CREATIVE MINDS INTERNATIONAL PUBLIC CHARTER SCHOOL

Transcription

1 CREATIVE MINDS INTERNATIONAL PUBLIC CHARTER SCHOOL 3700 NORTH CAPITOL STREET, NW (GROUND FLOOR, 1 ST FLOOR, 2 ND FLOOR) ARMED FORCES RETIREMENT HOME CAMPUS SHERMAN BUILDING WASHINGTON, DC REQUEST FOR PROPOSAL CABLING/INFRASTRUCTURE SYSTEM AND IT EQUIPMENT February 26, M Street NW Suite 650 Washington, DC 20036

2 TABLE OF CONTENTS SECTION 1 PROJECT OVERVIEW A. Introduction B. Proposal Instructions C. RFP Conditions D. Project Description E. Preliminary Project Schedule SECTION 2 SCOPE OF SERVICES A. Cabling/Infrastructure System B. Insurance Requirements SECTION 3 COMPENSATION A. Fee Schedule SECTION 4 PROJECT TEAM QUALIFICATIONS & EXPERIENCE A. Project Team B. Experience C. Terms and Conditions EXHIBITS A. Appendix A B. Floor Plans C. Cabling Drop Spreadsheet D. Scope of Work February 26, 2015 Page 2 of 13

3 SECTION 1 PROJECT OVERVIEW A. Introduction Creative Minds International Public Charter School (CMIPCS) is a tuition-free school for children in Washington, DC. Their goal is to provide students with foundational skills required for successful participation in global society, CMIPCS currently occupies space at th Street, NW Washington, DC and will be relocating to the Armed Forces Retirement Home (AFRH) campus located at 3700 North Capitol Street, NE Washington, DC in the historic Sherman Building on the ground floor, 1 st floor, and 2 nd floor. Clear Real Estate Services ( Clear ) has been retained by CMIPCS to serve as the Owner s Representative to carry out the daily administration of the Project and facilitate effective communication between the Project team members. As CMIPCS Project Manager, Clear has been directed to issue this Request for Proposal (RFP) and solicit responses from qualified IT/Cabling Firms to provide Cabling/Infrastructure system services and IT Equipment for its interior renovation Project in Washington, DC. Currently, the team consists of the following members: Client: CMIPCS Project Manager: Clear Real Estate Services Landlord: AFRH Interior Architect: Studio 27 MEP Engineer: Provectus General Contractor: Forrester Construction Clear Real Estate Services provides an unbiased, collaborative, team approach to the management of commercial real estate projects. Clear focuses not only on the design and construction of a project but also on the early stages of site selection and evaluation, and overall business and operational considerations. Clear s project managers have seen every eventuality in a base-building, interior, retro-fit and repositioning project. Our experience enables us to navigate the complexities of a project and bring efficiency and clarity to the process for the Owner and the Project Team. Our team has managed projects for Fortune 500 companies, real estate developers, corporations, not-for-profits, associations, schools, universities, religious organizations, high-tech government contractors, retail operators, hotels and healthcare providers. February 26, 2015 Page 3 of 13

4 B. Proposal Instructions Copies of the Proposal package, addressed to Henry Chon at Clear Real Estate Services, must be received via no later than 8:00 am, on March 26, 2015 to all parties indicated below: Clear Real Estate Services Henry Chon- tel: Clear Real Estate Services will host a mandatory walkthrough at the AFRH space. The walk-through is scheduled for DATE TBD. A maximum of two representatives from each company are invited to attend the walkthrough. ALL VENDORS BIDDING THIS PROJECT MUST BE ELIGIBLE TO PARTICIPATE IN THE E-RATE PROGRAM. All questions concerning this Request for Proposal shall be submitted in writing via to: Henry Chon at hchon@clear-res.com. All inquiry responses shall be issued in writing to all of the candidates. The deadline for submitting questions is Thursday, March 19th at 5 PM. C. RFP Conditions Oral, written or telecopied modifications to proposals will not be considered. Modifying or qualifying statements of any kind with respect to scope of work and/ or the cost of the work shall be issued on a separate piece of paper and submitted with the proposal. Verbal representations by anyone will not modify or alter the requirements of the Request for Proposal. Clear will issue any modifications to the requirements in writing to all candidates of record. Such modifications, amendments or other qualifications must be specifically acknowledged and included in the RFP response. CMIPCS reserves the right to modify the contract documents and solicit additional proposals for the Project as a means to maintain the financial requirements for the Project. Respondents are solely responsible for delivery of responses via addresses listed above by the due date and time. CMIPCS reserves the exclusive right to accept or reject late submittals at its sole discretion. CMIPCS reserves the right to waive any response irregularities, to reject any and all responses, or to accept any response or parts thereof which it judges to be in its best interest. CMIPCS reserves the right to reject or accept any or all proposals or enter into negotiations with any candidate. CMIPCS may elect to interview all of the invited Moving firms, or it may short-list the firms for interview, or it may make its selection based solely upon the offers received without any interviews or discussions of such offers. February 26, 2015 Page 4 of 13

