County during the Term of this Agreement, including, but not limited to, the requirements set forth on Exhibit A attached hereto (the Federal Requirements ). 4

5 DEKALB COUNTY GOVERNMENT Request for Proposal Released June 15, 2011 Optical Network Co location Sites DeKalb County Government is seeking a qualified vendor to provide Co location services for its core optical networks at Telco Office in Genoa, DeKalb, Hinckley, and Somonauk, Illinois. DeKalb county is seeking Co location in facilities that meet below minimum specifications: Potential Locations: 1. NEBS compliance facilities (Refer to NEBS Guide lines) Co location Sites Potential Address Sites Minimum Requirements: Genoa 120 N Emmett St, Genoa, IL DeKalb 255 E Locust St, De Kalb, IL Hinckley 320 N May St, Hinckley, IL Somonauk Depot St, Somonauk, IL 2. Half Rack space with 30amp DC power with backup generators (FCC specified power requirements) 3. 24x7x365 Access key card Access and securities 4. A ten year fixed cost lease with a clause to renew the lease for additional ten year period. 5. Occupancy required by October 15, 2011, based on July 6 bid award date. 6. As part of a Co location agreement, DeKalb County is willing to provide Ethernet transport up to 1 Gigabit to these sites. Primary Proposal: Written proposals should include the services listed above plus other services vendors may be willing to contribute. All proposals should clearly delineate any financial considerations the vendor will make to the County in addition to the above services, or any charges which will be assessed. This project is part of the American Recovery Act. Bids are due by 2:00 pm on June 29, 2011 in the DeKalb County Finance Office. 5

6 Bidder s Proposal Co location Services To: DeKalb County Government Finance Office c/o Gary H. Hanson, Deputy County Administrator 200 N. Main Street Sycamore, IL The undersigned proposes to furnish the Co location services for the DATA project as specified for the bid as listed in the following Bidder s Proposal consisting of pages 8, 8a, 8b and 8c. Notes Bid shall be subject to acceptance for 60 days from date of bid. DeKalb County Government is exempt from sales taxes. Please check here if Co location being proposed does not meet specifications in any way and include separate explanation. Please check here to acknowledge receipt of and compliance with Federal Grant Requirements (#1 9) per attached Exhibit A. Bids are due 2:00 PM Wednesday, June 29, Submitted by: Date: (Printed Name of Representative) (Address) ( address) (Phone) (Signature) 6

7 Bidder s Proposal Co location Services Matrix Colo Sites Site Available (YES/NO) Half Rack Space (YES/NO) 30 amp DC Power (YES/NO) 24x7x365 Access (YES/NO) Ten year Agreement Genoa DeKalb Hinckley Somonauk *** If NO to above column, provide brief explanation on Attachment A *** *** Other services vendors may be willing to contribute on Attachment B *** DeKalb County Ethernet Service Matrix Aggregation/Point to Point Colo Sites 1 GB Transport Aggregation Point to Point Genoa Yes Yes DeKalb Yes Yes Yes Hinckley Yes Yes Somonauk Yes Yes *** 1 GB Transport Services are lit services *** 7