5 It is anticipated that the selection and award of the contract will occur on March 26, 2015, with services commencing immediately thereafter. It is important to CMIPCS that respondents observe all customary and usual rules of client confidentiality regarding this procurement. By responding to this RFP, each candidate agrees that this project and any information obtained by receipt of this Request for Proposal are considered confidential and proprietary. All parties agree not to use this information except as required to respond to this request. The parties further agree that they will not disclose any information to any other persons and agree to protect its secrecy and ensure this information does not fall into public domain or to persons not bound by this confidentiality statement. This is not a binding document. CMIPCS holds the right to withdraw any and all parts of this Request for Proposal, at any time without notice. D. Project Description CMIPCS occupies space at th Street, NW Washington, DC and will be relocating to the Armed Forces Retirement Home (AFRH) campus located at 3700 North Capitol Street, NE Washington, DC in the historic Sherman Building on the ground floor, 1 st floor, and 2 nd floor. The construction buildout is a renovation of an existing space on U.S. Federal Government land in a historic building. E. Preliminary Project Schedule Responses to this RFP should take into account the anticipated Overall Project Schedule. The Project Schedule milestones are outlined below. Project Phase MANADATORY Pre-Proposal Site Bid Walkthrough Schedule Milestone TBD Bid Due 8AM 3/26/15 Firm Close of Business 3/26/15 Installation (Rough In / Equipment Installation) TBD Substantial Completion 7/1/15 February 26, 2015 Page 5 of 13

6 SECTION 2 SCOPE OF SERVICES A. Cabling/Infrastructure System See Exhibit A Technical Specifications - This section must include the proposed UTP, STP, and fiber optic cable specifications, and distribution and termination hardware specifications. The purpose of this section is to provide the proposal evaluation team with sufficient information to allow a complete and accurate assessment of the proposed cabling system without reference to other material. Bidders must indicate compliance or non-compliance with all specified requirements, keying the response to the associated RFP section number. Installation, Documentation and Acceptance Requirements - This section will identify the tasks that CMIPCS must perform or be responsible for, and the tasks that the bidder will perform, to accomplish the successful on time installation of the proposed cabling system. In this section bidder s approach to meeting CMIPCS documentation and acceptance requirements will also be described. B. Insurance Requirements Contractor shall comply with the insurance requirements outlined in the building rules and regulations, which will be provided at a later date. In addition, Contractor shall include Clear Real Estate Services, LLC, Inc. as an additional insured. Contractor s certificate of insurance shall be provided to Clear no later than (5) business days prior to installation. SECTION 3 COMPENSATION A. Fee Schedule Pricing will be submitted in accordance with the Instructions to Bidders, and include all material, labor, engineering, supervision, training, warranties, freight, permits and all project requirements as identified in the RFP. February 26, 2015 Page 6 of 13

7 SECTION 4 PROJECT TEAM QUALIFICATIONS & EXPERIENCE A. Project Team/Experience Pre-qualified bidders that wish to be considered for this award must submit: i. Schedule Please provide a detailed preliminary schedule outlining the hours of operation anticipated to accomplish the installation. This time schedule will be reviewed by Clear and CMIPCS and modified as the project warrants. ii. Resumes and References The name and project resume of the Project Manager and any Assistant Project Manager(s) who will be directly assigned to the move must be provided, including the number of years of project management experience. Clear reserves the right to reject any proposed Project Manager or to require assignment of another Project Manager at any time during the project. Contractor s Project Manager and/or Assistant Project Manager will not be replaced without the consent of Clear or CMIPCS. In addition, please provide a minimum of three references for projects of similar size and scope completed in the last three years, to include: General description of the project scope of work and service requirements; For each reference, provide a contact name, company, phone number, address and project size; and Highlight similarities between the referenced projects iii. Supervisors and Staffing Full-time supervisors will be furnished by the Contractor during installation. Each bid will include a detailed breakdown of the number and deployment of supervisors, installers, engineers. Clear and CMIPCS reserve the right to reject any proposed Contractor staff. iv. Equipment The Contractor will provide a complete list of equipment that will be necessary and available to accomplish the installation. (This should not be a listing of Contractor s inventory of equipment, but a list of equipment committed to this particular project.) February 26, 2015 Page 7 of 13

8 v. Contents of Proposal As specified above, proposals should include, but not be limited to, the following items (not listed in order of importance): Copy of this RFP Resumes of project management staff Detailed breakdown of types and levels of staffing, distinguishing between types of labor Contingency plans in the event of bad weather, equipment failure or staffing shortage Evidence of all requested insurance Specific acknowledgement of all terms contained in this RFP Policy and fees (if any) for schedule changes Hourly rates for extra labor and equipment including overtime rates Exceptions, if any, to the conditions outlined in this RFP NOTE: Any requested changes to the terms and conditions specified in this RFP should be identified in your RFP response. Such changes will become effective only if in writing and signed by both parties. B. Terms and Conditions All information in the RFP is confidential, and should not be disclosed except to those responding to this RFP. Proposals submitted will be considered the property of Clear and CMIPCS. Neither the transmission of the RFP nor acceptance of a reply shall imply any obligation or commitment on the part of Clear or CMIPCS. All bidders will be notified of the selection of the successful bidder, in writing, as expeditiously as possible, but not prior to approval by Clear and CMIPCS. The acceptance of proposals does not obligate Clear or CMIPCS in any way. This RFP is not an offer to contract, and neither Clear nor CMIPCS is liable for any cost incurred by vendors in the preparation, presentation, or any other aspect in the process of proposal, evaluation, or contract negotiation. Clear and CMIPCS reserve the right to reject any and all proposals received. Clear reserves the right to request substitutions and/or clarifications of any or all information received and to ask for interviews with vendor s management staff, if deemed beneficial. In addition, Clear and CMIPCS reserve the right to make the vendor selection without any discussion with RFP participants. Clear may withdraw this RFP at any time at its sole discretion. Clear and CMIPCS may award a contract for all or any part of these services to any person or entity and on such terms and conditions, as it deems appropriate in its sole discretion. The proposal will be evaluated in terms of bidders understanding of the desired services, appropriate methodology, qualifications and experience with similar projects, cost proposal and any other factors within the February 26, 2015 Page 8 of 13

9 sole discretion of Clear and CMIPCS. Cost will be a significant, but not necessarily the only, determining factor in the decision and there is no obligation to award a contract based on the lowest cost proposal. The provisions of this RFP will constitute an integral part of the final contract and specific terms & conditions with the successful bidder. Any specifications, drawings, sketches, models, samples, tools, technical information or data, written or oral or otherwise designated information furnished to the Contractor will remain CMIPCS property. This information will be used for furnishing material, equipment or services hereunder, and may be used for other purposes only if agreed upon between Clear, CMIPCS and the Contractor in writing. February 26, 2015 Page 9 of 13