8 EXHIBIT A Federal Requirements DeKalb County Government is the Awardee for Federal Broadband Infrastructure Grant NT10BIX Following are the provisions of the Federal Special Award Conditions with which vendor compliance is required for this purchase: 1. 2 CFR 1326 and Executive Order 12549: This Contract is subject to 2 CFR Part 1326 Subpart C Government wide Debarment and Suspension and to Executive Order 12549, which provides that no award will be made to any party which is debarred or suspended or is otherwise excluded form or ineligible for participation in Federal Assistance programs. The vendor shall verify that they are not debarred or suspended, and that no subcontractor has been debarred or suspended. 2. Lobbying Activities: This Contract is subject to 31 U.S.C as implemented at 15 CFR Part 28, New Restrictions on Lobbying. Vendor shall submit a completed Disclosure of Lobbying Activities (Form SF LLL) regarding the use of non federal funds for lobbying. The Form SF LLL shall be submitted within 15 days following the end of the calendar quarter in which there occurs any event that requires disclosure or that materially affects the accuracy of the information contained in any disclosure form previously filed. The Form SF LLL shall be submitted from tier to tier until received by the recipient. The recipient must submit all disclosure forms received, including those that report lobbying activity on its own behalf, to the Grants Officer within 30 days following the end of the calendar quarter. 3. Kick back Activities: The vendor agrees to comply with the Copeland Anti Kickback Act. 4. Subcontract To Federal Agency: Vendor shall not sub contract any part of the approved project to any employee or agency of DOC and/or other Federal department, agency or instrumentality, without prior written approval of the Grants Officer. 5. Reporting and Registration under the ARRA: Vendor agrees to cooperate and to report on the use of ARRA funds as required. Reports are due no later than 10 days after each calendar quarter in which ARRA funds are received. Vendor and DeKalb County will maintain current registrations in the Central Contractor Registration at all times during which they have active federal awards funded with ARRA funds. Vendor will cooperate and assist the County in the submission of a Financial Status Report on a quarterly basis as required under the Department of Commerce requirements. Vendor agrees to cooperate and timely submit all performance or technical reports as required. Vendor agrees to the retention of all required records for three years after final payments have been made. Vendor agrees that DeKalb County and any appropriate Federal authority, shall have access to any books, documents, papers, and records of Vendor which are directly pertinent to this Agreement for the purpose of making audit, examination, excerpts and transcriptions. 6. Use of American Iron, Steel and Manufactured Goods under Section 1605 of the ARRA: Broadband Equipment has been provided a limited waiver of the Buy America requirements. 8

9 7. Wage Rate Requirements under Section 1606 of the ARRA: The vendor agrees to comply with Section 1606 of the ARRA, which requires that all laborers and mechanics employed by contractors and subcontractors on projects funded directly by or assisted in whole or in part by and through ARRA funds shall be paid wages at rates not less than those prevailing on projects of a character similar in locality of DeKalb County. The parties agree to comply with the pertinent Davis-Bacon Act requirements associated herewith. 8. Contract Work Hours and Safety Standards: The vendor agrees to comply with Sections 103 and 107 of the Contract Work Hours and Safety Standards Act. 9. Construction related requirements: a) Maintenance: The vendor agrees to properly and efficiently administer, operate and maintain the Project for the useful life of the Project. b) Compliance: The vendor will comply with all applicable Federal, State and local laws and regulations. c) Energy Efficiency: The vendor shall apply, where feasible, sustainable, and energy efficient, design principles for the purpose of reducing pollution, and energy costs and optimizing lifecycle costs associates with the construction. The vendor agrees to comply with the mandatory standards and policies relating to energy efficiency which are contained in the state energy conservations plan issues in compliance with the Energy Policy and Conservation Act. d) Non Discrimination and Equal Opportunity Requirements: The vendor agrees to comply with the Equal Employment Opportunity Executive Order of September 24, 1965, as amended. e) Contracting with Small and Minority Firms, Women s Business Enterprise and Labor Surplus Firms: The vendor agrees to take all necessary affirmative steps to assure that minority firms, women s business enterprises, and labor surplus firms are used when possible. Affirmative steps shall include: Placing qualified small and minority businesses and women s business enterprises on solicitation lists; Assuring that small and minority businesses, and women s business enterprises are solicited whenever they are potential sources; Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority business and women s business enterprises; Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority business, and women s business enterprises; and Using the services and assistance of the Small Business Administration, and the Minority Business Development Agency of the Department of Commerce. f) Debts: The parties agree to pay promptly and debts determined to be owed to the Federal Government. 9

10 g) Individual Background Screening: The vendor agrees to provide for individual background screening on key individuals as may be required under the Grant award and submit a Form CD 346 as required. h) Drug Free Workplace: The vendor shall comply with the provisions of the Drug Free Workplace Act of i) Codes of Conduct: DeKalb will maintain written standards of conduct to establish safeguards to prohibit employees from using their positions for a purpose that constitutes or presents the appearance of personal or organizational conflict of interest, or personal gain in the administration of the Award. Vendor will comply with such standards in accordance with Illinois law. j) Environmental Requirements: The vendor agrees to comply with all environmental standards in the Award and to comply with the Clean Air Act, Clean Water Act and Executive Order 11738, and Environmental Protection Agency regulations. 10

11 Attachment A Co location Services Matrix Explanations 11

12 Attachment B Other services contribution 12

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