10 INSTALLATION, DOCUMENTATION AND ACCEPTANCE APPENDIX A 1.0 Installation The selected vendor must provide all labor, tools, transportation and supervision necessary to install and test the proposed cabling system. CMIPCS reserves the right to participate in cable system testing. At a minimum, the results of this testing must be documented by the selected vendor and reviewed with CMIPCS. The selected vendor must maintain at its own expense, insurance to fully protect itself and CMIPCS from any and all claims under any Workmen Compensation Act or employer s Liability laws, and from any and all other claims for the damage to property or for bodily injury, including death, that may arise from activities carried on under this project. General Liability insurance limits should be at least $1,000,000 per occurrence/$2,000,000 aggregate. The selected vendor will be required to provide CMIPCS with evidence of insurance coverage (i.e., a Certificate of Insurance). The selected vendor will obtain the required low voltage cable permit. In addition, the selected vendor is solely responsible for the implementation and performance of the proposed cabling system, and must have extensive twisted pair and fiber optic installation experience. Any subcontractor that bidder intends to use must be specifically identified in bidder s response to this section, and must have its own Workmen Compensation and employer s Liability insurance. All provided materials and equipment must be new and must conform to current applicable industry standards. Specifically, the vendor will adhere to the following applicable codes and standards: NFPA-70 (National Fire Protection Agency) National Electrical Code (NEC) 2011 UL (Underwriters Laboratories) UL 444 Standard for Safety, Communications Cables UL 497 Standard for Safety, Protectors for Communications Circuits UL 497A Standard for Safety, Secondary Protectors for Communications Circuits UL 497B Standard for Safety, Protectors for Data Communications and Fire Alarm Circuits UL 1459 Standard for Safety, Telephone Equipment UL 1863 Standard for Safety, Communications Circuit Accessories IEEE (Institute of Electrical and Electronic Engineers) Standard Carrier Sense Multiple Access with Collision Detection (CSMA/CD) Access Method and Physical Layer Specifications TIA (Telecommunications Industry Association) TIA-568-B Commercial Building Telecommunications Cabling Standard-Part 1: General Requirements February 26, 2015 Page 10 of 13

11 TIA-568-B Commercial Building Telecommunications Cabling Standard-Part 2: Balanced Twisted Pair Cabling Components TIA-568-B Optical Fiber Cabling Components Standard TIA-568-B Addendum 1-Minimum 4-Pair UTP and 4-Pair ScTP Patch Cable Bend Radius TIA-568-B Addendum 2-Grounding and Bonding Requirements for Screened Balanced Twisted-Pair Horizontal Cabling TIA-568-B Addendum 3-Supportable Distances and Channel Attenuation for Optical Fiber Applications by Fiber Type TIA-568-B Addendum 2-Corrections to TIA-568-B.2 TIA-568-B Addendum 3-Additional Considerations for Insertion Loss and Return Loss Pass/Fail Determination TIA-568-B Addendum 4-Solderless Connection Reliability Requirements for Copper Connecting Hardware TIA-568-B Addendum 5-Corrections to TIA-568-B.2 TIA-568-B Addendum 1-Additional Transmission Performance Specifications for 50/125-um Optical Fiber Cables The proposed cabling system must be warranted to be free of defects in labor and material for a period of at least twenty (20) years after installation. During the warranty period, any cable or termination components that become defective from normal use must be replaced at no cost to CMIPCS. Samples of any material or equipment proposed must be physically available for CMIPCS s inspection, if requested. All cable runs will be continuous; that is, no splicing will be used. All 4-foot by 8-foot plywood panels to support wall-mounted termination hardware in the Server Room and IDFs will be provided by CMIPCS s General Contractor ( GC ). All station cable will be run above the ceiling grid. The selected vendor will provide all distribution hardware (e.g., suspension hooks and/or hangers) above the ceiling grid, and all cable ladder for the equipment racks in the IDFs and Server Room. For within the slab cabling terminations, the GC will provide the floor box at each location. At system furniture locations within the office space, the GC will provide an adjacent furred-out column, wall, or floor core drill with poke-thru for bidder s access. These access points are identified on the floor plans. Bidder will lace and terminate the station cable within the furniture. In addition, to house and protect the UTP cable, the selected vendor must provide flexible conduit or innerduct between the column, wall or core drill egress point and the furniture access point. Care must be taken not to stretch or kink the cabling during installation. No more than 25 pounds of pulling tension will be exerted on 4-pair UTP cables. The fiber optic cable manufacturer s installation specifications for pulling tension and bend radius must be adhered to. Cable pulling lubricant will be used for all pulls in conduit or ducts. Any conduit pull strings used by bidder during the installation process must be replaced. All cable installed above the ceiling grid must be secured in accordance with the National Electric Code. February 26, 2015 Page 11 of 13

12 With respect to electromagnetic interference, all installed UTP cable must be: (a) At least 12 inches from fluorescent or neon lighting fixtures; (b) At least 1 meter from transformers, motors or other sources of electromagnetic fields; (c) At least 5 inches from unshielded power cables for voltages up to 480 volts and < 2 kva; (d) At least 12 inches from unshielded power cables for voltages up to 480 volts and 2 to 5 kva; and (e) At least 3 feet from unshielded power cables for voltages up to 480 volts and > 5 kva. The twists in each UTP cable pair will be maintained as close as possible to the point of termination on the information outlet and patch panel (i.e., untwist no more than 13 mm). In addition, all cabling must be terminated in a consistent manner throughout the facility (e.g., identical use of color combinations). The CMIPCS-provided and bidder-provided cabinets and racks will have grounding conductors that will provide a path of low DC resistance to ground. Each cabinet/rack will be bonded by the selected cabling vendor to the same grounding system that is employed by the power service for the floor serving the cabinet/rack. The grounding conductor will not be less than AWG No. 6. CMIPCS s GC will provide the Telecom Grounding Busbars in the IDFs and Server Room. As required, the selected vendor will coordinate installation of the cabling system with the GC, architect, AV contractor and telephone system installer. Upon completion of installation, the vendor will clear the building of all debris that may have accumulated during the performance of vendor's work. This debris removal will be done at vendor's expense. Vendor will also be responsible for replacing or restoring to original condition any damage caused by vendor's personnel. This repair work will be performed at no additional cost to CMIPCS. The vendor will be required to provide fire stop sealant to restore fire ratings to all wall, floor, and ceiling penetrations and will coordinate this activity with the GC. This sealant must be UL classified and satisfy NEC and local code. Nothing contained in this specification will be so construed as to conflict with any local, state, or federal regulation governing the installation of telephone/data cabling or communications equipment. All such regulations are considered part of this specification and bidder is expected to meet the requirements of such regulations. Bidder must identify a Project Supervisor, who will be required to meet periodically with CMIPCS to review the progress of the implementation, and attend meetings with the GC as requested. 2.0 Documentation Upon completion of installation, "as-built" documentation of the cabling system will be provided to CMIPCS by the cabling vendor. This documentation will consist of floor plans marked to show the location of all station cable runs. In addition, printed cable records identifying each outlet and cable run, and the cable run's corresponding IDF termination point will be provided. These cable records will also be provided in an electronic form that can subsequently be easily modified by CMIPCS (e.g., an Excel Spreadsheet). In addition, each information outlet and IDF termination point will be labeled with the corresponding information contained in the cable records. February 26, 2015 Page 12 of 13

13 For any fiber optic backbone and DeMarc Extension cable, each end of each installed cable run will be labeled, and the corresponding connection points in the IDF and Server Room will be labeled. Label information must not be hand-written. Final cable record and label format/content will be agreed upon by CMIPCS and the cabling vendor prior to cabling termination. 3.0 Acceptance To effect CMIPCS s acceptance of the cabling system, all cable will be verified as meeting the design specifications, and operate successfully for a thirty (30) day period after move in performing the function for which it was intended, namely, support of intra-building telephony, video and LAN transmission. The cabling vendor will be responsible for completely testing the installed cabling system. The results of this testing will be documented by the vendor and provided in hard copy or electronic form. After the completion of the cable pulling and termination work, the vendor will test each conductor in each cable, to verify that the cable is free from shorts, opens, reversed pairs, and other misterminations. In addition, continuity testing will be performed on each Telco DeMarc extension cable. Defective cable will be repaired or replaced and retested at vendor s expense until all identified cable faults have been corrected. The vendor will use a cable tester to measure and record link length for each installed cable. The vendor will also perform specification verification testing. Cable that is not in conformance with cable specifications will be repaired or replaced and retested at vendor s expense until conformance is attained. After installation and termination of the backbone fiber, the cabling vendor will perform and record the following: (a) For each fiber strand, test end-to-end to verify the absence of discontinuities and measure the link loss in db/km. End-to-end testing is defined to be between the origination and destination fiber patch panel termination points for the link. (b) The length of each link and the measured link loss will be recorded and provided to CMIPCS. February 26, 2015 Page 13 of 13

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17 Room description Number Needs Wall drops Phone drops Ceiling drops Electrical needed Pre-K 2 desk drop. Phone, misc, WAP typical Pre-K 3 desk drop. Phone, misc, WAP typical Conf Rm 6 WAP, projector, phone (desk), misc floor Nurse 7 desk drop, phone, fax, printer, WAP typical Preschool 25 desk drop. Phone. Misc. WAP typical Preschool 26 desk drop. Phone, misc, WAP typical Work Room 32 WAP, phone (desk), printer, copier floor Corridor 001; 030 WAP ceiling Corridor ceiling Classroom 15 projector, desk drop. Phone, misc, AP ceiling Classroom 16 projector, desk drop, phone, misc, AP ceiling O/D 17 desk drop, desk phone, misc, AP typical O/D 19 desk drop, desk phone, misc, AP typical Faculty lounge 18 phone, printer, AP typical Kindergarten 22 projector, desk drop, phone, misc, AP typical Kindergarten 23 projector, desk drop, phone, misc, AP typical Couns. Office 25 desk drop, desk phone, printer, AP typical 1st Grade 201 WAP, projector, desk drop, phone, misc typical 1st Grade 202 WAP, projector, desk drop, phone, misc typical Open 204 projector drop, WAP, desk drop, phone drop, misc typical 2nd Grade 205 WAP, projector, desk drop, phone, misc typical Office 206 desk drop, desk phone, fax, printer, AP typical Open 209 projector drop, WAP, desk drop, phone drop, misc typical 4th Grade 211 WAP, projector, desk drop, phone, misc typical 3rd Grade 212 WAP, projector, desk drop, phone, misc typical Total NOTES: Dual outlets should be used as much as possible on the walls without windows Fax line needed in the nurse office and admin office

18 Creative Minds Cabling Work & IT Equipment Scope of Work 1. Access Points (Qty: 13) Aruba IAP-115 Access Point (Qty: 13) Aruba IAP-115 NBD Support for 3 years (Qty: 13) 13 Ceiling Mount Bracket for IAP-115 (Qty: 13) Labor on WAP install including Mounting and Activation 2. Structured Cabling A. Horizontal VENDOR will provide and install (24) Single Data (WAP). These locations will consist of (1) Cat5E cable terminated with (1) RJ45 Cat5E Jack and Surface Mount Box. VENDOR will provide and install (18) Single Wall Phones. These locations will consist of (1) Cat5E cable terminated with (1) RJ45 Cat5E Jack and Wall Phone Plate. VENDOR will provide and install (51) Dual locations. Each location will consist of (2) Cat5E cables terminated with (2) RJ45 Cat5E Jacks and Dual Faceplate. B. Riser/Structure Carrier to extend Circuit to the MDF from Demark as needed (scope TBD after jobsite walk thru) VENDOR will provide and install (2) Cat6 cables from the MDF on the Ground Floor to the 2 nd Floor IDF. JHooks will be installed in areas needed to support cabling in hallways. Conduit and boxes to be provided and installed by others. C. MDF VENDOR will provide (1) post rack with Ladder Rack and Grounding. VENDOR will install a ladder rack from the back wall to the top of the Rack. D. IDF

19 VENDOR will provide (1) post rack with Ladder Rack and Grounding. VENDOR will install a ladder rack from the back wall to the top of the Rack. E. General VENDOR will label, test and document all installed cables with a customer approved labeling scheme. VENDOR will comply with all building codes and local ordinances. A Low Voltage Permit will be supplied by VENDOR. Material, Labor and Permit Costs 3. Switches (Qty: 2) Aruba S P POE Managed Switch (Qty: 2) Aruba S Switch NBD Support for 3 Years Labor on Switch Installation and Configuration Includes Patching switch to patch panel. 4. Patch Cabling 200 Assorted Length & Color Patch Cables & Cables for APs and Wall Phones 5. Surface Mounted Wall Molding Scope of work TBD after jobsite walk thru